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imran7799
Advocate I
Advocate I

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

8 REPLIES 8
Paulie78
Super User
Super User

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!!!

FabvE
Helper I
Helper I

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?

PritishT
Helper I
Helper I

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

PritishT_0-1707719292630.png

 

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