Fill Out Word through Power Apps No Premium Licenses Needed
Summary
TLDRIn this tutorial, Andrew Hess demonstrates how to create a recipe book using a free SharePoint template without premium connectors. He guides viewers through setting up site columns, content types, and a document library, then creates a Word template with placeholders for recipe data. Hess also shows how to integrate Power Apps and Power Automate to generate documents directly from the SharePoint site, all within the scope of Office 365 licenses.
Takeaways
- 😀 Andrew Hess demonstrates creating a recipe book using a SharePoint template without premium connectors, leveraging free Office 365 licenses.
- 👨💻 To start, you need to be a site or team owner in SharePoint to create site columns and content types.
- 📝 Six site columns are created for the recipe book: Step One to Step Six, Author, and Ingredients, all set as single-line text for simplicity.
- 🔑 A content type named 'Recipe Book' is created, utilizing the document content type and incorporating the custom site columns.
- 📚 A new document library called 'Recipes' is set up, and content types are enabled, allowing the addition of the 'Recipe Book' content type.
- 📑 A Word template for the recipe book is created, including a table for steps and a logo, which is later saved to the SharePoint site assets.
- 🔗 Document properties in Word are mapped to the SharePoint site columns using Quick Parts to synchronize data between the document and SharePoint.
- 📱 A Power App is developed to interact with the SharePoint list, featuring a vertical gallery to display recipes and a PDF viewer for document previews.
- 🔧 Power Automate is used to automate the creation of new recipe documents in SharePoint based on the template, filling in properties via Power Apps inputs.
- 🛠 Permissions and setup requirements are discussed, emphasizing the need for site ownership and the avoidance of complexity to utilize free licensing models.
Q & A
What is the main objective of the video?
-The main objective of the video is to create a recipe book using a template in SharePoint without using the Power Automate premium connector, leveraging the free license model that comes with Office 365.
Why is the presenter creating site columns and content types in SharePoint?
-The presenter is creating site columns and content types to organize and structure the recipe book data within SharePoint, making it easier to manage and display the information in a consistent format.
What is the significance of the 'recipe author' column in the SharePoint site?
-The 'recipe author' column is significant as it attributes the creator of each recipe, allowing for proper credit and organization of recipes within the SharePoint library.
Why does the presenter advise against using a people picker for the 'recipe author' column?
-The presenter advises against using a people picker for the 'recipe author' column because it requires a premium connector, which goes against the goal of creating the recipe book using only the free license model.
How does the presenter ensure that the document template is associated with the correct content type in SharePoint?
-The presenter ensures the document template is associated with the correct content type by uploading the template to the site assets and then specifying it in the advanced settings of the 'recipe book' content type.
What is the role of Power Apps in this SharePoint recipe book project?
-Power Apps plays a role in creating a user interface that allows users to interact with the SharePoint data, such as viewing, adding, and editing recipes, without directly manipulating the SharePoint site.
Why is the presenter using a Power Automate flow to create a new recipe document in SharePoint?
-The presenter uses a Power Automate flow to automate the creation of new recipe documents in SharePoint, which simplifies the process and allows for data to be written directly from Power Apps to SharePoint.
What is the purpose of the 'open in client application' setting in the SharePoint document library?
-The 'open in client application' setting is used to ensure that the document opens in Word, which is necessary for the document properties to be editable and for the Power Apps integration to function correctly.
How does the presenter handle the document properties in the Word template?
-The presenter handles the document properties by using Quick Parts in Word to map the SharePoint site columns to document properties, which allows for metadata to be filled out directly in the Word document.
What is the final outcome of the video tutorial?
-The final outcome is a complete Power App with a Power Automate flow that uses SharePoint, all within the free license model. This setup allows for a functional recipe book where recipes can be added, viewed, and managed through SharePoint and Power Apps.
Outlines
📚 Introduction to Creating a Recipe Book in SharePoint
Andrew Hess introduces a tutorial on creating a recipe book using SharePoint and Power Automate, all within the free license model included with Office 365. He demonstrates how to update a steak recipe and shows the integration of Power Automate with SharePoint. The process begins with accessing site settings and creating site columns for the recipe book, emphasizing the need for ownership permissions to perform these actions. Andrew then guides through creating six steps for the recipe and organizing them into a group called 'my recipe book'.
