cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Ann_DAS
Helper II
Helper II

Unable to capture second approver comments in SharePoint approver workflo

Hi everyone, 

 

I am trying to capture the second approver comments in my SharePoint workflow that I "frankensteined" from an existing template (Modify file properties in SharePoint after approval) and can't seem to be able to figure this out. This is what I have: 

  • Start an Approval (Document Owner)
  • Condition - Response is Approve
  • Update file properties (approver response, approver comments)
  • Create an Approval (Second approver) Note: there was no option available to Start an Approval
  • Condition - Response is Approve
  • Update file properties! 

At this point, Second Approver comments, etc. are not available. I know everything works up until I attempt to set up the second approval so I'm sure this is where I messed up but I just don't know how to fix it.

 

Anyone have any ideas?

1 ACCEPTED SOLUTION

Accepted Solutions
RobElliott
Super User
Super User

Hi @Ann_DAS, firstly use Start and wait for an approval and Outcome is equal to Approve. The ones you have used are for older versions of the approval flow and almost certainly won't work.

When I do this I have columns for each of the approvers, the approval date and approval comments. So if I have 2 approvers there will be 6 columns to store the approval data.

I then have parallel branching so that the approval goes to each of the approvers at the same time. We then save their outcome, approval date and comments back to the relevant column in the SharePoint list. That way the second approver is not over-writing the approval/rejection from the first approver and we know who has approved or rejected.

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

View solution in original post

10 REPLIES 10
RobElliott
Super User
Super User

Hi @Ann_DAS, firstly use Start and wait for an approval and Outcome is equal to Approve. The ones you have used are for older versions of the approval flow and almost certainly won't work.

When I do this I have columns for each of the approvers, the approval date and approval comments. So if I have 2 approvers there will be 6 columns to store the approval data.

I then have parallel branching so that the approval goes to each of the approvers at the same time. We then save their outcome, approval date and comments back to the relevant column in the SharePoint list. That way the second approver is not over-writing the approval/rejection from the first approver and we know who has approved or rejected.

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

Ann_DAS
Helper II
Helper II

Thank you. Such a simple, yet effective solution 

Ann_DAS
Helper II
Helper II

Hi everyone,

 

This is bad but I accidentally modified 😫 that great workflow and can't seem to get it back. So...if anyone has any ideas on how to retrieve and older version I'm all ears. Meanwhile, I am trying to re-create the flow and i'm back to having issues.

 

Here's the scenario, I'm trying to create a parallel workflow for two approvers:

  • When a file is created or modified
  • Start and wait for an approval
  • If outcome is Approve
  • Update file properties

So here are the issues:

  • If I add the condition Outcome is Approve, it doesn't seem to be available for the second approver. 
  • If I try to Update the file properties, a new step "Apply to each" is added (which wasn't in the previous flow that worked so beautifully)
  • And if I tested it for one approver, it doesn't update the properties

Ideally, I would also like to create a condition right at the beginning that checks for conditions before starting the parallel approval but I can't seem to figure this out either.

 

Obviously I've dug a big hole here that I need help with. Any ideas?

 

Hi again @Ann_DAS, no problem we'll go through an example. Oh, and it's not possible to get back an old version of a flow as versions are not kept.

As I mentioned in my previous post, the way I do it (others may differ) is to have columns for each approval outcome, date and comments. You could also add the approver's name although I haven't in my example.

0-SP-List.png

What we want to achieve is that an approval email goes to each approver in parallel:

1-Approval-Emails.png

And then each approval updates the SharePoint list:

2-SP-List-Result.png

So the flow starts with a Sharepoint When a file is created (properties only) trigger. You don't want the when a file is created or modified... trigger because that would get you into an infinite loop where everytime the approvers approved it, it would be modified so would trigger another approval. There are ways round it by adding "control" columns  that look perhaps at the item's status, but that's getting more complicated.

The first action is then to get the item that has just been created and select ID from the dynamic content. If you leave out the Get item then flow will run against all the items in the document library which we don't want.

3-Trigger-Get.png

You mentioned conditions before the approval is started, so I've added one that looks for the word Migration in the name of the file. If it doesn't contain that word then no further actions will be taken.

4-Condition-Red-Channel.png

But as the document we uploaded does contain the word Migration in the name then we need an action before starting the approval so that we can use a parallel branch. So I've just added a Compose action to get today's date in my local format. We can then add a Start and wait for an approval. And then in the + above it, add a parallel action and add another Start and wait for an approval.

5-Compose-Start.png

 I've added myself as the approver in both branches but of course you'll have a different person in each.

We then add a SharePoint Update file properties action in each branch, selecting the ID from the When a file is created... section of the dynamic content. We also add from the dynamic content Outcome (which will either be Approve or Reject), Completion date (the date the approver completed it) and Responses comments (the comments they added in the email). Make sure you select it from the correct start and wait for an approval section in the dynamic content. If you just had the Outcome and Completion date it wouldn't wrap itself in an Apply to each. But as soon as you select Responses comments it will. And you then need to add it again in the relevant approval comments field as for some reason it deletes it when it creates the apply to each. Don't worry about the apply to each, there is only one item being updated, that's just the way it works.

6-Apply-Update.png

You'll need to have some sort of process if the decision is to reject. Most likely this would be another condition after the Update file properties that would be If Outcome is equal to Reject then send an email to the person who uploaded the document asking them to make changes and upload again. The file could then perhaps be moved into another folder.

Rob
Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

Hi Rob,

 

Thanks for the help; I really appreciate the instructions and the explanations. I started building a new flow based on your response and have run into an issue with the Compose function. As soon as I try to enter it, I get a message stating the expression is invalid. Is there something else I can use?

 

 

What expression are you using?

Rob
Los Gallardos

Sorry - I was following your example and attempted to add a Format DateTime

The expression I used was:

formatDateTime(utcNow(),'dd/MM/yyyy')
Rob
Los Gallardos

Hi Rob,

 

Thanks again. I've made the changes and am trying to test it but it keeps timing out. If I ever get it past that first step, I'll let you know how it turned out.

Hi,

I finally managed to get this built according to your example but I just can't get it to run. (I checked the document out and checked it back in to get a new version)  Any ideas why?  Here's what I did:

1. Set the trigger and get item

2. Added the condition (I only want this flow to run when these two conditions are present)

3. Set the parallel approval and then updated the file properties

Flow step 1.png

 

 

 

 

 
 

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! 💪 🌠  

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)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (5,653)