Power Automate - Document Set Approval Part 1 - Create Document Set

hi everyone welcome back to the channel in today's video we are going to see how we can create document sets and have the power automate workflow running on document sets so we are going to divide this video into two parts where in first part I am going to show you how you can create the document sets and document set content type and have that associated with the library and with the power automate you can create you can automate that stuff creation of the document set using one flow and in the second part I am going to take the approval flow related to document set so all the document which are under a document set basically gets approved in one shot so it's it's a very valid scenario where we want to have like multiple documents and linked up with one content type and we want just one that document sets gets approved then all the nested or the internal documents should also gets into the approved state so that's the overall intent of this video so let's start with the part one where I'm going to show you how you can create the document set first of all enable document set then create a document set using power automate winner automated fashion so let's jump on to the SharePoint side so I am over here in my dab site and I can go directly to the site settings so that I can tell you how to start with the enabling of document set feature so you have to go to the all site content and under all site content there is a site collection feature where you would find the document set feature so because by default is not activated you have to activate that if you wish to work with the document set so over here right now so because I have already enabled it so that's why it's showing in the active state but if it's reactive for you then just click on this after button it will be enabled and post that we have to go back to the site settings and create a content type based on this document set so I am over here in the site content types and will be will be just name that is vendor contact set and I'll use the category as document set which has started appearing once you enable that feature which we already did and in the parent content type we have to select document type and then set that as Remain the contact as document set and click on create so it will create that custom content type copy this content type ID so that we can use this while creating our power to made I'll just copy that into this notepad and I'll just go back to my one other Library where I wish to use or save all my vendor contract and have the document sets created I'll just scroll down and go to the render contact Library and over here the first step I need to add the content type so I have to go to the library settings enable the content management of content types so that is in advanced settings you have to click on this allow management of content type so that we can see and going back to the settings once again we should able to see this ad from existing site content types and now we are going to filter by document set and we can see when the contract set the content type which we just created we have to add this one and just click on OK and we can go back to our render contact Library if I click on this view you would able to see like we have this vendor contract set added to this content type list so we are done with the configuration piece now as I said like we are going to automate this stuff of creation of these document set based on some list so let's say we are having one contract when the contract list and as soon as the item or the vendor is added to this list then I wish to create the document set for my in this vendor contact Library so that the related contact documents can be uploaded so that's where we are going to take the help of power automate so I am going back to this make.power automate.com and over here I will start with creating one instant cloudflow and with this I am going to choose a trigger as when item is added or created so it's still searching so we can Skip and inside we can create this trigger no worries and then item is created in SharePoint list and we are going to connect that to our website the list name vendor contract list so as soon as the item is added to this this I wish to create one document set into my library so I'll just go back to library and for for this sample I can just click on this vendor contract set and just to tell you like what actually takes is takes a one uh this set name so I'll just say set one and just scroll down and save this so the actual automated created set would appear like this with this icon and set one and we can have multiple documents inside it so that is the process we are going to automate so now in that new step I am just going to say create a folder because document set is nothing but a folder type only but with a special content type so let's start with creating a folder action and then we are going to update the properties of this folder later on I just choose my site it as a step side and library is when the contract Library and over here in path we can set the path with the name whatever name the title which we are choosing so I can just look back up from a dynamic uh lookup and that is I'm just going to say title and in the advanced we'll just leave that as is so now the folder would be created with this title name and in the next step I would be updating the property of this folder so I have chose update file properties and again I need to set that site and Library name once again and in the id id would be the folder which we just created in previous step and over here in title we can say the title as the title of our the item which is triggering this flow so I'll just say title and you can pick that from an item is created title and over here in the content type now the content type the content type which we have created uh in our initial step we have to copy that content type we have to paste that into the custom value over here in the content type ID you have to click on this add a custom item and then paste it just to verify that this is the right content type you can go back to your site content you can quickly check whether you are writing or binding that are right content type or not I'll just quickly go to site content types and check for vendor clicking on it so it's ending with bf86 and we are using the right one okay so once it's done we have to just name that our flow as document set creation flow because it's step one is not having anything related to approval of document set it's just automating the clear creation of document sets as soon as we have the vendors name added to when the contract list so I'm just saving it and now we are going to test it I'll just go back to our site and use that vendor contract list item for the trigger creating item and I'll just see that as M365 vendor set saving it we are going to wait for our flow to trigger so our flow and successfully and we are expecting a document set created into our this Library yes we got this document set created with this name so the first part is done we are successfully able to create the document set using our automate whenever one item is added to when the contact list so in the next video I am going to explain how you can instead of having multiple individual approvals on each document you can have approval on this one document set and have all those approvals applied to internal files so that means like the reviewer or the approver need not to go to individual files they can just go to the come to the this one document set and click on approve then everything inside that folder are the document set would be approved automatically so we are again going to create a power domain for that piece also so just wait for my part 2 video for this that's it for today thank you if you have any questions do drop your comments and if you like the video please do like and subscribe

Channel: M365 Tech Help

Views: 1,246

Keywords: Flow on Document Set, SharePoint Document Sets, Automate creation of Document Set, Document Set Content type and MS flows, MS flow to create document sets using Power Automate, Power Automate to automatically create Document set, Enable Document Set for SharePoint, Document Set approvals, SharePoint Document Set Approvals, Automate Document Set in SharePoint, SharePoint Document Set and Approval Flow.

Id: JSQ0U0SWqHU

Length: 10min 22sec (622 seconds)

Published: Mon Jun 19 2023