cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
a2white
Regular Visitor

Complex approval workflow - Trigger condition help (I believe)

I'm a Document Control Administrator and the company I work for recently transitioned our Document Management System to SharePoint with Power Automate. I am learning from scratch with both applications. I've been utilizing Microsoft documentations, Youtube, online courses, and Reddit. So far I've been able to create a basic flow but it doesn't give us what is needed. 
Requirements:
A) Every document requires 2 approvals before publication. First is for content by the departments and second is by me for the ISO format. 

i) Second approval for ISO format requires I edit every document for the footer as the date must match publication

B) Require for content approval for submitted items is turned on.

C) Require documents to be checked out before they can be edited is also turned on.

 

Issues:
1) The workflow will unnecessarily retrigger two additional times.

First = Upon me editing the document for the date as like the user I must check out and check in

Second = Upon me approving/publishing the document within the SharePoint site

 

I am guessing I need to create 2 more trigger conditions but that is above my knowledge level at this time. I'm hoping someone here can help. Or even if there's a different approach my novice self has not thought about. I included screenshots of the current flow I created, hoping it help explain. 

 

Current trigger condition (only trigger when document is "checked in")Current trigger condition (only trigger when document is "checked in")Doc Control Workflow 1.pngDoc Control Workflow 2.pngVersionion settings on the SharePoint SiteVersionion settings on the SharePoint Site

10 REPLIES 10
J_Porter
Helper I
Helper I

It looks like your Flow will begin a new run during the existing run because you are using the When a file is created or modified. We can't use information from later in the form or results from other flow runs.
It may be practical to Use the "When a file is created in a folder" trigger instead:

Then add an "Initialize variable" action. Here we want to call it 'File ID' set it as a String value and give it a simple value like 'needs value from flow' (this can assist with troubleshooting issues).

Once this is done, before the step designed to run after the file is edited add a "Do Until" action.

In the "Do Until" add another "Do Until".
Inside the second "Do Until" add the trigger "When a file is created or modified in a folder" and set up the values to the folder as you had already currently set in your current flow trigger.
Then after this trigger, still inside the second "Do Until" add the action "Set Variable" and select the 'File ID' from the list and make the value the 'x-ms-file-id' output from the "When a file is created or modified in a folder" trigger.

From here we need to set up the "Do Until" actions on the Second one (inner layer) we want to set the first value as 'x-ms-file-id' (from the "When a file is created or modified in a folder" trigger) and then set 'is equal to' 'x-ms-file-id' (from "When a file is created in a folder" trigger); what this means is that the flow will continue to repeat these actions until the original flow run trigger is the same file as the later trigger when modified.

In the first "Do Until" set is as:
'File ID' (from "Set Variable") is equal to 'x-ms-file-id' (from "When a file is created in a folder" trigger)

2021-02-17 10_20_08-Edit your flow _ Power Automate and 12 more pages - Work - Microsoft​ Edge.png2021-02-17 10_20_16-Edit your flow _ Power Automate and 12 more pages - Work - Microsoft​ Edge.png



Here is an example of the first two items:
The trigger followed by the initialize variable.







This is what the two do until sections should look like inside your flow.






























Feel free to ask questions I'll help where I can.

Sorry, I forgot to mention.
When setting the "Do Until" actions, make sure you modify the default action limits.
Select "Change Limits" and enter a number of times this can be looped 'Count' (default 60) and/or make sure to increase the timeout value (default PT1H) this can be set up to 30 days, i do this in hours as PT720H.

J_Porter_0-1613518777512.png


If this isn't changed on both do until actions they will expire at 1 hour from starting.


Edit: sometimes when setting "Do until" rules the second value isn't addable the text box is greyed out, I resolve this by expanding and minimising the actions in the flow until when the "do Until" is expanded it is no longer greyed out.

I do not completely understand what I'm creating therefore just followed what you suggested, but ran into an error upon testing. The only exception to what you suggested above was adding in the approval action after the Do Until conditions. I've attached screenshots below.

