Showing results for 
Search instead for 
Did you mean: 
Not applicable

Complex Policy Doument Flow

Hello...I'm fairly new to Microsoft Flow and came across this community...which has been a great learning resource for me over the last few days. 


I have a fairly complex business requirement...hoping that the community may be able to lend a hand/insight into how I may be able to construct such a Flow.




1.) Document library will containt a farily substential amount of policy documents. Each policy document will have a "reviewDueDate", in which case, the Flow should sent out an email notification to designated Policy Owners on February 1st if the policy is due for review that calendar year.

2.) Subsequent reminders for policy owners are sent every 30 days thereafter until "policyStatus" is marked as "reviewed and ready for approval"

3.) When "policyStatus" is set to "reviwed and ready for approval" a sequencial approval workflow will be kicked-off and sent to five "department heads". If anyone of the "department heads" rejects the policy document, the approval workflow ends and the "policyStatus" is marked is set to "rejected"...and an email notification/confirmation is sent back to the policy owner notifying them of the rejection.

4.) Any approvals pending for more than five business days will trigger an automated reminder




Community Support
Community Support

Hi @Anonymous,


Could you please share a screenshot of your sharepoint document library?

Could you please explain more about the "reviewDueDate" of each policy document that you mentioned? Is it a property field of the sharepoint document library?

Could you please share more details about the policy owner that you mentioned? Is it a property field of the sharepoint document library?

Could you please share more details about the "policyStatus" that you mentioned? Is it a property field of the sharepoint document library?


Please take a try on you side to create the flow and see if you could achieve your needs, and if you have meet with some problems you could post the question here and we would provide a solution to you.


Also you could share more details about your scenes and we would try to provide a proper workaround for you.


Best regards,


Not applicable

Hi @v-yuazh-msft,


Thank you for replying back to me. Please see attached screenshots of my document library and the two Flows that I have built to accommodate for my requirements. Not sure if there's a need to build two Flows but that's what I have done so far. You will notice that one of my Flows accommodates for the "recurrence" check on a monthly basis to see whether or not the "reviewDueDate" (I've renamed this field as PolicyReminderDate) is equal to today. If so, the next thing the "recurrence" Flow checks is whether or not the "policyStatus" (I've renamed this field as ReviewStatus) is equal to "Draft". If both of these conditions are true, the "recurrence" Flow will send out an Outlook email notificaiton to the "Policy Owner" listed for the document in quesiton to notify them that they have a policy document pending review. This will repeat and notify the policy owner again the next month until the "ReviewStatus" is changed to "Ready for Approval". Not sure if this Flow is adequate or properly created but it seems to work as expected...however...I am seeing double e-mail notifications...not sure why.


The next flow I have is a "sequential approval" Flow. The issue I am having with this Flow is that I am unable to "skip" any of the stages of the approval. You will notice in my "Doc Library" screenshot that I have respective columns/fields for "PolicyOwnerRequired" (Yes/No), "LegalApproverRequired" (Yes/No), "ComplianceReviewRequired" (Yes/No), "PolicyOfficerRequired" (Yes/No), and "COORequired" (Yes/NO). Along with the "required" column/fields mentioned...I also have corresponding columns/fields for the respective person. The idea is that an admin/user who starts the Flow will be able to control which approvers actually need to approve the policy document in question. For instance, Policy Owner is always the first stage of the approval so they are required...but after that...the site admin might want to skip review/approval by the Legal Approver and go straight to the Compliance Reviewer for approval. Hence why I have the columns/fields set up the way they are...not sure if this is the best method...probably it is not working as expected. What's happening is that it would appear that I have to have all stages or approvers listed as "required" in order to actually go through the entire sequential approval...which is not ideal.


Any insight would be greatly appreciated.





Document Library ScreenshotPolicies_Doc_Library.png



Recurrence FlowDocLibrary_Recurrence_1.png



Sequential Approval FlowDocLibrary_Sequential_1.png









Helpful resources


Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Summer of Solutions | Week 3 Results | Win free tickets to the Power Platform Conference

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (4,239)