🔧 Setting Up Site Columns and Content Types
The tutorial continues with the creation of additional site columns such as 'author' and 'ingredients', and placing them into the appropriate groups. Andrew explains the importance of keeping things simple to avoid the need for premium connectors. He then moves on to creating a content type called 'recipe book', which utilizes a document content type and includes the previously created site columns. The process involves updating all site and list content types inheriting from the new content type.
📖 Creating a Document Library and Template
Andrew proceeds to create a new document library named 'recipes' and enables content types for this library. He then adds the 'recipe book' content type and removes the default 'document' content type, ensuring only the custom recipe book template is available. The next step is to create a Word template for the recipe book, which includes a table for the six recipe steps and an option to insert a logo. The template is then saved to the desktop and uploaded to SharePoint as the document template for the 'recipe book' content type.
✍️ Linking Document Properties to SharePoint Columns
The video script describes how to open a document in Word and use Quick Parts to link document properties to the SharePoint site columns created earlier. This allows for the document properties to be editable both within the document and in SharePoint. Andrew saves the template with the linked properties to the desktop and then uploads it to SharePoint, replacing the existing template. The process ensures that when a new recipe book is created, the document properties are pre-populated and can be edited directly in SharePoint.
📱 Building a Power App to Interact with SharePoint
In the final part of the script, Andrew sets up a Power App with a vertical gallery connected to the SharePoint list. He includes a PDF viewer and a form for editing recipe properties. The app is designed to interact with SharePoint, allowing users to create new recipes using the custom template. He also demonstrates creating a Power Automate flow to handle the creation of new recipe documents in SharePoint based on the data entered in the Power App. The flow retrieves a template from site assets, creates a new file in the 'recipes' library, and updates file properties based on the data provided through the Power App.
Mindmap
Keywords
💡Power Apps
💡Power Automate
💡SharePoint
💡Site Columns
💡Content Types
💡Document Library
💡Document Template
💡Quick Parts
💡Office 365
💡Site Assets
Highlights
Creating a recipe book using a SharePoint template without Power Automate premium connector.
Using Office 365 licenses for Power Automate with a free license model.
Creating site columns for the recipe book in SharePoint.
Organizing site columns into groups for better structure.
Limitation of using people picker without Power Automate premium.
Creating a content type for the recipe book using site columns.
Enabling content types in a document library for custom document handling.
Removing default document content type to use only the custom recipe book type.
Creating a Word template with steps and a logo for the recipe book.
Using mid-journey to generate logos for the recipe book template.
Uploading the custom Word template to SharePoint for document creation.
Setting the document library to open documents in the client application for metadata access.
Linking document properties to SharePoint site columns for seamless data integration.
Creating a Power App to interact with the SharePoint recipe book library.
Using a vertical gallery in Power Apps to display recipe thumbnails from SharePoint.
Integrating a PDF viewer in Power Apps to display recipe documents.
Creating a Power Automate flow to automate document creation in SharePoint.
Using Power Automate to fill in document properties from Power Apps data.
Demonstrating the complete process of creating, saving, and viewing recipes in the Power App.
Highlighting the permissions required for creating site columns and content types in SharePoint.
Providing a solution for choices in Power Apps by using single line text in SharePoint.
Concluding with a complete Power App and Power Automate setup using only the free license model.
