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AshesAsks
Regular Visitor

Need help building a simple document acknowledgement flow

Dear Community,

 

This is my first post, so be nice ūüėä

 

I am struggling with what is probably a simple flow, but, I have no idea on how to set it up in Sharepoint, detailed instructions would be appreciated.

 

We use Office365 and Sharepoint 365

 

I am trying to build a system whereby our staff (all on AD) are presented (via email) with links to documents placed on sharepoint, they then need to click on a button in the notification email acknowledging that they have read and understood the document.

 

Ideally, once a document is ready and submitted to the relevant share point folder, the person submitting the document is prompted to specify the users (or users groups) that it is sent to.

 

I would like the system to keep track of what document was read, by whom, and when.

 

Sounds simple, but I am no programmer not do I have any sharepoint experience.

 

Thanks in advance!!

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-lin-msft
Post Prodigy
Post Prodigy

Hi @AshesAsks,

Based on your requirements I have a workaround for your scenario, you can refer to it and create your flow:

Step1: Create a list in your share named ADUserReadList or other you like, to store the data of user read document.Annotation 2019-06-27 130201.png

Step2: Create a flow triggered when a file is created or modified in a SharePoint folder.

Step3: Create an action named Create sharing link for a file or folder to convert the file just upload into a link can be shared with your member of the organization.

Step4: Get group members of AD by adding the Azure AD connector, and please input the correct Group ID.

Annotation 2019-06-27 125902.png

Step5: Add action Start and wait for an approval (V2) and Create a button "Read and understood the document". Besides, you need to put the Sharing link and Group Member Mail in the corresponding position.

Step6: Create item if a user click the button in the precious SharePoint list.

Annotation 2019-06-27 125934.png

Please have a try, hopes it can help you.

 

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

Hi @AshesAsks,

Annotation 2019-06-28 094250.png

Please have a try, hopes it can help you.

 

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

8 REPLIES 8
v-lin-msft
Post Prodigy
Post Prodigy

Hi @AshesAsks,

Based on your requirements I have a workaround for your scenario, you can refer to it and create your flow:

Step1: Create a list in your share named ADUserReadList or other you like, to store the data of user read document.Annotation 2019-06-27 130201.png

Step2: Create a flow triggered when a file is created or modified in a SharePoint folder.

Step3: Create an action named Create sharing link for a file or folder to convert the file just upload into a link can be shared with your member of the organization.

Step4: Get group members of AD by adding the Azure AD connector, and please input the correct Group ID.

Annotation 2019-06-27 125902.png

Step5: Add action Start and wait for an approval (V2) and Create a button "Read and understood the document". Besides, you need to put the Sharing link and Group Member Mail in the corresponding position.

Step6: Create item if a user click the button in the precious SharePoint list.

Annotation 2019-06-27 125934.png

Please have a try, hopes it can help you.

 

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.

 

AshesAsks
Regular Visitor

Hi Lin Tu,

 

can you please provide screenshots of what this would look like.

 

Thanks so much.

Hi @AshesAsks,

Annotation 2019-06-28 094250.png

Please have a try, hopes it can help you.

 

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.

Hi mate, this instructions are great, very easy to read, thank you.

 

Question i have is regarding the receiving of the email. I have found that the email gets delivered to the first person in the group and that user needs to respond before the next person receives it. Is there a way to send this to all users at the same time, and not be reliant on the first person in the group to accept it?.

 

Im using sharepoint online if it makes any difference.

Hi @matthewF - did you ever get this to work in parallel please as I'm trying to achieve exactly the same thing.  Hope you did and thanks in advance.

Hi @matthewcarter and @OzOscroft ,

Have you guys been able to achieve it? I am also looking to achieve the same. Any work around will be much appreciated

matthewcarter
Frequent Visitor

only thing holding me back pushing this into production is the email sending. would love to know if someone has achieved it.

koushik_sharma
New Member

Instead of using the Azure ID, I have used it to pull the members from Teams Group and I can send Emails. I am struck by the second part wherein creating the file/List in the SharePoint folder. I am also facing the issue of sending email alerts to multiple people at the same time instead of following an order. 

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