Hi,
I'm working on an approval workflow (two approval stages) which uses the "When a file is created or updated (properties only)" trigger. In the beginning of the flow, I check if the Approval Status is "pending" - because I only want to run the flow when someone has checked in a major version.
I'm almost there, but I'm facing a challenge. During the flow, I update a column for the document, to show where in the flow process we are. Well, turns out that this also automatically changes the Approval Status back to "draft" and upps the minor version number. Well, this obviously makes the final Approval action fail. because that only works when the Approval Status is "waiting", not "draft".
Does anyone know if it's possible to update the document properties without changing the Approval Status and Version? Like SystemUpdate() in C#? I was thinking I could change the Approval Status to "waiting" before changing it to "approve", but this sounds like a really bad idea. It will probably trigger a new instance of the flow (??).
I hope somebody has a straight and great answer/solution for this... 🙂
Thanks!
Hi @HelgeNorvang,
It seems that you have enabled the Content Approval for the library. As far as I know, once we enabled the Content Approval, there are only three statuses, Approve, Reject and Pending. The approval status won’t change until you approve a document that has been uploaded or added to a library.
From your description, it seems that the approval status will be changed automatically to “draft”. Do you have an approval status of “draft” and how is it changed automatically? Please share more details about this part.
Besides, whenever changes are made on a file, the version will be updated and I assume that it doesn’t relate to Microsoft Flow.
Before you change the approval status to Approve/Reject, it will be Pending. And once you change the status from Pending to Approve/Reject, the flow with the trigger When a file is created or modified (properties only) will be triggered. If you only want to send out an approval email when the status is Approve, please try to add a Condition in the flow.
Please feel free post back if you need more help.
Reference docs:
Require approval of items in a site list or library
Best regards,
Mabel Mao
Hi,
Yes, Content Approval is enabled. I also have major and minor versions enabled. Also, it is not required to check out documents before editing.
So, I just realized that I wasn't precise enough in my description.
As mentioned I have a two stage approval flow. The trigger is, as mentioned "When a file is created or modified (properties only)", but the actual approval process doesn't start unless Moderation Status is equal to 2 (Waiting).
Before the first approval gets started I update a field in the property documents (text column which indicated where in the flow process we are at all times). I update this field several places in the process. Then I start the first approval. If the result of this is Approve, I start the next approval.
It seems to me that as soon as I update the field, the Moderation Status is changed to Draft, and this results in that it's not possible to set the document to Approve.
When using the action Set content approval status, does it update the Moderation Status field or something else?
Hi @HelgeNorvang,
Thanks for detailed clarification.
I am afraid that it might be a default behavior for SharePoint that the Approval status would be changed to Pending whenever a change is made on the field.
For your scenario, I would suggest you use a Choice column instead of using the Approval content. You could specify selections of Approve, Reject and Pending for the column, and I assume that the selection won’t be changed when you modify the field.
Action Set content approval status will update the status with specified value, however, once you make changes on the field, the approval status changes to Pending.
Please take a try with it.
Best regards,
Mabel Mao
Hi,
Thanks for the reply.
I have to admit that I didn't exactly understand what you suggested.
Did you mean that if I use a Choice column instead and update the value of it during the flow, the OOTB Approval Status won't change??
@HelgeNorvang , Did you up finding a solution to this problem? I'm considering making a separate "approval history Log list" or database where i create an item everytime the file is modified. Didn't really want to do that though as writing to a multi line comments field is cleaner...
I am having the same issue
I have a Days Left to Approval column calculating the number of days left from today until the review date
for these days left numbers to decrease daily i need to run a flow on the library to update a column i created called current date
The OOTB Date column with today's date enabled works only as long as a file is modified
If files are not modified in the library for several days these days left done decrease as expected hence the need to run a flow to update this column with the UTCNow() expression for my time zone
Have this all working and email notification reminders sent to the authors and reviewers at 0, 7, 14 & 30 day triggers
Issue is when i enable the OOTB content approval on the library and run the flow daily to update the current date this triggers the content approval status to thinking the file itself has been modified instead of its properties only and changes all the documents content approval statuses back to pending.
I have the automation support team looking into how we can circumnavigate this issue but after 48 hours multiple emails and a 2 hour remote session I am loosing faith that they may have a solution.
In my head i am thinking I may need to move the days left columns and notifications to separate library where the flows run and have content approval on a library for only authors and reviewers to view and edit files then building flows on that when an item is approved copy to the public facing library.