Transcripts
in hit save click back it then now has
my steak recipe here
it then updates and shows the new steak
recipe we have a complete power app with
a power automate using SharePoint using
the free license model which means it
comes with your Office 365 licenses
[Music]
hey everyone my name is Andrew Hess and
today we're going to create a recipe
book and we're going to use a template
in SharePoint to fill out this document
and this document is not going to use
the power automate premium connector
we're going to do this all for free so
when I do this I've done this before but
I'm going to try and make this better
and more fun this is a brand new
SharePoint site it is connected to a a
group
so I'm going to go to the gear icon
site information view all site settings
and I'm going to create some site
columns for my recipe book so we'll
start with sitecom so in order to do
this you do need to be an owner of the
group or you need to be an owner of the
SharePoint site or an owner if it's a
team site you need to be an owner of the
team
so in a recipe book we're going to say
there's going to be six steps and I'm
not going to leave any spaces in here
that's just habit so I'm going to say
step one single line text and we're
going to create a new group
and we're going to put this group in my
recipe book
okay and then I'm going to do six steps
real quick
just like that so I'll probably fast
forward I'm going to do six steps so
this is step two
and when I do step two I'm going to use
an existing group I'm going to do my
recipe book and attach it to that group
this just helps me organize things
okay now I have six steps if you come
all the way to the bottom you see my
recipe book we have six steps
so now I'm going to create another
column let's just call this
um author I guess is that the creator of
a recipe is we'll call it author and I'm
not going to use a people picker a
people picker is not going to work if
you need a people picker and you have to
have a people picker after we do all
this create a power app and then the
power app use a people picker and then
write a single line text to SharePoint
all right
it looks like my name is already
reserved look at that so we're going to
call this recipe author this is just
another thing to learn I'm going to
leave my mistake in there never try and
you know don't go in there and delete a
a column that's out of the box with
SharePoint just create a new column I'll
call it recipe author
and then finally we'll have um maybe
ingredients
and we'll put it in the right group
okay we have eight different
um Fields here they're all single line
text I'm keeping it simple as soon as
you add complexity to this you need to
use that premium connector right we're
trying to do this without power automate
power apps premium
okay now that I did that I'm going to go
back to site settings right here at the
top I can just click on that and go to
site settings and now I'm going to do
site content types
now what is a content type A content
type is a group of content it can be
Fields it can be items it can be folders
it can be
um you know many different things but
we're going to create a new content type
and it's going to be
a recipe book
and it's going to use a document content
type
and we will have document content type
here
and it's going to be a document so we're
going to create a document and it's
going to have a template and those
columns are going to be the group of
content that we're going to use in this
content type
so I'm going to click create
all right now it wants me to add site
columns so I'm going to add
from existing site columns you could
have done it before the other way and
you know created them here but I'm just
going to add all of these and I'm going
to do it in let's see recipe author
ingredients and then the steps
all right I'm going to keep this checked
update all site and list content types
inheriting so I'm just going to say save
all right so I've created a content type
with my site columns
so now I'm going to go back to my site
and I have a document library but in my
opinion maybe that document library is
different I'm going to create a new
document library and it's going to be
recipes
so site contents
I'm going to create a new library
and we'll call it recipes and keep your
space it don't put spaces in these
things just trust me after many years of
SharePoint
all right I have a new SharePoint
um Library it's called recipes we're
going to go to the gear icon again and
then Library settings
more Library settings
and we're going to turn on content types
for this document Library so in order to
do that you go to advanced settings here
and let's see allow management of
content types it's right here at the top
we're going to say yes
and then we'll click ok
all right so now you can see we have a
new section here this new section is
called content types and it has document
but we don't want a regular document
right like a blank Word document no we
want our recipe book so I'm going to add
from existing content type
and here's my recipe book I just created
that and we're going to add it
and click ok
so now we've added recipe book now what
I'm going to do is I'm going to remove
document I'm going to come in here
and delete this content type
I only want my document the recipe book
so if we come back to the top of our
document Library you can see new recipe
book that's all that's there we don't
have that other document content type we
have our recipe book okay so now we want
to make our word template okay so we
need to make a word template
so this was a question someone had they
wanted you know like this Gallery they
wanted this Excel format in their Word
document
in the template I believe we can insert
a table
and we can just insert
the table we want six because there's
six steps one two three four five six
okay and then I'm just going to add in
here
step one
now you can't do pictures
um at least I'm going to assume that you
can't do a picture in a template you
could automatically do a one picture
that's in every template right like so
you could have a logo in here maybe
we'll do that let's put a logo in our um
in our document
okay so I've been learning this um in
the past a few months but I'm going to
use mid-journey to you know generate me
some logos
all right so I have some generated logos
I I like this one right here I'm just
