cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

Power Automate Handling - Document is locked for shared use by user

Hi All,

 

I have created a simple approval workflow that updates the Document's status column as it goes through the different stages (pending, approved or rejected) of approval. 

Occasionally, the workflow fails (while updating the status - pending in this example) with an error saying the documents is locked for shared use by a user. I understand this may happen if the user kept the document still open or did not close it properly.

 

My question is what is the best way to handle such scenarios. Can anyone with similar experience share your ideas please ?

 

workflow error.png

1 ACCEPTED SOLUTION

Accepted Solutions

@Paulie78 : Thanks for your response.

I also found this article which talks about this issue

https://sharepains.com/2019/09/26/file-locks-sharepoint-power-automate/

Basically he suggests to send HTTP Request to check if the file is locked or not and if locked, wait until it gets unlocked.

 

The API suggest in this article has been deprecated. The new API is this
/_api/Web/GetFileByServerRelativePath(decodedurl='Site relative URL of the document')/LockedByUser

View solution in original post

9 REPLIES 9

Like this...

https://ibb.co/1ZTgLV2 (Image link because I find the viewer on here so annoying!

Wait-Until-File-Is-Not-Locked.png

Code on the if expression is:

if(equals(outputs('Update_file_properties')?['body']?['status'],400), true, false)

Basically it checks if the error response was 400, which is what it gives when the file is locked for editing and waits for it to become available.

 

I just tried it out and it resumed after the file was closed.

 

Let me know how you get on.

 

If I answered your question Accept it as a solution ✔️ 

If I helped you out, please give me some Kudos 👍

Thanks 😙

 

Slight update, change the last step to look like this:

Wait-Until-File-Is-Not-Locked-Delay.png

This will change the delay to only 1 second if the file is not locked and make it 90 seconds if it is.

@Paulie78 : Thanks for your response.

I also found this article which talks about this issue

https://sharepains.com/2019/09/26/file-locks-sharepoint-power-automate/

Basically he suggests to send HTTP Request to check if the file is locked or not and if locked, wait until it gets unlocked.

 

The API suggest in this article has been deprecated. The new API is this
/_api/Web/GetFileByServerRelativePath(decodedurl='Site relative URL of the document')/LockedByUser

No worries, that is useful to know. Glad you sorted it.

I made a community account on here purely so I could thank you for this solution.  You're amazing, thank you so much!!!

I have the same problem with a locked file.

My problem is that the file is updated via Power Automate at 5 AM. When I try to rerun the flow at noon the file is still locked. Only the Flow 24h later is able to update the file.

 

Is there a way to unlock the file instead of waiting?

CURIOUSUSER
Frequent Visitor

I am also interested in learning how to force the file to be unlocked so the move can happen more quickly. I have a flow that is moving a file between folders to keep it organized while the flow is processing, but it is taking 6+ minutes each time the file needs to be moved which is inefficient.


Any ideas?

I too am facing the same issue while moving the file to different folder after processing. Any updates

PritishT_0-1707719292630.png

 

not sure if this will help any specific case, but i was able to mostly resolve my issue by adding a check out file action before editing actions and then a check in afterwards.  seems to help a lot, and i haven't had any locked issues in my case after i made that revision.

 

hope this helps someone with a similar battle.

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Summer of Solutions | Week 3 Results | Win free tickets to the Power Platform Conference

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**   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.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       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. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (4,178)