Microsoft introduced long-awaited templates for SharePoint libraries. It’s available for everyone so you can use it to jump-start the creation process. Is it good? What’s inside? What’s missing? Let’s check it out!
Templates for SharePoint libraries are there, finally! Simply, you can create a library using a predefined selection. This is the first iteration of the feature so do not expect multiple templates or deep customizations.
There are 3 templates right now:
- Media library – designed to store media files. The template contains columns to store metadata about files, a board view to track progress, a gallery view, and a Flow to remind the assigned project lead.
- Invoices – designed to store invoices. The template contains columns to store metadata about invoices, a calendar view based on due dates, and a Flow to remind the payment contact 3 days before the deadline.
- Learning – designed for lesson plans. The template columns store metadata, a board view, and a gallery view.
All templates have preconfigured views with colors, choice pills, images, etc.
Create from a template
Let’s use one and create a library!
1. Start creating a new library as usual (from the Home site or from the Site content). You will see 3 templates on the creation screen – choose the one you want to try. In this example, I will use Invoices.
2. Enter a name for your library and select Create
3. If a template contains a flow inside you will get an additional message about it. You can deploy the flow right after the library is created or postpone the process and work with the library itself. I want to test it right now, so I selected Next.
4. The Flow will be ready within a minute but there is no clear indication on the screen. You can check it manually in the Power Automate portal or wait for an email message. I played with it a couple of times, and it was done within 20-30 seconds.
5. You can now close the window and start working with the new library. You can add invoices with metadata and explore other predefined features such as views or formatting options.
My SharePoint library was created with a Flow assigned to it. Where is it and what can I do with it?
1. To check the Flow please open the Power Automate portal (https://make.powerautomate.com/) and navigate to My Flows. In this example, the Flow is named Due date reminder. It’s created in the default environment on my personal account. If you want to move it to a different environment or a different account you must do that manually.
2. To check what’s inside open the Flow and edit it. The one attached to the invoice template sends a reminder days before an invoice becomes due. You can modify the Flow and adjust it to your needs.
Templates for SharePoint libraries are a nice addition to existing features. You can use those templates to quickly create libraries, modify them, and start working. They contain many metadata columns, nice views with formatting, and Flows created in Power Automate.
There is one big missing here – you can’t create your template! Without it, templates are just a fancy gadget that can help you in certain situations (demos or tests). Production use cases are limited to simple invoicing processes or media storage (Media template is the best one for me – it’s universal and can be used out-of-the-box). I bet that the creating templates feature will come pretty soon (Lists templates have this feature 😉).