cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
CraigBarbieri
Frequent Visitor

Best way to get approvals on sharepoint list item change without repeat approval requests

I have a flow that asks for approvals when an item in a sharepoint list changes... and the approvers get a request to approve twice due to the approval updating the list item...

1. What is the correct way to do this to avoid double approval requests, and

2. How do I swap out the trigger without destroying the whole flow or rewriting the whole thing?

 

double approvals issue.png

Thanks!

1 ACCEPTED SOLUTION

Accepted Solutions
brricard
Microsoft
Microsoft

Hello,

 

The perfect scenario is to use the trigger "When an item is created" and then the flow can modify any sharepoint item without causing an impact.

 

If you really want to run the flow when the item is created/modified, there are a lot of queries for this topic:

Disable Event Firing when Flow updates a SharePoin... - Power Platform Community (microsoft.com)

Flow update to SharePoint list item fields trigger... - Power Platform Community (microsoft.com)

Solved: Flow running thousands of times on SP "When an ite... - Power Platform Community (microsoft....

--------

 

It will depend on your specific situation.

Imagine a situation:

  • User creates/modifies an item;
  • Approval process;
  • if accepted -> Modify a column "Approved" on sharepoint to "Yes"

brricard_0-1620895589396.png

  • If this is the case, you can try to create a condition like this:

brricard_1-1620895982263.png

So,

  • if it returns false,... create the approval, update the sharepoint column to "Yes"; It will trigger a new flow run;
  • now, it will return true, and it won't do anything.

 

Notes:

  • This will be run 2x when someones modifies or creates an item;
  • You can have a scenario where someone modifies again an item but the "Approval" is already set to "Yes"; In that case you need to address this with a more complex solution.

 

Thank you,

BR

 

 

 

 

View solution in original post

4 REPLIES 4
brricard
Microsoft
Microsoft

Hello,

 

1) Could you please share more details on the logic behind the flow?

 

Sharepoint item is created/modified and then approvers needs to approve/reject it; During this process, approvers  needs to modify sharepoint item, and this is triggering the process again?

 

If this is a specific column (such as "Comments") you can try to do NOT apply anything if the only modified column is the "Comments".

 

2) You can just delete the trigger ("..." -> Delete") and select another one. It should not cause a conflict with your actions.

 

brricard_0-1620802653433.png

 

 

Thank you,

BR

CraigBarbieri
Frequent Visitor

Yes, if the Approval gets Approved, it goes down the "Yes" path and modifies the sharepoint item, triggering the approval request again (because it's a 'created or modified' trigger). you can see in the screen capture. What other trigger can be used or is there a condition that can be used?

brricard
Microsoft
Microsoft

Hello,

 

The perfect scenario is to use the trigger "When an item is created" and then the flow can modify any sharepoint item without causing an impact.

 

If you really want to run the flow when the item is created/modified, there are a lot of queries for this topic:

Disable Event Firing when Flow updates a SharePoin... - Power Platform Community (microsoft.com)

Flow update to SharePoint list item fields trigger... - Power Platform Community (microsoft.com)

Solved: Flow running thousands of times on SP "When an ite... - Power Platform Community (microsoft....

--------

 

It will depend on your specific situation.

Imagine a situation:

  • User creates/modifies an item;
  • Approval process;
  • if accepted -> Modify a column "Approved" on sharepoint to "Yes"

brricard_0-1620895589396.png

  • If this is the case, you can try to create a condition like this:

brricard_1-1620895982263.png

So,

  • if it returns false,... create the approval, update the sharepoint column to "Yes"; It will trigger a new flow run;
  • now, it will return true, and it won't do anything.

 

Notes:

  • This will be run 2x when someones modifies or creates an item;
  • You can have a scenario where someone modifies again an item but the "Approval" is already set to "Yes"; In that case you need to address this with a more complex solution.

 

Thank you,

BR

 

 

 

 

View solution in original post

CraigBarbieri
Frequent Visitor

Thanks Brricard. I took your idea and did a similar check to a "status" field that I already have in there and it appears to have fixed the problem. Thanks!

Helpful resources

Announcements
Process Advisor

Introducing Process Advisor

Check out the new Process Advisor community forum board!

MPA User Group

Welcome to the User Group Public Preview

Check out new user group experience and if you are a leader please create your group

MBAS on Demand

Microsoft Business Applications Summit sessions

On-demand access to all the great content presented by the product teams and community members! #MSBizAppsSummit #CommunityRocks

Users online (19,953)