Unlock the Full Potential of SharePoint: Creating a Solution for Microsoft Lists and Document Sets

g'day there everyone Daniel Anderson here and as we know with SharePoint there are so many different ways to get to an amazing end outcome for the solution that we're uh creating or the problem that we're trying to solve now in today's video what we're going to take a look at is a way in which we can link a Microsoft list with a document library and also use a relatively new action inside of power automate to create a document set to store a group of documents that we're going to be referencing from the Microsoft list it's a solution that I uh developed for an internal Communications team that handles external social media posts in an organization and we're going to use the out of the box Microsoft list content scheduler template and then also link that to a document Library where we can store all of our assets that are associated to that particular piece of content that we are creating and then publishing um on The Social Network so let's just dive in and have a look at what we're talking about here so we can see I mean a simple SharePoint team site I've got two uh lists uh well one list and one Library so I've got the content scheduler out of the box template created from Microsoft lists and I've also got a document library that has got uh the document set content type already added to the the library so you can see here I've got new document set now the idea here is that we want to manage all of our content in this schedule in the Microsoft list so the Microsoft list is really good at managing and tracking uh items of work in our case our content publishing but we want to have a place where we can store all of our assets that are associated to that piece of content yes we could use the attachments on list items but I like to use a document library or Associated document library in this case case because we might have videos and images and documents and things like that so on item creation of this list what's going to happen is a power automate workflow is going to be run in the background it is then going to create a document set with the name of or the title as the name of the the item uh the content from the list and it's going to create a document set inside here then what's going to happen is we're going to push back and update this list with a link back to that document set so that they are kind of linked together so let's have a look at the power automate flow that we have built and then we'll step through and build it out so we can see here that um I've got a I've got a power automate a completed power automate flow here that does just that for us so when an item is created we create a new document set because that's now an action inside of power automate we then grab that that metadata of the item and then we do our update item as our last step here where we're pushing back the asset link here so let's go ahead and create a new power automate flow and we'll step through this process so we're going to start this from scratch so we're going to click on automated cloudflow let's go create uh document set asset okay and we're going to choose when an item is created and let's create this flow we then need to select our site and our live and our list that we're going to monitor so we'll jump up to site we'll jump into sales and marketing and it's the content scheduler list that we're going to do the next step after an item is created is we're going to jump into SharePoint the connector we're going to then create a document set so we'll search for let's actually select the connector and we'll go create new document set now remembering the document set needs to be enabled on this Library first so if we go to sales and marketing we then choose the library called assets because that's our document Library we then need to have a couple of more mandatory Fields here so we need to select our content type we could have multiple different documents set content Types on this library and then we want to set the path now the path here I'm just going to pass in the title of the item that's going to be the the the the name of the document set here the title again I'm just going to pop in the title description I'm going to pass in the description of the list item and the content type ID here um we can just pass in document like so so that is now going to then uh create our new document set we might just blank this one out for now now next step is actually getting the metadata so what I want to do is I want to actually we don't need what I want to do if we needed to use that metadata we could get the folder metadata here and then pass in uh the items here but what we're going to do here now is we are going to update our list item so let's click on new step and then we'll go update item simple step here again we need to pass in our site and our list and the ID of the item that we're going to create so we'll go sales and marketing list name is content scheduler and the ID we can get from the uh this the trigger up the top here so when a new item is created we're not updating the document set we're updating the item so when the item is created we want to pass in and that's the um that's the ID of the item that we are going to update now we're going to pass back through here we're going to pass back the um the title of the uh the the item that was created we'll pass that back in we'll pass back in the description uh not the document set we want the item now the asset link here is we want to craft out our URL all right so the status value here is our drop down so we could set something if we wanted to here dynamically but what we're going to do is just enter the same value and pass back in the same value as what was created so when an item is created we will go status value like so draft view again let's just pass back in the date and we are now good to go we'll leave it as that now what we're going to need to do here is we need to pass in and Create and Craft the URL and the link to our document set so what I'm going to do here is I'm going to jump up to assets I'm going to grab the URL of our document library and I'm going to use that as the base of the link and then what I'm going to do here because we're naming our document set using the title so what we're going to do is let's just select title and I am going to use the document set title like so all right and that will then give us the path so let's now save this and give this a test all right so let's save it now the first thing we need to do is I need to just disable that existing flow that was already created so I'm just going to disable that flow which is this one here so let's select and we will turn this one off and we'll wait for that to turn off and now let's jump into our content scheduler list and let's add a new con let's add a new item so let's call this one uh document sets document sets uh linking link to list all right so there's our description all about linking a list item to a document set let's just give it a status uh we'll plan this one draft You by uh let's give this a draft due by end of the week and that will do us all right so we're going to leave this one blank because we're going to pass that back in let's hit save and you can see that I've got a little button here as well all right so what I've done is a little bit of column formatting on this particular column here so let's open up our assets library and let's have a look and see what we've got so if we refresh this um it looks like actually what we might do is just let's edit this we'll pop this into test mode um and then what we'll do is we'll manually trigger this so let's go manual let's just jump back into here and see if it's been if it's picked that up yet so just refresh and it's already done it all right so there's our new document set we open up our set of documents and now we can upload all of our assets that relate to that particular piece of content now what we'd probably do in production is also add and pass through some metadata and potentially then link back to that list item as well and pass in the list item URL so if I jump back to the content scheduler here you can see that we've got all of our metadata now when I click this button I'm actually taken to that document set so we've linked each one we've got our Microsoft list to manage all of our content and track all of our content and the statuses and the stages and then also now we've got a document library to house all of the assets that are associated to that particular item in question so I hope that brings you some value today SharePoint does allow us to to create lots of different types of scenarios lots of different ways to bring value and create end-to-end Solutions like this one here so have a look take this back you could potentially implement this if not in this scenario in a different scenario in your organization thanks for watching see you in the next video

Channel: Daniel Anderson

Views: 9,071

Keywords: sharepoint, office 365, sharepoint online, microsoft lists in teams, Microsoft Lists

Id: 7dl5s37zBKU

Length: 10min 13sec (613 seconds)

Published: Mon May 22 2023