cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
bvol
Frequent Visitor

SharePoint Approval with Create or Modify as trigger

I am trying to setup a new flow to set SharePoint Content Approval status, that is triggered by a file creation or the modification of the file that is in a Document Library with major versioning enabled. So far the flow is going like this: 1. Document is created or modified 2. Document moves to Pending status 3. Flow starts the Approval 4. User chooses to approve 5. Document status is changed to Approved (This is the point where I want everything to stop, but it doesn't.) 6. Now the Approval Flow is initiated again (I assume this is happening as a result of the document status change from Pending to Approved.)

 

The main problem I have is this leaves a new approval flow opened for documents in "Approved" status.

 

I am attaching a screenshot of my flow for reference.

2018-01-29_09-10-02.jpg

4 REPLIES 4
v-yuazh-msft
Community Support
Community Support

Hi @ bvol,

 

This issue is confirmed on my side.

 

We could add a “Condition” before “Start an approval”, only when the file‘s status is Pending, You could “Start an approval”, otherwise,if the file’s status is not Pending, do nothing.

We couldn’t use the system automatically generate field “Approval Status” in the “Condition”, so we could add a field in the list to record the file’s Approval Status.

 

I have made a test on my side, you could add a “file status” column in the Sharepoint library as screenshots below:

 

 1.jpg

 

 

The “file status” column is a choice type column, the column‘s value could be “Approved” , “Rejected” or “Pending” ,the column‘s default value is Pending.

2.png

 

You could create a flow following steps below:

  1. Add a trigger “When an item is created or modified (properties only)”, fill in your Site Address and Library Name.
  2. Add a Condition, the first value set to the “file status Value” dynamic content of the trigger, the second value set to “Pending”, the condition in the middle select “is equal to”.
  3. Inside the If yes branch of Condition, add action “Start an approval”, choose an Approval type, fill in the “Title” and “Assigned to” field.
  4. Add a Condition under the “Start an approval” action, the first value set to the Response dynamic content of “Start an approval” action, the second value set to “Approve”, the condition in the middle select “is equal to”.
  5. Add a Condition2, the first value set to the Response dynamic content of “Start an approval” action, the second value set to “Approve”, the condition in the middle select is equal to.
  6. Inside the If yes branch of Condition2,Add action “Update item”, fill in your Site Address and Library Name, fill in the ID dynamic content of the trigger in the “Id” Field, fill in the Title dynamic content of the trigger in the “Title” Field, choose Approved in the “file status Value” field.
  7. Add a “Get file metadata” action under the “Update item” action, fill in your Site Address, choose the “Identifier” dynamic content of “Update item” action in the “File Identifier” field.
  8. Add a “Set content approval status” action under the “Get file metadata” action, ”, fill in your Site Address and Library Name, choose the ID dynamic content of the trigger in the “Id” Field, choose Approve in the Action field, choose the “Comments” dynamic content of the “Start an approval” action, choose the “ETag” dynamic content of the “Get file metadata” action
  9. Inside the If no branch of Condition2,Add action “Update item2”, fill in your Site Address and Library Name, fill in the ID dynamic content of the trigger in the “Id” Field, fill in the Title dynamic content of the trigger in the “Title” Field, choose Rejected in the “file status Value” field.
  10. Add a “Get file metadata2” action under the “Update item2” action, fill in your Site Address, choose the “Identifier” dynamic content of “Update item2” action in the “File Identifier” field.
  11. Add a “Set content approval status2” action under the “Get file metadata2” action, ”, fill in your Site Address and Library Name, choose the ID dynamic content of the trigger in the “Id” Field, choose Reject in the Action field, choose the “Comments” dynamic content of the “Start an approval” action, choose the “ETag” dynamic content of the “Get file metadata2” action.

 

Image reference:

 3.jpg4.jpg

 

When a file is created in the library, the flow run successfully as below:

 5.jpg

 

The screenshot of the new created file’s status in the Sharepoint library as below:

 

 6.jpg

 

Note: The flow would work when a file is created in the library, I am afraid it is difficult for the flow to “Start an approve” with updated file in this situation, because the “Approval Status” and “file Status” of a file in the library would always be “Approved” or “Rejected”, you could not “Start an approve” with the file again.

 


Regards,
Alice Zhang


@v-yuazh-msftwrote:

Note: The flow would work when a file is created in the library, I am afraid it is difficult for the flow to “Start an approve” with updated file in this situation, because the “Approval Status” and “file Status” of a file in the library would always be “Approved” or “Rejected”, you could not “Start an approve” with the file again.

 


Regards,
Alice Zhang


 

Thanks for documenting this out, Alice. It was extremely helpful as I kept getting errors because I didn't have a value in the eTag part of the "Set Content Approval Status" step. I needed to add the step to get the file metadata with the "Identifier" dynamic data, which then gave me the "eTag" dynamic data as an available choice in the Set Content Approval Status step.

 

One difference in my design allows for this to work for any version of the file, not just on the new document creation. I am using a Yes/No column to trigger the approval that's called For Review. The default value is No and the author/editor just has to change this to Yes to start the approval process. My update item step - right after starting the condition for if the approval response equals approve is setting this For Review column value back to No for both branches. I would add screenshots but I don't see an option to do that, but it's just replacing the choice column you have File Status with the Yes/No column For Review. Any time this is set to yes the approval proceeds and will set it back to No with either outcome of the approval since it is no longer "for review."

 

 

Anonymous
Not applicable

Thanks for this guys. It helped me out creating our flow, we had the exact requirements of the OP.

 

Do you know what is really needed is the option to set an action to NOT trigger another flow e.g. Tick box "Allow action to trigger another flow".

I know this is an older question but a fix has been released - The way you can prevent a second flow from running is by using "Trigger Conditions". Just Google it to see how they work. 

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (6,248)