gonna you know for this scenario since I
just want to be fast
I'm going to take this logo here and I'm
going to put it in my template
all right I have my template for my
document I'm going to save this to my
desktop
all right I saved my template to my
desktop now I'm going to go to settings
the gear icon Library settings more
Library settings
and I'm going to go to I believe I click
on the content type recipe book
and I'm going to click on advanced
settings
and now you can see that you know
there's a document template we're going
to upload the document template that we
just created right so upload that
all right I uploaded my recipe template
I'm going to click OK it's not read only
we're going to say okay
now just to show you where we are in the
content type and creating the template
if you click new and you do new recipe
book
it's going to open up in browser our
template so we now have our template
without the metadata the data The
Columns attached to the document right
so we have our template
so now what I'm going to do
is I'm going to create a new one which I
just did
and this is going to be recipe
template
two and I'm going to save this to my
SharePoint library right
so it should automatically save to my
SharePoint library right there
so if we come back to our site click
refresh I have my template here
in my SharePoint library now this is one
of the downsides of doing it this way is
in order for this to work you can only
open the document in the client
application which is word so we have to
go back up to the gear icon
go to library settings more Library
settings
advanced settings and we have to say
open in client application it's the only
way this will work if you don't open in
a client application you won't be able
to see the quick parts of the document
and then I'm going to click ok
and I'm going to go back to recipes and
I'm going to open my document
and it's going to open in Word
all right so we have our document open
now what we're going to do
is we're going to come up to insert I
believe and we're going to do quick
parts
now we'll be able to see our document
properties now you notice that the
properties the site columns that we
created in SharePoint are now showing up
as document properties in our document
so for recipe we're going to put in
quick Parts document property I believe
it's name
or its title
author I'll put a space in quick parts
we did recipe author right recipe author
ingredients
ingredients step one
and so forth all the way down
so now we have our recipe book now more
about this document if you go to file
and info you'll also see those columns
that we created in the properties of the
document so file info you can see in the
properties you'll see the same columns
so we're going to save this to our
desktop so this is recipe template we're
going to rename this one this is going
to be named three number three save to
your desktop
right so the first document we saved to
our desktop the second one we saved to
SharePoint call to this one we're going
to rename and call it three and I'm just
doing this for demonstration purposes
we're saving this number three to our
desktop save
all right so recipe number template
three is on our desktop we're going to
go back to the template Library settings
more Library settings we're going to
click on the content type here
we're going to go back to the template
in advanced settings
and we're now going to upload the new
one recipe three
so the one that we just attached the
document properties to we're going to
upload and replace the template and
we're going to click ok
so now we're going to go back to our
document library now let's check out
where we are in the process so when I do
new recipe book and we open up word
we can now see our document properties
are here and even on the right side it
shows the document properties now you
can write in the document or you can
write in the document properties on the
on the right side
so for title we'll put in a spaghetti
and don't make fun of my um skills here
for making spaghetti I see I can't even
spell my name right so one we need
noodles
two we need water three we need salt
four sauce
and five garlic
okay and then this is just for this
first time we're not gonna have to do
this every time we want to make sure I
save to our SharePoint site in the
document Library so this will be called
Spa get t Okay so we're going to save
back into our SharePoint site spaghetti
click save I'm going to close down word
click refresh we notice we have
spaghetti in here now I'm going to add
the columns to the view right so I'm
going to go to settings Library settings
more Library settings than down here I'm
going to go to all documents
and I'm going to add all those columns
in the view so I'm going to remove
modified Modified by and then I'm going
to add
recipe author
ingredients
and the steps and it does matter which
order you click these in
I mean you could fix it later but that
just helps and I'm going to click ok
now if you notice those properties are
now in SharePoint I did not write in
SharePoint oh thank goodness right isn't
that wonderful so we have a document
template with our logo
our recipe logo and the steps for our
recipe
okay so now we can do power apps this is
where we really get so I'm a Power
Platform developer this is where I
really like to have fun what I'm going
to do
is I have two screens set up I'm going
to insert a vertical gallery
the vertical Gallery is going to be
connected to our SharePoint list we can
see we have
um my spaghetti I'm just going to remove
the picture here I'm going to remove the
arrow we'll leave that as it is I like
the the title and the ingredients and
you notice I'm using the new galleries
that just came out kind of has the blue
bar and the invisible white line now I'm
going to insert the PDF viewer now you
notice this is experimental
but I'm going to insert the the PDF
viewer
and
then I'm just going to have a simple
code that I have saved in there let's
see
paste it right in so substitute Gallery
one get the thumbnail large of a
document so now
you can see we can see our document in
power app so let's um
make it a little bigger there we go I
fixed it so now it fits in there we have
our gallery
let's um create a new button just so we
can have another one let's do new
I'm just doing this really quick right
I'm not doing a full