I wander if its even possible to update SharePoint column without triggering content approval
Are you attending the Microsoft Power Platform Conference 2023 in Las Vegas? If so, we invite you to join us for the MPPC's Got Power Talent Show! Our talent show is more than a show—it's a grand celebration of connection, inspiration, and shared journeys. Through stories, skills, and collective experiences, we come together to uplift, inspire, and revel in the magic of our community's diverse talents. This year, our talent event promises to be an unforgettable experience, echoing louder and brighter than anything you've seen before. We're casting a wider net with three captivating categories: Demo Technical Solutions: Show us your Power Platform innovations, be it apps, flows, chatbots, websites or dashboards... Storytelling: Share tales of your journey with Power Platform. Hidden Talents: Unveil your creative side—be it dancing, singing, rapping, poetry, or comedy. Let your talent shine! Got That Special Spark? A Story That Demands to Be Heard? Your moment is now! Sign up to Showcase Your Brilliance: https://aka.ms/MPPCGotPowerSignUp Deadline for submissions: Thursday, Sept 28th How It Works: Submit this form to sign up: https://aka.ms/MPPCGotPowerSignUp We'll contact you if you're selected. Get ready to be onstage! The Spotlight is Yours: Each participant has 3-5 minutes to shine, with insightful commentary from our panel of judges. We’re not just giving you a stage; we’re handing you the platform to make your mark. Be the Story We Tell: Your talents and narratives will not just entertain but inspire, serving as the bedrock for our community’s future stories and successes. Celebration, Surprises, and Connections: As the curtain falls, the excitement continues! Await surprise awards and seize the chance to mingle with industry experts, Microsoft Power Platform leaders, and community luminaries. It's not just a show; it's an opportunity to forge connections and celebrate shared successes. Event Details: Date and Time: Wed Oct 4th, 6:30-9:00PM Location: MPPC23 at the MGM Grand, Las Vegas, NV, USA
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Ayonija Shatakshi, a seasoned senior consultant at Improving, Ohio, is a passionate advocate for M365, SharePoint, Power Platform, and Azure, recognizing how they synergize to deliver top-notch solutions. Recently, we asked Ayonija to share her journey as a user group leader, shedding light on her motivations and the benefits she's reaped from her community involvement. Ayonija embarked on her role as a user group leader in December 2022, driven by a desire to explore how the community leveraged various Power Platform components. When she couldn't find a suitable local group, she decided to create one herself! Speaking about the impact of the community on her professional and personal growth, Ayonija says, "It's fascinating to witness how everyone navigates the world of Power Platform, dealing with license constraints and keeping up with new features. There's so much to learn from their experiences.: Her favorite aspect of being a user group leader is the opportunity to network and engage in face-to-face discussions with fellow enthusiasts, fostering deeper connections within the community. Offering advice to budding user group leaders, Ayonija emphasized the importance of communication and consistency, two pillars that sustain any successful community initiative. When asked why she encourages others to become user group leaders, Ayonija said, "Being part of a user group is one of the best ways to connect with experienced professionals in the same field and glean knowledge from them. If there isn't a local group, consider starting one; you'll soon find like-minded individuals." Her highlight from the past year as a user group leader was witnessing consistent growth within the group, a testament to the thriving community she has nurtured. Advocating for user group participation, Ayonija stated, "It's the fastest route to learning from the community, gaining insights, and staying updated on industry trends." Check out her group: Cleveland Power Platform User Group
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We wanted to take the time to celebrate and welcome the new user groups that have joined our community. Along with that take a look at the event that might be happening near you or virtually. Please welcome: Biz Apps Community User Group - Power Platform Community (microsoft.com) This user group is dedicated for all community members of all skill levels to learn how to get the most out of their community experience. East Michigan Power Platform User Group - Power Platform Community (microsoft.com) This is hopefully the beginning of a community, covering eastern Michigan, built around the Power Platform. Biz Apps Community User Group This user group is dedicated for all community members of all skill levels to learn how to get the most out of their community experience. Events to checkout: In-Person: September 2023 Hybrid Philadelphia Dynamics 365 & Power Platform User Group MeetDynamics 365 and Power Platform Physical Meetup Hyderabad Power Platform User Group Meetup - Sept 2023 (In-Person)Manchester September 2023 In Person Meeting Virtual: Everything Dataverse, Do you know that Dataverse is more than just a Database!POWER PLATFORM MONTHLY DIGEST- SEPTEMBERBaltic Summit 2023PL-900 Power Platform Fundamentals TrainingHR and L&D transformation through Power PlatformDynamics 365 Marketing Experience User Groups - Use Cases and NetworkingPower Platform and Dual Write from Dynamics 365 F&O PerspectiveANZ D365 FinOps Team September 2023 meetup
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