Assigning Multiple Persons from Multiple Departments to PDF Documents

[Labnerd]

Hello everyone,

I've developed a workflow that involves uploading a Word document to a document library. Within this library, there are various columns that I populate with data. One of these columns is labeled "Afdeling," (=Dutch for Departement) which allows for multiple selections (QA, QC,......). Once the Word document is generated and all the necessary data is entered, it goes through an approval process. Once approved, the document is then converted to a PDF format and transferred to a separate document library.

Now, my objective is to establish a system for training individuals using the PDF documents. Specifically, I want to provide training to individuals belonging to the departments listed in the "Afdeling" column. To accomplish this, I've set up a distinct list where I've outlined each department along with the associated personnel.

In the PDF library, I've added a person column that allows for multiple selections and is labeled "Trainee."

However, I've encountered a hurdle at this point. I've designed a workflow that cross-references the separate list to identify the relevant department for the current document. It then retrieves the email addresses of the individuals in that department and populates the "Trainee" column in the PDF library. The workflow functions smoothly when dealing with a single department. However, when I attempt to include multiple departments, the workflow only captures individuals from the last department specified.

My question is: What adjustments should I make to ensure that all individuals from the relevant departments are correctly captured and displayed?

Thank you for your assistance.

[creativeopinion]

Can you clarify a few things in your workflow?

• What's the reason you are creating a file than moving it? Is there a reason you can't create the file right in the proper folder? I may have missed something in your original post.
• Confirming that if multiple departments are selected, you want all employees assigned to those departments in your SharePoint list are to be assigned to those documents.
• Is there a reason your SP list doesn't list each employee as a record and then is assigned a dept (or departments)? Only asking because you may want to consider having an employee tracker rather than a dept tracker as you could potentially use it more flows. 

[Labnerd]

I'm quite new to the whole world of SharePoint and Power Automate. It's something I've only recently come across, and now I'm trying to convert some old paper-based workflows into a digital format.

• The reason behind having two separate document libraries is to ensure that not everyone has access to the library containing the word files, where we actually create the procedures. This separation is in place to prevent any unauthorized modifications. However, there are a select few who do possess access to these word files. They're the ones who can make changes to the procedures. Whenever changes are made, these need to go through a verification and approval process by another individual. Once that's completed, a corresponding PDF file is generated, effectively overwriting the previous version in the folder. This approach is aimed at maintaining the practice of having everyone refer only to the most recently approved procedure.
• Yes, that's accurate.
• I hadn't considered it from that perspective. Since I'm still very much in the learning phase of all this, I appreciate your insight.
  If I understand you correctly, you're suggesting the creation of a list comprising columns like "Persons" and "Department." Then, each row would contain an individual's name, accompanied by the department(s) they belong to.
  This definitely sounds feasible. If you believe this method will prove more user-friendly and efficient down the line, I'm certainly open to adopting it.

[Labnerd]

I'm quite new to the whole world of SharePoint and Power Automate. It's something I've only recently come across, and now I'm trying to convert some old paper-based workflows into a digital format.

• The reason behind having two separate document libraries is to ensure that not everyone has access to the library containing the word files, where we actually create the procedures. This separation is in place to prevent any unauthorized modifications. However, there are a select few who do possess access to these word files. They're the ones who can make changes to the procedures. Whenever changes are made, these need to go through a verification and approval process by another individual. Once that's completed, a corresponding PDF file is generated, effectively overwriting the previous version in the folder. This approach is aimed at maintaining the practice of having everyone refer only to the most recently approved procedure.
• Yes, that's accurate.
• I hadn't considered it from that perspective. Since I'm still very much in the learning phase of all this, I appreciate your insight.
  If I understand you correctly, you're suggesting the creation of a list comprising columns like "Persons" and "Department." Then, each row would contain an individual's name, accompanied by the department(s) they belong to.
  This definitely sounds feasible. If you believe this method will prove more user-friendly and efficient down the line, I'm certainly open to adopting it.

[creativeopinion]

SP Employee List

Yes, the idea would be each row would be for an individual and you can then use a Department column to assign them to appropriate departments. You could even include another column (person) for their supervisor. Again this would make the list a lot more usable for many other cases.

Document Permissions

Permissions can be granted when the file is created (automatically). If you take this approach you can save yourself the extra step of needing to move a file as well. 

I recently uploaded a tutorial that shows how to grant item-level permissions to a list. This same concept can be applied to files.

Alternatively, you can set specific permissions on a folder that contains all the Word documents with appropriate access granted to those who can make modifications. Ideally, these Word documents should be stored on a Team site. A site specifically designed for procedures where all team members are granted edit access so they can easily edit and collaborate on documents. This makes it a lot easier to manage permissions when done this way. 

When the file is ready to be PDF'd it should then be moved to a Communication site. The Comms site is where all users are granted read access (few granted edit access).

More on the difference between a Team Site and a Communication Site in this video tutorial.

Hope this helps!

[Labnerd]

Thank you for your response.

I appreciate your suggested solution, and I implemented it. However, I still have an unresolved concern related to the training aspect.

After conducting further research, I came across a YouTube video that shows what I want. Specifically, I'm interested in the content at the 1:34 mark, as it appears to address my issue of tracking who has read and confirmed the new procedure.

To address this, I created a new SharePoint list dedicated to training records. Additionally, I set up a Power Automate flow that triggers exclusively when an new procedure is approved. And adds an item to the list.

The functionality is working smoothly, consistently generating new list items with titles reflecting the "document name" and its associated version number. 

However, a new question has arisen: Is it possible to create a filter that exclusively displays the most recent version of each document? If so, I'm curious about the process of implementing this filter. Because now it keeps showing all versions.

Or alternatively, do I need to remove the previous version? But then I keep losing the information of who read which version when. I was think something like delete item when the title is "document name" "version number - 1". But if this is the recommended approach, can you explain me how I should do it?

[creativeopinion]

I wouldn't recommend you remove previous versions. It would defeat the purpose of tracking who's read the version. 

Alternatively you could add a couple columns to store the version number and one to store the document name only (no version). You can adjust your SP list view to group by document name then by version (sorting by version number in descending order).

Another way you could handle it would be to add a YES/NO column to your SP list in addition to the two columns above. 

If an item is marked YES it would be considered the latest version. Adjust your SP list view to add a filter for that column.

In your flow you would have work in logic to uncheck the old versions and check new versions. With a separate column to store the version number this would make it easier to do. 

[Labnerd]

Thank you very much Creativopinion for your answers. 

You put me on the right track and I was able to build the flow and list I wanted.