Automating Knowledge Article Management in SharePoint

Lamar Harvey 0 Reputation points
2024-02-23T21:44:05.8733333+00:00

I am currently managing a process that involves the use of a SharePoint list to request and track the completion of Knowledge Articles within our organization. This process is vital for maintaining and disseminating institutional knowledge effectively. The list serves as the initial point where requests for new knowledge articles are logged, and their progress towards completion is meticulously tracked. Current Process Overview: Request and Tracking: We utilize a SharePoint list where each item represents a request for a new Knowledge Article. This list includes various details such as the title of the article, the requester's information, due dates, and most importantly, the current status of the article (e.g., Pending, In Progress, Completed). Knowledge Article Storage: Upon the completion of an article, it is currently manually attached to the corresponding item in the SharePoint list. Our practice is to store the final versions of these articles in a separate SharePoint Document Library, designated for housing all completed Knowledge Articles. Challenge: Our process requires manual intervention to move the attachments from the list to the Document Library once an article's status changes to "Completed." This manual step is time-consuming and prone to human error, affecting our efficiency and the reliability of our knowledge management system. Request for Assistance: I am seeking guidance or assistance in creating an automated flow that can seamlessly handle the transfer of attachments from our SharePoint list to the Document Library, triggered by the change of an article's status to "Completed." This automation would significantly streamline our process, reduce manual workload, and enhance the accuracy of our Knowledge Article repository. Specific Needs: Automated Transfer: A flow that automatically moves the attachment from the list item to the Document Library once the status of the article is marked as "Completed." Metadata Preservation: It's crucial that the flow also transfers or replicates any relevant metadata from the list item to the document properties in the Document Library, ensuring that each article retains its context and can be easily searched or referenced. Notification or Confirmation: If possible, the flow should also notify the requester or the knowledge management team once the transfer is successfully completed, providing a link to the article in the Document Library. I am aware that SharePoint and Power Automate offer robust capabilities for process automation, but I require expert guidance to design and implement this specific workflow effectively. If there is an existing template or flow that can be adapted to meet our needs, or if custom development is required, I would greatly appreciate your detailed instructions or assistance in setting this up.

SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
545 questions
0 comments No comments
{count} votes

1 answer

Sort by: Most helpful
  1. Haoyan Xue_MSFT 21,826 Reputation points Microsoft Vendor
    2024-02-26T02:38:06.5266667+00:00

    Hi @Lamar Harvey ,

    In fact we are currently providing help on SharePoint in the Q&A forum, and Power Automate is a product independent of SharePoint which we are not so familiar with. Regarding the difference between these two methods which is more related to Flow, we would recommend that you go to the forum dedicated to flow for more professional help, there will be very professional people to solve the problem for you quickly   Microsoft Power Automate Community - Power Platform Community


    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

    0 comments No comments