Comparing SharePoint Rating Solutions: Tools, Costs, and ROI

Quick 30-Minute SharePoint Rating Solution (assumes SharePoint Online)

Overview (1 minute)

Add a simple star/like rating to documents or list items using built-in SharePoint features plus a short Power Automate flow and a SharePoint list column. This guide uses a “Ratings” column, Power Automate to store votes, and a calculated average field for display.

Prerequisites (one-time, 1–2 minutes)

• Site Owner permissions.
• SharePoint Online site and a target document library or list.
• Power Automate access.

Step-by-step (approximate times)

1. Create a Ratings list (5 minutes)

   • Create a new custom list named “Ratings”.
   • Columns:
     • Title (default) — optional, can store ItemID or Document Name.
     • ItemID (Number) — the ID of the rated item.
     • Score (Number) — rating value (e.g., 1–5).
     • RaterEmail (Single line) — optional, to avoid duplicates.

2. Add rating fields to target library/list (3 minutes)

   • Go to the target library settings → Add column → Number: “RatingCount”.
   • Add Number column: “RatingSum”.
   • Add Calculated column: “RatingAverage” with formula =IF([RatingCount]=0,0,ROUND([RatingSum]/[RatingCount],1))

3. Create a simple rating form (5–10 minutes) Option A — List/Library column editing:

   • Add a Choice column “QuickRating” (choices 1,2,3,4,5) to let users set a rating per item manually.
   • Shortcoming: can’t track multiple raters or averages without automation. Option B — Power Apps custom form (recommended for UX):
   • Open the list/library → Integrate → Power Apps → Customize forms.
   • Add 1–5 star buttons that submit a rating value to the Ratings list via Power Automate.
   • Publish form.

4. Power Automate flow to record ratings and update aggregates (8–12 minutes)

   • Trigger: When an HTTP request is received OR When an item is created in Ratings (if using direct Ratings list submissions).
   • Actions:
     • If triggered by HTTP, parse JSON body for ItemID, Score, RaterEmail.
     • (Optional) Check Ratings list for existing record by same RaterEmail and ItemID — delete or update to prevent duplicate votes.
     • Create item in Ratings list (if needed).
     • Get items from Ratings where ItemID = target ItemID, then calculate:
       • RatingCount = length(body(‘Get_items’))
       • RatingSum = sum of Score values
     • Update target item in original library/list: set RatingCount, RatingSum, RatingAverage (or rely on calculated column).
   • Save and test by submitting a sample rating.

5. Display and UX polish (3–5 minutes)

   • Add “RatingAverage” column to default view.
   • Use column formatting (JSON) to render stars based on RatingAverage (search for “star rating column formatting” snippets).
   • If using Power Apps, show dynamic stars and a “Thanks” toast after submit.

6. Test and roll out (2 minutes)

   • Submit 3–5 ratings from different accounts.
   • Confirm counts, sums, and average update correctly.
   • Share with users and add brief usage instructions.

Notes & limitations

• This is a lightweight solution for small teams. For large-scale or enterprise needs, consider third-party SharePoint rating solutions or SPFx web parts.
• Preventing duplicate votes requires capturing user identity (RaterEmail) — ensure this aligns with your privacy policy.
• Built-in SharePoint “Rating settings” exist but are deprecated/not ideal for custom UX and analytics.

Quick checklist

• Ratings list created
• RatingCount, RatingSum, RatingAverage columns added
• Power Automate flow deployed and tested
• Star display formatting or Power Apps form published

If you want, I can generate the Power Automate flow JSON or the column formatting JSON for star display.