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rebornScholar86
Frequent Visitor

Grant SharePoint permissions to a document as part of a re-assigned approval

Hi all,

 

I am creating an approval workflow which uses SharePoint as its data store. We are not using Dataverse for this project. Due to requirements, we are having to write our own notification emails, rather than using the default Approval Center emails. We also have custom logic to allow for reminder emails to be sent out to the approval assignee until the approval (or rejection) has been completed. For this workflow, it is expected that an approver will review and digitally sign a document in the SharePoint document library, then return to the Approval Center to approve the request. We do not have access to DocuSign or Adobe Online to do this within the workflow. Additionally, within the workflow, we are using item level permissions in SharePoint to strip all permissions to the document and manually grant edit permissions to the approver just prior to generating the approval and sending out the custom email notification in order to prevent other users from viewing the document (personally sensitive data).

 

The issue has come up with regards to re-assigning the approval, namely that there is no way to know if an approval has been re-assigned, or to who it has been re-assigned, in order to grant that permission permissions to the document in the SharePoint document library so that they can digitally sign the document as part of the approval process. 

 

I looked into the input and output JSON from both the "Create an Approval" and "Wait for an Approval" actions and did not see a way to note that the approval action had been re-assigned until after the workflow cleared the "Wait for an Approval" action, and even then it would only be by comparing the original "Create an Approval" assignee to the "Wait for an Approval" responder. This does not help with granting permissions to the re-assigned person so that they can review and digitally sign the document prior to approving the action in the Approval Center.

 

With potential solutions including custom connectors and working with APIs, how might I go about detecting when an approver has delegated the approval to another individual, who was re-assigned the approval action, and be able to grant edit permissions to the document in the SharePoint document library to the new "owner" of the approval action?

1 ACCEPTED SOLUTION

Accepted Solutions
v-litu-msft
Community Support
Community Support

Hi @rebornScholar86,

 

I am afraid that there is no method to approach your requirement. As you said, when an approval request reassigned, the way to check if it has been reassigned is to compare the request submitter and responder.

But there is no way could to know when a request is reassigned before the request be responded.

Here is an idea about Approval request reassigned trigger submitted by another user, you could go to vote for it and raise it to make it could be possible in the future:

New Trigger/Condition - Flow Approval - Reassigned - Power Platform Community (microsoft.com)

 

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

View solution in original post

1 REPLY 1
v-litu-msft
Community Support
Community Support

Hi @rebornScholar86,

 

I am afraid that there is no method to approach your requirement. As you said, when an approval request reassigned, the way to check if it has been reassigned is to compare the request submitter and responder.

But there is no way could to know when a request is reassigned before the request be responded.

Here is an idea about Approval request reassigned trigger submitted by another user, you could go to vote for it and raise it to make it could be possible in the future:

New Trigger/Condition - Flow Approval - Reassigned - Power Platform Community (microsoft.com)

 

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

View solution in original post

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