Create a SharePoint 'Missing info' Column

Question

Hi, is there a way to create a 'Missing info' column in a SharePoint Document library, similar to the one that shows in the 'Files that need attention' view, to highlight if any required columns are not filled in?

I have a Document Library with an associated Word template and a flow that processes the data. The Word template is a form made up of Quick Parts to fill out the document properties, which are then processed by a Flow. I previously tried using a SharePoint list for this, but it was unreliable due to timeout issues with the form, which can be open for a day or two often without an internet connection for most of it, hence the use of the Word document to give better offline functionality.

The Flow needs to be triggered after the Word Document is completed and all the required columns have data in them. I can do this by putting all 27 of the columns in the Trigger Conditions as 'and()' expressions, but I worry that this is too complicated for colleagues to look after if I have to hand it over to someone. I have also toyed with the idea of a SharePoint button that users press to run the Flow, but again I would want to incorporate checks that the form is actually complete, so I am hoping to find a way to do a generic check on whether the file 'needs attention'. Alternative strategies also gratefully received.

Answer 1

Hi,

Thanks for your detailed reply.

So it seems like you want to improve the trigger flow to use one or fewer conditions for showing the Missing info warning column. If so, it is sincerely suggested to post a thread in Microsoft Power Automate Community - Power Platform Community and share more details of your demand and current flow to get some more helpful suggestions for a better flow running on your side.

Really sorry that engineers here have limited experience with flows in Power Automate and kindly post in our community if you need any support of the out-of-box features in the SharePoint Online environment. Hope a nice weekend for you!!

Best Regards,

Mia

Answer 2

Thanks Mia. I have the option for 'Require that this column contains information' selected on these 27 columns and this does prevent users opening the Word document and then saving it back to the library without completing all the required fields.

Where I'm stuck is that I don't want to start the Flow running until all of these fields are complete, so I was hoping for an item property that summarises if a item 'needs attention' or not based on the same criteria that SharePoint uses to show the item in the 'Files that need attention' view. At the moment the only way I can do this is to use 27 Trigger Conditions, and so I was looking for a simpler solution using one Trigger Condition based on some sort of 'Missing info' property/column if possible.

Answer 3

Hi,

Thanks for posting in our community.

Based on the description, it seems like you want to create a similar content missing warning column in a SharePoint document library.

Generally, to create a column in the out-of-box feature way in SharePoint Online, we can check on the option called 'Require that this column contains information'. Then, it will show a similar warning icon for listed items. However, it will prevent users from creating a new item via an error message that asks for filling the required column.

Hence, if your scenario needs to continuously add the new items/files into the library, then adding required-content column from the SharePoint side may not realize your demand. It is suggested to add the column inside the flow so that it can track the needed information and show the warning as you need.

Your understanding is highly appreciated and do feel free to post back if I made any misunderstanding for your scenario. Hope a nice day for you!!

Best Regards,

Mia