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Flow history for SharePoint item

In SharePoint 2013 (and 2010) workflows there is a connection between SharePoint item and workflow, where for every workflow, which is created in SharePoint list or library, a new column with the name of that workflow is created, which contains the status of the workflow and the link to the workflow history page, where user can simply click on the workflow link in a SharePoint view to see the workflow details (workflow information, tasks and history). For Power Automate such integration is currently not available. Could you please provide the Flow history to the SharePoint item/document, that the Flow history would be traceable and easily accessible that user could see the history of the Flow for SharePoint item? In our company we would like to establish SharePoint page approval process, where each page in a specific SharePoint site collection should be approved by site owners before publishing. The approval process should be audit-proof so the owner could easily (with a click) check when and by whom the page was approved.

Status: New
Comments
MarcBoes
Frequent Visitor

Hi @bogdanskof ,

I don't think this request will happen, as it is very specific SharePoint. However, maybe this helps. In the flow below the link to a workflow instance is put in a SharePoint list. In your case the link will be stored in the page meta data off course, but the principle is the same. The steps are explained better and detailed better that I'd could: Microsoft Flow – Capture Hyperlinks and Detail about Running Flows. Hope it helps, regards, Marc 

Log Flow history urlLog Flow history url

bogdanskof
New Member

@MarcBoes thank you for the tip! This could be a proper workaround solution. However I still hope that Microsoft will enable similar integration between SharePoint and Power Automate as is/was between SharePoint and Workflow platform, since SharePoint workflows should be replaced by Power Automate flows.

Michael-B
New Member

just another example of "this is not a feature request but a bug fix" 🤷‍♂️

 

A self-made workaround may be accepted by one auditor, but not by the next. A solution provided by the manufacturer that cannot be manipulated even with admin rights is therefore always preferable. In my view, Microsoft has simply not thought things through to the end. Even in smaller organisations with only a few employees, there are usually at least legal regulations, but often also certifications, which make the secure proof of certain approval processes necessary. If Microsoft now offers a release workflow that does not write the publisher in the history, the release workflow is simply useless because it is (rightly) not accepted by the relevant departments such as Legal and QM.

 

Dear Microsoft, please do yourself a favour and eliminate this deficit so that your approval workflow can really be used in customer organisations 💪

MarcBoes
Frequent Visitor

@Michael-B @bogdanskof , I agree in the general objective. However, I think the reference to the workflow history list of SharePoint 2010 points the wrong way. That was just a 'should not be accepted by audit but was often anyway' SharePoint list as well. And even worse, it got cleaned up after xxx days (I don't remember whether it was 90 or 180 days) unless a timerjob was stopped.

Would an Flow > Audit > Approvals section like the Flow > Action Items > Approvals be an idea?

Michael-B
New Member

@Mart Thank your for your support! I agree, that the reference to the workflow history list of SharePoint 2010 points the wrong way. And I really appreciate your constructive suggestion to build a own solution with Flow. That would be plan B. However, I have still not given up hope that Microsoft understands that an out-of-the-box release workflow that contains both the Editor and Publisher roles cannot be used by the customer if the version history generated for it does not reflect both roles...

MarcBoes
Frequent Visitor

@Michael-B , you and me both. I for one could do without the additional log actions in my flows.

Not to crush your hopes, I just checked the blog post I refered to earlier. I failed to credit Chris Chance for his excellent post (Microsoft Flow – Capture Hyperlinks and Detail about Running Flows), so I'd like to correct that as well.

His blog post ends with "As Flow matures, I suspect that Microsoft will enhance the Flow Portal to either include more detail or allow for modifications.  Until that happens I hope that this will help Flow owners and users make finding specific Flow instances easier."

That was dated on September 16th, 2019.

I keep my fingers crossed, but I don't hold my breath.