cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
hyperbob0811
Helper III
Helper III

Flow error to update file properties after an approval operation

I have a flow, which works perfectly, except for the last action - update file properties.  I get the following error

 

The file " File name here.pdf" is not checked out. You must first check out this document before making changes.
clientRequestId: d3dfc5c8-6374-4779-9937-d42e7ff61fc4
serviceRequestId: d3dfc5c8-6374-4779-9937-d42e7ff61fc4

 

Now the crux of this is that the workflow will NOT run if I do not check the document in..... so how is this meant to work?.  I need to be able to update the file properties after its been approved, with the approval comments And the completion date, as well as another field for its status, which I will use in another workflow condition.

 

Here is my flow.

 

doc appvl workflow.png

13 REPLIES 13
Hardesh15
Super User
Super User

@hyperbob0811 

 

From your flow configuration, it will run infinite times. And what kind of property you are trying to modify?

 

Thanks

Hardesh

I am trying to add in the approval comments and the completed date into specific library columns, as well as a workflow limiter column, which will mean for each document the process will run only once - but as I said the file properties will not be updated because the file is checked in....  but the workflow won't run until the file is .... checked in.

@hyperbob0811 

 

are you manually doing check i check out? Can you use Check in file/Check out file action and try.

Thanks

Hardesh

Yes I am manually checking the document in, in order for the file to start the process of being sent for approval.  I am not aware it can be done any other way, as I need the metadata which can now only be added after you've brought the document into the library.

 

how can I automate that check-in.

 

I have revision enabled as I want to control the revision and display the revision of the document in the library also.

@ hardesh15

 

Yes I am manually checking the document in, in order for the file to start the approval process.

 

But I also need the document to be revision controlled, so If I add an automatic check-out and check-in operation, with an Update file properties operation in between the check in and check out action, will this not increase my documents revision number again?

@hyperbob0811 

 

No matter what process you are following if anything is modifying in List/Library line item. it will create new entry in version history.

 

Thanks

Hardesh

so let me understand this - microsoft have created a document control option which up revs a document record every time any change is made to the metadata, which in effect removes the actual document control, because its then the record which is controlled and NOT the document!

 

Therefore how can you ever record the actual workflow history in the document?

 

Surely this cannot be right.

 

 

 

 

@hyperbob0811 

 

When you edit document for example excel from document library in that case your version will be created without any comment. But when you do check in check out your version history will show you your published comment. Metadata associated with file will always be modified either you modify file or any column.

Hardesh15_0-1602513133087.png

 

Comment "modify by flow" i put through flow check out and Check in  while blank comment i manually edited that file.

 

Thanks

Hardesh

 

@Hardesh15 I still do not quite understand.

 

I have to check a file in to allow the approval process to start - is this right, because so far this seems to be the case.  BUT

To update the metadata fields associated with the file, it also must be checked out - is this right - because so far it seems to be the case.

 

If both are right, then the actual document version, and therefore the REVISION of the record will change - this is not document control it is record control.  Surely a workflow can update a document file properties metatdata column, without the full revision changing?

I'm in the same boat and it's mind boggling.  My flow job is running but it will not update the approver's name field because the file is not checked out.  Did you ever find a solution?

Nope, the whole thing is a total joke, and I ended up using 2 lists, one with the live actionable stuff, and one where the users can view the "approved" documents - so I added a create item and an update item action in a flow which has given me waay more flexibility that the out of the box library nonsense

Thanks.  My work around was to capture the Summary of the Approval process and input it into the Comments of the "Set content approval status"  it puts in there the approver's name, status, date.  Which is good enough for me.  

This solution is so elegant - you should do a write-up on this process as it was incredibly difficult to find this while searching for how to capture approver name in file properties when a document is checked out.  I used it to capture approver name, approval date, and any comments left by the approver.

Screenshot 2021-11-11 113057.png

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (2,384)