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Approval flow for publishing major version in Sharepoint online Document Library

Situation:

  • SharePoint online document library used for document management system (engineering firm), with Major/Minor Versions enabled, Check-In, Check-Out, and Content Approval
  • Want to create a Power Automate Approval Flow that triggers when someone tries to publish a Major Version of an existing document (ie. status of document changes to Pending from Draft)
  • This is standard functionality required of any document management system, and appears to be doable using legacy Sharepoint Workflows (SharePoint Designer based? sunsetted eventually?), but there doesn't appear to be a straighforward solution for this with Power Automate, which seems to only allow Approval Flows on a manual trigger, or when a new document is created.

 

Question:

  • Is there a straightforward Power Automate Flow template for automated approval of publishing/approving Major Versions in a SharePoint Online document library?
  • If not, is this coming?

 

 

4 REPLIES 4
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Super User III
Super User III

Re: Approval flow for publishing major version in Sharepoint online Document Library

Hi @o365_4ccsbizgro  unfortunally the answers are no and no.

But you can try developing by javascript someting in sharepoint.



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Super User II
Super User II

Re: Approval flow for publishing major version in Sharepoint online Document Library

Hi @o365_4ccsbizgro ,

 

You should add an extra steps to Approval Power Automate to check if the current version is Major or not, here is an example:

Version.png

 

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Helper IV
Helper IV

Re: Approval flow for publishing major version in Sharepoint online Document Library

Hello @DeepakS ,

 

Thank you for providing a screen shot on how to build the flow for documents with Minor or Major Versions

I've built the flow, but I don't get an email to approve when the document is published to a Major Version, it shows the condition input as False

This is my workflow:

Annotation 2020-09-10 110402.png

 

Expression = split(triggerBody()?['{VersionNumber}'],'.')[1]

 

Results:

1Annotation 2020-09-10 110402.png

 

Please can you help where I have gone wrong?

Thank you in advance,

Claire

 

 

 

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Helper IV
Helper IV

Re: Approval flow for publishing major version in Sharepoint online Document Library

Hello @DeepakS ,

 

I've managed to resolve my issue,

I changed the expression and used Dynamic content - version number ends with .0 and the flow runs successfully, I have tested this also using a minor version and the workflow did not issue the approval request.

Screenshot 2020-09-11 105639.png

 

@o365_4ccsbizgro , I am not sure if you found a way to send a workflow against a major version, I had the same query and I did mine this way. Hope this helps?

 

Kind regards

Claire

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