sharepoint library add document version as quick part so approved version is printed

Question

sharepoint library add document version as quick part so approved version is printed

Vlad Valentine 0

I have a document library with approvals (no check in/out due to users being unable to save from the app because they have checked it out themselves "feature").

We will be printing the documents as users do not have terminals to view while working.

For document control, we need the version number from the library to be printed on the document once approved to support version control.

I tried an automation to add a new version column based on create/edit file but it did not always keep in sync and cleared the 'required' selection field which i could not resolve. If automation is the solution, ideally it would only be on approval.

I did see somewhere that updating meta from an automation will skip changing the version, but I can't see the field populating in the file without then changing the status to draft or not being correct when openeing the file. Will it be correct on print or when someone views in browser/app without saving a draft of the change? Users should not be required to refrech fields for approved docs.

I am tempted to just revert ot fully manually populating the status and version fields for simplicity, but that will mean I cannot display the released version to some users and the draft to others. Which leads to having a released version and a temporary draft in another folder, which is also an inefficient and riskcentric.Please tell me someone has a simple, manageable and functional method to do this that provides solid version control without users needing any major skills to operate. Thanks

0 comments

2 answers

Your answer

Answer 1

Vlad Valentine 0

Hi Julie

Settings

Flow

I ditched the condition as I think it is unnecesary (initially an ai suggestion). As you can see the flow copies the version to the copy field, but it than triggers a version update so there is a mis-match. Also when you approve the doc, it triggers the flow, copies the revision and changes the file to draft status.

Either need a way to update the version copy field without updating the file version or if I can get the version straight into the file (documentation says this is depreciated though).

Julie Huynh 1,360 Reputation points Independent Advisor

2026-05-19T13:00:34.73+00:00
Dear @Vlad Valentine,

Thank you for the additional information.

From a quick review, it would really help if you could check how the version history behaves when the file is opened. Specifically: When a user opens the document, does that action itself cause a new version to be created or modify the version history in any way?

The reason I’m asking is that, based on your original description, the scenario seems to be:

A document starts at a version (for example, 1.1)

After approval, it increments to something like 1.2, which is the version you expect to print

I just want to confirm whether:

The version change is happening only during approval (as expected), or

If opening or interacting with the file afterward is also affecting the version number

This detail will help clarify whether the issue is related to the approval process itself or to how the document is being accessed afterward.

Thank you for your patience and understanding!
Julie Huynh 1,360 Reputation points Independent Advisor

2026-05-21T14:07:27.5433333+00:00

Dear @Vlad Valentine,

Good day! I hope everything is going well on your end.

It’s been a little while, so I just wanted to follow up and see how things are progressing with your concern. If you've run into any challenges or if there's anything further that I can help with, please don’t hesitate to let me know. Any updates you’re able to share would be greatly appreciated.

Thanks again for your time and attention! I look forward to hearing from you.
Julie Huynh 1,360 Reputation points Independent Advisor

2026-05-26T12:13:56+00:00

Dear @Vlad Valentine,

I hope things are going well on your end. As there hasn’t been any recent activity, I’ll move on to other posts for now. That said, if you’re still facing issues or have new questions, please don’t hesitate to tag me in a comment, I’ll be happy to help further.

Thank you very much for your understanding and kindness!
Vlad Valentine 0 Reputation points

2026-05-27T13:13:46.31+00:00

Dear @Julie Huynh

Sorry for the delay, I didn't see the comments, was only checking if there were new posts.

Version changes are on save - we are using major versions for approved docs and minor versions for draft iterations.
There is no change by opening the file without making any changes.

Thanks
Julie Huynh 1,360 Reputation points Independent Advisor

2026-05-27T15:11:33.9866667+00:00

Dear @Vlad Valentine,

Given the complexity of your scenario, I would recommend posting your question on the Power Automate Community forum.

Since there are many experienced experts and active contributors there, they might be able to suggest more tailored or proven approaches based on similar real‑world implementations.

Thank you for your kindness and understanding!
Vlad Valentine 0 Reputation points

2026-05-27T15:36:05.1+00:00

Hi @Julie Huynh

So you think the only solution is via power automate? The native functionality to put a revision into the file that is being depreciated has no other alternative solution?

Thanks
Julie Huynh 1,360 Reputation points Independent Advisor

2026-05-28T13:17:25.93+00:00
Dear @Vlad Valentine,

At this point, there isn’t a straightforward out-of-the-box solution for this type of requirement. Scenarios where versioning, approvals, and document content all need to stay aligned can be complex to achieve using standard functionality alone.

To ensure you get the most accurate and definitive guidance, I would kindly recommend raising a support ticket through the Microsoft 365 Admin Center. A Technical Support Engineer can:

Review your specific environment and configuration in detail

Confirm whether this behavior is expected or a known limitation

Check if there are any official alternatives, workarounds, or upcoming improvements

Escalate the case internally if deeper investigation is required

Please note that in community forums, we can provide general guidance, but we don’t have access to backend systems or the ability to validate service behavior directly. Raising a support request ensures your scenario is properly investigated with the right tools and expertise.

Your Microsoft 365 Global Admin can submit a service request via the Admin Center to engage Microsoft Support. For more details, you could refer to this article: Get support for Microsoft 365 for business

Thank you for your understanding!

Answer 2

Dear @Vlad Valentine,

Good day! Welcome to Microsoft Q&A forum!

Based on your description, I understand that you are using a SharePoint document library with approvals enabled and need a reliable way to display and print the approved document version. You’ve tried automation to sync version data but encountered issues with inconsistencies and required fields being cleared. You’re looking for a simple, manageable method to ensure the correct approved version number is automatically reflected in documents for printing, without requiring users to manually refresh fields or manage drafts.

At the moment, I’m not entirely clear on how everything is currently configured or where the version information is not behaving as expected. Would you mind providing a bit more detail on the following:

Are you currently using Quick Parts in Word to display a SharePoint column (such as a version field) inside the document?
Where should the version appear in the document: for example, in the header, footer, or main body?
What happens today after approval when:
- You open the document (in browser vs desktop app)?
- You print the document?

If possible, could you share a few screenshots of:

Your SharePoint library settings (versioning + columns)
The Word document showing the Quick Part or version field
Any Power Automate flow you’ve already tried

These will help me better understand how everything is currently configured and where the issue might be occurring.

Once I have a clearer picture, I’ll be able to assist further.

Thank you for your kindness and understanding!

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.

Share via

sharepoint library add document version as quick part so approved version is printed

2 answers

Your answer