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Martin_MC
Helper II
Helper II

Approver Needs to Add Attachment to Item They Are Approving

Hi there. I'm just looking for some advise / suggestions.


I have an approval flow which is triggered by 'Sharepoint - When an Item is Created or Modified' and basically, it has a switch condition and goes down different paths depending on the 'Status', with each status being different stages of approval. EG:


Pending Authorisor Approval
Pending Business Systems Approval
Pending Technical Specialist Approval

etc


And at after each stage of approval (of 'Start and Wait' type) it updates the original sharepoint item with a new status, IE the next stage of approval. And so in that regard it's quite a simple flow; just go down a switch path, get approval from someone, update the item, flow triggers again, goes down a different path, approval, update, rinse, repeat.


However, 1 of the 7-stage approvals - somewhere in the middle - is a little different in that they need to upload a proposal document to the particular SharePoint item before approving their stage, and I'm not 100% sure on the best way of doing this, specifically with the trigger being 'When Item is Created or Modified'. Asking them to "Go to the SharePoint list and attach the document before approving" has me thinking it'll behave strangely and kick off a new flow. And I'm wondering if there is a simple and easy way of handling this. It would be nice if attachments could be added to approval emails somehow but I don't think they can.


Any thoughts or suggestions welcome.


(the flow is very wide but here is a snapshot just for reference purposes)

Martin_MC_0-1619193707862.png

 

1 ACCEPTED SOLUTION

Accepted Solutions
Martin_MC
Helper II
Helper II

In the interest of following up here and closing it off - in case anyone has a similar thought down the road - I implemented a workaround for this issue by way of the following:

 

  • I added a new 'Choice' column field to the list called 'Proposal Ready' with the options being YES or NO.
  • I added a new Status called 'Notify Technical Specialist' and associated switch condition / path within the flow.
  • I put a condition at the top of my flow which terminates the flow if Status = Pending Technical Specialist Proposal AND Proposal Ready = NO.

 

Meaning when it gets to the part of the process where the document is needed, the flow goes down the 'Notify Technical Specialist' switch path in order to email the person who is to create the document, it also updates the status to 'Pending Technical Specialist Proposal'.

 

The technical specialist can now attach as many documents as he wants to the SharePoint item, and the flow will always terminate any new flow instance UNTIL the technical specialist marks the proposal as ready. At which point it passes through the termination, and goes to the original switch path for approval / update / moving on.

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3 REPLIES 3
alrez
Community Support
Community Support

Hi,

 

Whenever you make any adjustments to the Sharepoint list item it will always trigger the flow again. Even if you do it in the middle of the same flow. Due to this any changes you make to it will make your flow run again. Unfortunately the approval action isn't built in any way to handle attachments in the middle of its run so even if the file was added at the end manually it would still cause the flow to trigger again.

 

At this point its impossible to upload the file and update the status of the flow at the exact same time to make the same flow trigger again. The only way I can think of would be to make all of the steps run in sequence and just trust that the approver uploads the document shortly before or after they do the approval manually.

 

Regards,

 

Alex

 

-------

 

Community Support Team _ Alex Rezac
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hi, and thanks for the reply.


I guess what I'm seeking here then is some ideas on workarounds and alternate methods of allowing someone to upload / attach a document amid a multi stage approval process. I'm currently thinking along the lines of:

Creating a new Status / stage meant only for the document upload which will happen between two of the approval steps.

or

 

Maybe have a filedrop folder where the person puts the document and flow goes there and picks it up itself.

 

or

 

Some other way. There are probably a million and one ways to do it, I just haven't thought of the ideal method yet.

I will try some things today, see if I get anywhere.

Martin_MC
Helper II
Helper II

In the interest of following up here and closing it off - in case anyone has a similar thought down the road - I implemented a workaround for this issue by way of the following:

 

  • I added a new 'Choice' column field to the list called 'Proposal Ready' with the options being YES or NO.
  • I added a new Status called 'Notify Technical Specialist' and associated switch condition / path within the flow.
  • I put a condition at the top of my flow which terminates the flow if Status = Pending Technical Specialist Proposal AND Proposal Ready = NO.

 

Meaning when it gets to the part of the process where the document is needed, the flow goes down the 'Notify Technical Specialist' switch path in order to email the person who is to create the document, it also updates the status to 'Pending Technical Specialist Proposal'.

 

The technical specialist can now attach as many documents as he wants to the SharePoint item, and the flow will always terminate any new flow instance UNTIL the technical specialist marks the proposal as ready. At which point it passes through the termination, and goes to the original switch path for approval / update / moving on.

View solution in original post

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