um Power app so we're just going to say
navigate
to screen two on a fade
see fade
new if you want more on this then it's
another video but we'll just do new
so it brings us to screen two insert a
form
and we'll do edit form and I'll just you
know default it to a new
um
for now so the default mode is new
and we got it connect it to our
properties recipe properties
now we're gonna have to save I'm going
to use power automate create a new flow
this power automate is going to create
the file for me in the document Library
I want
so I'm going to create from blank
all right so step one for this power
automate is to actually have the
template somewhere that it can pick it
up
so I'm going to go back to my SharePoint
site
and in site contents in site assets
I'm going to upload my template and that
was recipe number three so if I just
upload I have it right here recipe
template number three
all right so if you remember number
three from the beginning of the video
that is this file
so now we're going to go back to
powerapps new Step git file
from content is that right um let me see
if I can find it not get file git file
content using path
all right so then we're going to go to
the our SharePoint site
content type site the file path is going
to be our site assets
and we want to get the file all right so
we have our file template then we're
going to create a file I believe is
probably next so create file
so we're going to create a file in the
same SharePoint site
the folder path is going to be our
recipes
so we want to put it in our recipes
document Library the name of the file
will be we'll ask that in powerapps I
believe
we'll get to that the file content will
be here
it does require a file name so we'll ask
in powerapps
and then next what we need to do is we
need to fill in those file properties so
update
file properties is that right let's see
if we can find it
so oh update file properties that looks
correct okay and then we're going to use
that SharePoint site
the library name is the recipes the ID
is going to be the created file item ID
and then title will ask in powerapps or
let's see if we got it already no we
don't so this is where the trick is a
lot of people can't find this and
Microsoft hides it you see this little
c-more right here this is how you get
more ask and powerapps ask in powerapps
come down see more
ask and powerapps author see more ask
and powerapps and we're going to go all
the way down through each one and we're
going to ask in powerapps
and I don't think we need a description
I didn't add that
and then finally we have content type ID
recipe book
uh we're going to click save
we are done our power automate creating
it so now we need to fix the button so
the button as soon as that loads we
could probably rename this if we wanted
to but for now I'm not going to this is
the name of
my power app power apps this one here
and then we're going to do dot run in
parentheses and if you look in the
intellisense it's going to help you out
file name is going to be select
hopefully these are in order data card
value one I haven't renamed them
uh data
card value one dot text
um the next one is the title again
oh so this is where so we have to say
and
maybe this will work like this we'll see
dot dot X we'll see if that works I'm
just playing this by ear
all right so now we're going to do data
card value two dot text
all right that's the author no that's
ingredients so this is actually three
this one is two
so recipe author here you can see the
colors the color codes helps you recipe
author okay
so next is four
that's step one all right I think we're
uh on a roll we can just go down to five
and straight on down
this one will be six
and then seven
eight
nine
and hopefully that is all of them
so now
let's fill this out so we're on the new
page does our save button navigate back
let's also
on the save button navigate to screen
one on a fade
once we uh we'll do that different ways
but I'm just rushing through this all
right so now we're going to do a stake
Andrew Hess ingredients is meat
one
neat
to Salt three pepper
Step One is salt the steak
uh pepper in this tank
then we're gonna let it sit let it sit
for 10 15 minutes
then we're going to sear the steak
we're not going to do a reverse steer a
sear if you're looking at that but and
then we'll cook the steak
then we'll let rest for 30 minutes and
I'll hit save and pray this power
automate works
hit save
stake value cannot be converted to a
number looks like I added a multiply
here instead of a ampersand
I clicked it was a missed click all
right so let's try again hit save
this time it ran
did it create a file in my library let's
check out the library
it did create a file in my library the
gallery did not refresh yet so let's
um
on visible of this screen I'll refresh
our data source which is recipes now you
maybe don't want to do this but I I'm
just doing this for demonstration
purposes so if I click new I created a
back button click back it then now has
my steak recipe here
it then updates and shows the new steak
recipe and we could probably you know
print this do all kinds of things with
power apps
all right so we have a complete power
app with a power automate using
SharePoint using the free license model
which means it comes with your Office
365 licenses you don't need that premium
connector you do need to be an owner of
the site
you do need to create the site columns
and site content types the way I showed
you you have to upload the template to
the site assets and now you have a
SharePoint site with documents with the
columns right here in SharePoint
so hopefully this answers all your
questions Russell this all sparked from
a question from Russell
um you know what level of permission do
you need you know can you do choices no
don't try and add complexity to it you
could do a choice and then convert it to
a single line text so you could do a
choice in power apps but it's a single
line text in SharePoint that's one way
you can do choices right is do that in
powerapps side
um
and so thank you all for watching
hopefully this answers your questions
Russell if you want to do choices do a
choice on PowerApp side why you don't
need to do it on the
um SharePoint side and then you can have
your choices and write directly to your
template so thank you all for watching
I'll see you next time
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