Can Flow create a second stage list and flow where some fields are mandatory?

[darrenfloyd666]

I'm trying to work out the best way to do this.

I have a process where a user submits to a SharePoint Online list. When it's submitted a user reviews the list item then will submit it to be reviewed for approval. At this stage I need five fields to be mandatory.

I thought that what I'd need to do is to use a Flow to populate a second list - which would have the additional mandatory fields - with the items from the first. Is this the best approach and what are the best actions to use?

Thanks in advance. 

[abm]

Hi @darrenfloyd666 

If your five fields are entered manually before it sends the approval then you could keep the 5 fields in the same list. Then use When an item is selected trigger and add 5 field inputs as mandatory before it sends the approval.

Click the tree dots of each input field and set mandatory.

Once these inputs are entered then you can use Update item action to update the original list. Then send the approvals.

Thanks

[darrenfloyd666]

Thanks @abm that looks just the ticket. What exact action is the 'When an item is selected' action? I've looked through Flow on a number of different search terms and I can't find one that matches?

[abm]

Hi @darrenfloyd666 

Thanks for your reply. What I meant from when an item is selected means For a selected item.

"For a selected item" is used for where users can run the flow by selecting a particular record. It's more like an on-demand workflow process.

To create this flow first logon to SharePoint and access your list. Click the Flow menu and create a flow.

What we are looking for is trigger For a selected item. It's not easy to find this from the template.  So I have found a workaround for this. Select any from the template. Once the flow template is loaded remove the trigger and add when an item is selected. Add rest of the logic which I mentioned in my earlier post. Save the flow.  Back to Sharepoint and refresh the list. Under the flow menu from the list you should be able to see the configured flow by selecting one of the list item.

If you need any help please let me know.

Thanks

[darrenfloyd666]

@abmRight! Thanks! I got to the same point around the time you did. It's another Flow. A few questions. I've created a separate 'For Selected' Flow. How is this triggered? Does it get fire after the first Flow has fired? 

In the first Flow I have Condition with an Update Item action. Will the Update Item in the 'For Selected' overwrite the fields from the first (there are a few drop down options).

Here's how I have the Update Item action set up. Thanks for all your help @abm 

[abm]

Hi @darrenfloyd666 

There is no automated trigger for selected item. The name says it all. So select the list record from SharePoint, above the main menu (List) click flow you can see selected item flow you built. Run the flow. So selected item means user need to run it manually. At that point it will prompt for 5 inputs which are mandatory. Once the data is collected you can do an immediate update using the same flow. I am thinking as a second step from the same menu update item using the id from selected item (previous step action). Hope it make sense. 

Thanks

[darrenfloyd666]

Thanks @abm I ran the Flow and as suggested and it ran but it didn't add the additional fields and I was able to run the Flow without adding anything in. I can't see additional fields in the Update item action and the Flow changed the Title to the next items Title? 

[abm]

Hi @darrenfloyd666 

Generally if you use a manual trigger you should be able to use the input fields. I thought it should work for the same here. Let me try it and let you know. 

[darrenfloyd666]

Okay thanks

[abm]

Hi @darrenfloyd666 

Yes it is possible.

Here is my flow config

See the test input field name where I can map as Dynamic content in rest of the below steps.

Thanks

[abm · Accepted solution]

Hi @darrenfloyd666 

Did you resolved you issue? Do you need anymore help in this? If you have resolved your issue please mark it as solution accepted. This will help others in community when they looking for solutions.

Thanks