cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Mycrosoft
Helper I
Helper I

RE: Creating a multi-step approval for documents, then convert approved documents into PDFs

Hi there,

 

I'm a brand new user to Power Automate / Flow and have been using it to experiment creating different basic flows over the past week.

 

I've managed to create a multi-step approval flow that calls on 2 approvers to approve a document that resides in a "Draft" folder. Both must approve before the document is then automatically moved to an "Approved" folder. I create a separate flow that automatically converts documents into a PDF in a specified folder. 

 

What I want to do is somehow combine the 2 flows together so that once a document is approved by both users and automatically moved to the designated folder (Approved), it is then automatically converted into a PDF immediately in that folder, all in one step. 

 

I tried recreating the document-to-PDF conversion flow within the multi-step approval flow with no success. I'm still trying to understand how Power Automate works and learn what the different actions and triggers mean. So I don't know if I'm missing anything, or if combining the two flows together is simply not possible. Any help for this noob would be much appreciated!

 

Eddie

 

Doc-to-PDF FlowDoc-to-PDF Flow

 

Multi-Step Approval (with Doc-to-PDF) FlowMulti-Step Approval (with Doc-to-PDF) Flow

2 ACCEPTED SOLUTIONS

Accepted Solutions

Hello @Mycrosoft ,

when you hover on the dynamic content, does it have the correct outputs(...)? It should be always the previous action.

image.png



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

View solution in original post

Hello @Mycrosoft ,

the content approval must always follow the same order of statuses: Draft -> Pending (in PA I think it's called Submit) -> Approved/Rejected.

Draft can be switched only to Pending, and only Pending can be switched to Approved/Rejected.

Keep in mind that every update in the item/document will change the status back to Draft, therefore, if you're updating the item/document, you'll need 2 actions to 'Set content approval status', one to change it from Draft into Pending and another one to change it from Pending to Approved.

 



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

View solution in original post

10 REPLIES 10
tom_riha
Super User
Super User

Hello @Mycrosoft ,

on the first look your flow looks fine, what problem does it have?

The only issue I can now imagine is that in the 'Get file properties 2' you must use output of the 'Move file' action, not from the trigger. The file is moved at that moment so it's not in the original location under the original ID.



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Thanks for replying, @tom_riha. After a file is approved, it automatically moves from the 'Draft' folder to the 'Approved' folder without any issues. Once it is in the 'Approved' folder, however, nothing happens. The document doesn't automatically convert to a PDF. To your point of using the output of the 'Move file' action instead of the original location, what would be the appropriate dynamic content action to use? Below is what I have at the moment. I've tried a few different options in the 'Get file properties' and 'Get file content' with no success. The answer is probably obvious but somehow it's eluded me! 

 

Multi-step approvalMulti-step approval

It doesn't return any error? All the actions have green checkbox, but nothing happens?



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

@tom_riha , there is an error in the Condition (action failed) as a result of an error under the 'Get file content' action. I tried different actions in "Get file content' but nothing seems to work. I don't know why I didn't post the error earlier! Here is the screenshot:

 

ErrorError

@Mycrosoft I'd check the dynamic content you use in the actions, you can hover on it to see which action outputs it is. In 'Get file properties' it should be the 'ItemId' from 'Move file' (as the description says "...used to Get or Update file properties...").

image.png

In 'Get file content' it should be 'Identifier' from the 'Get file properties' above it (in your case 'Get file properties 2').

image.png



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Thanks for the input, @tom_riha. It just so happens that, after sending the original screenshot of the flow, among the different action combinations I tried next were ItemId and Identifier under Get file properties and Get file content, respectively, and it didn't work. Am I missing some extra action after the file is moved from one folder to another? 

Hello @Mycrosoft ,

when you hover on the dynamic content, does it have the correct outputs(...)? It should be always the previous action.

image.png



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

@tom_riha that did the trick! I hovered over each action's dynamic content to check the outputs and found a few that were pointing to the wrong action (i.e., the earlier action and not the immediately previous one, such as Get file properties when it should have been Get file properties 2). I don't know why I never looked closer into the outputs. It's so obvious now, LOL. Clearly I have a lot to learn! Maybe it's time I check out your blog for Power Automate solutions for rookies like me. Thanks again!! 🤗

@tom_riha , Hi Tom (or anyone out there). So after being able to convert a document to a PDF that's been moved from one folder to another as per the flow shown in my previous posts above, I'd like to set the flow where it automatically changes the Approval Status column from "Draft" or "Pending" to "Approved". I've been playing around with the "Set Content Approval Status" action and created a separate flow that can do this (see attached image). However, I'm not sure how to integrate it into my existing flow. I've watched a few video tutorials for help and so far nothing's come up. Any pointers would be greatly appreciated. Thanks!

 

Changing Approval Status columnChanging Approval Status column

Hello @Mycrosoft ,

the content approval must always follow the same order of statuses: Draft -> Pending (in PA I think it's called Submit) -> Approved/Rejected.

Draft can be switched only to Pending, and only Pending can be switched to Approved/Rejected.

Keep in mind that every update in the item/document will change the status back to Draft, therefore, if you're updating the item/document, you'll need 2 actions to 'Set content approval status', one to change it from Draft into Pending and another one to change it from Pending to Approved.

 



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (3,671)