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How to have Teams group submit final files within the group

JenniferK 20 Reputation points
2025-10-01T19:33:20.4233333+00:00

I have a group that works within folders in a Teams channel on a project. At the end, they need to submit final files. There needs to be something in place so that I know the files are no longer being edited (either the files are submitted or the files in the folder are frozen, or they are placed in a final folder that is not editable).

It would be great if there was a verification part where three criteria are checked off when the files are deemed final. The goal is to stay within Teams and not have duplicate files. Forms ask for file upload and we don't want individuals uploading from their computer, it should be the files in the folders already on Teams.

I've played around with Power Automate but haven't figured out anything that will work. Going in at the deadline and changing permissions is not an option as each folder has many individuals and they would all need to be changed individually. Also, we need the users to verify that the files are indeed done and finalized. Thank you!

Microsoft Teams | Microsoft Teams for business | Files | Other
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  1. Hendrix-C 8,165 Reputation points Microsoft External Staff Moderator
    2025-10-01T21:43:19.79+00:00

    Hi @JenniferK, 

    Thank you for posting your question in the Microsoft Q&A forum. 

    According to your request, since you want to stay within Teams and automate the verification process, we suggest you can consider using Microsoft Lists combined with Power Automate. You can try using these steps: 

    Step 1: Create a Microsoft List for finalization 

    You will use this list as the submission form and verification tracker. The columns will include 

    • Project name 
    • Link to working folder for users to paste URL 
    • File finalized confirmation with Yes/No column  
    • Criteria 1 check-off with Yes/No column
    • Criteria 2 check-off with Yes/No column
    • Criteria 3 check-off with Yes/No column 
    • Status with choices like draft, submitted for review, finalized. 

    Then you will embed this list in the Teams channel so everyone else can access it. 

    Step 2: Use power automate flow 

    After the verification steps via List, you will use Power Automate to create flow to move file to your preferred folder and set it to Read-only. In this situation, I recommend posting your scenario in the Microsoft Power Platform Community Forum Thread. This forum is dedicated to Power Automate and is actively monitored by experienced users, Microsoft partners, and engineers who can provide detailed guidance and share best practices.   

    User's image

    Apologies for redirecting you to a different community as the category you initially posted in primarily focuses on Microsoft 365-related topics, and may not have the depth of expertise needed for Power Automate-specific questions.  

    I hope this information is helpful. If you have any questions, please feel free to reach out.  

    Thank you for your patience and your understanding. 

    I'm looking forward to your reply.

    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. 

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