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S_D_Andrews
Level: Powered On

Forms to SharePoint Workflow - Capturing data outside of the SharePoint list

Hi all

 

Scenario: I've built an approval workflow that begins with Forms.  Once a user has submitted a Forms form, the data is piped into a SharePoint list, where it awaits for an approval workflow to complete. This is all working as expected.   But.  I have a need to capture some information from the approving party without giving them access to the source SharePoint list.

 

Can anyone think of any suggestions on how to get around this?  I've considered a dynamic filter in a SharePoint view that'll show only the relevant list items to the person logged in but this is only a "smoke and mirrors" solution.  I'm not sure SharePoint permissions are granular enough for me to focus here.  Nor are there item level permission actions with OOB Flow.

 

If anyone has come across this scenario before, some pointers would be appreciated.
Best

Steve

 

4 REPLIES 4
SCTdan
Level 8

Re: Forms to SharePoint Workflow - Capturing data outside of the SharePoint list

What info do you need to capture from the approving party?

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Super User
Super User

Re: Forms to SharePoint Workflow - Capturing data outside of the SharePoint list

@S_D_Andrews 

The is likely no reason that the approver needs any access to the SharePoint list.  You can include all information from the list that the approver might need in the email/notification that goes to the approver.  It is not required for a link to the item be included in the approval email.

 

When the list is updated after the approval completes, the update is done via the connection used for the update item action - usually the individual who created the Flow.

 

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Scott
S_D_Andrews
Level: Powered On

Re: Forms to SharePoint Workflow - Capturing data outside of the SharePoint list

Some custom fields that are in the List.  The basic premise is that Forms is being used as an introductory form for submitting recognition forms for colleagues. 

 

The form via Flow pipes its feedback to a SharePoint list, then emails the appropriate manager.  What I need to address is the manager being able to submit some additional comments and a few choice fields.

S_D_Andrews
Level: Powered On

Re: Forms to SharePoint Workflow - Capturing data outside of the SharePoint list

@ScottShearer 

 

Thanks for the info, lets make sure I'm not misunderstanding.  The Approval action in Flow can't be customised with fields from a Custom SharePoint list I'm thinking.  Thus, how would the Approval form, beyond the Comments box, be able to update the list?

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