Error messageError message

 

Added the approval step.pngBeginning of new workflow.pngDo until sections.png

The file content cant be put into the body of the Approval details.
If you show advanced options you should be able to select the file as an attachment, do this instead of having "File Content" in the text area of the approval action:

J_Porter_0-1613596976672.png

 

I removed the file content from the body of the approval action and now the flow is timing out. It appears to be stuck within the "do until" sections. I waited 11mins and it never triggered the approval. 

 

a2white_0-1613673983235.pnga2white_1-1613674009688.png

a2white_2-1613674025688.png

 

Heads up; I am creating a new post for the other approval workflow as well.

 

 

can you show me what the "x-ms-file-id" in the do until 1 action is? It should be the main flow trigger.
also the 'limits' on both do until actions, they may be timing out or over counting.

I had thought there may be a chance that the x-ms-file-id isn't in the same format as the variable we set (string). to fix that we can use a compose action between the second trigger and the set variable, but after checking quickly that wasn't the case:

J_Porter_0-1613687912214.png


@a2white Would you be able to show the failed flow run? just to see what's causing the issue.
Mentioning a timeout makes me think it is the limits, but it would have timed out in an hour not 11 minutes..
So some troubleshooting is needed.




I tried it again this morning and it's working. However, it doesn't trigger when a document is edited and I haven't added the remaining pieces such as 2nd approval, change content status to approved. Which these cause the trigger to refire multiple times. 

 

How would I eliminate the trigger refiring? 

I'm going to add in the additional pieces and test again.

J_Porter
Helper I
Helper I

If your flow is set to run on "created or modified" it will run on each separate change made to a file.
So your change content status to approved may do this, also so may changes made to any other file in the scope of the trigger.
If your trigger is the when file is created in folder it should only trigger if a new file is added to the folder.

If you need it to pick up files getting edited but not the ones that have already bee added I have an idea.
You can make a separate flow that will trigger on created or modified for a different folder where the files would reside, then in the flow have it move the file to the folder that triggers when file is added/created which begins this flow.
Then edits made to files already being processed by this flow will be ignored until the mark-up and approvals.
Once this process is done you can move the file out of the folder, as long as it doesn't go back into that first folder that runs the workflow it should be fine.

[Edit:
It may be possible to control reruns using a control condition against the Content Approval Status:

J_Porter_0-1613961348895.png

By Adding this directly after your first trigger, and then making sure the "Set content approval status " (not the one shown here) action changes the status from Submit to something else at the end of the flow.
This will mean all those double up retriggers mid process will go to the terminate action which I've set to cancelled. This method should work with your original flow.

You may need to enable content approval for the list if you're using a list.
This can be done as follows:

J_Porter_1-1613962383978.png

 

J_Porter_2-1613962475409.png

 

J_Porter_3-1613962559659.png

 

You may already have this turned on, but I think it's still good to add it here.]



Let me know what you think.

Hi J, 

 

Apologies for the response delay as I had to focus on other projects at work for a little bit. The multiple folder option is possible with the Doc Control setup, but the terminate suggestion worked for approvals!! Thank you 🙂
I added in an additional terminate condition for when the document is rejected, however it's still re-triggering. I added it as another row with "or" and value being "Rejected."  What am I missing? 

a2white_1-1614268537393.png

a2white_2-1614268612354.png

 

 

I think it's retriggering on the "Set content approval status" as that will fill the condition of "created or Modified" from your trigger. If you have the file move to a different folder than the one specified in the trigger as the first action it will stop refiring, like it's gone to a 'processing' folder then perhaps have it move to an 'outbox' folder after the last approval step. you just need to make sure you amend the 'get file metadata' action and relevant links to reflect the folder the file has been moved to.
So it should look something like this:

J_Porter_0-1614292375797.png

 


Let me know if this helps.

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (5,785)