Multiline Text Field - Consolidate Appended Versions
The following explains how to use a Multiple line text field and a SharePoint Designer Workflow to store all historic entries, when the field is configured to append to previous entries. The scenario where this was required was a workflow that emailed details entered into a multiple line text field of a list item, that was configured to append new entries. The issue was that when including the contents of the multiple line text field in the workflow email, only the value from the most recent version of the item would be included, when I needed the full history of input to be emailed after each change.
The solution I used was to create a separate hidden multiple line text field, that was updated using another workflow each time the item was edited to include the new value entered into the original appended text field. The workflow stored the details of the user and the time of the edit, then the contents of the original multiple line text field from the most recent version of the list item in the hidden field, by appending to existing entries.
Now, when an item is edited, the original appended text field can be used normally, and the hidden text field will contain the full history and not only the value from the most recent version. The original workflow was then updated to use the value from the hidden text field when sending the email, so the full history of changes are sent each time.
For more information, see Multiline Text Field - Consolidate Appended Versions
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