cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
neeraj_bharati
Advocate II
Advocate II

Getting error The file is locked for shared use by when updating the file properties

Using Microsoft Flow, I am trying to set default value in a metadata column "Column_1" from a sharepoint OOTB "Created By" column whenever a new item created in a document library. Document library has certain content types associated so when I create a new document by choosing a content type, the Office online opens the document in Edit mode. 

 

I am getting below error when I try to update column "Column_1" using "Update file properties" action

 

Error 423: The file <filename.xlsx> is locked for shared use by <email id>. clientRequestId:<xxx> serviceRequestId:<xxx>

 

How can I check the status of the file if locked or not? Any help is much appreciated. 

 

 

 

 

54 REPLIES 54

How i deal with this is to run a increasing delay action i.e. 2 minutes, 10 minutes, 1 hour, 3 hours, 1 day etc.

 

The delay action runs after a failed attempt to access the excel file.

seanmcev
Frequent Visitor

Hello, 

 

So I encountered this error when I was creating a flow to update a Word Template based on D365 field values then create a docx file in SharePoint. My flow is prompted on D365 record create. So I would get the error whenever I would test the flow. However, when I prompted the flow with fresh data it worked as desired. So maybe try adding the now() expression to your flow. That prevented me from getting this error. It might be getting hung up on the file existing or being opened for edits previously in the flow. 

 

I am relatively new to Power Automate so sorry if my terminology is wrong. 

juresti
Continued Contributor
Continued Contributor

Hi @seanmcev, Where do you add this Now() expression at?

That would depend on the flow. Likely whatever step is giving you this error. In my case, I added it to the Create File (SharePoint) action at the end of my file name. 

 

The Now() expression is found here in dynamic content. 

 
 

@juresti 

 

Sorry my image is not uploading it is in the expression section of dynamics content and its it "utcNow()"

Thank you @Gristy , that approach worked for me.  I did the following steps to solve this for my situation:

 

  1. Initialized a boolean variable called UpdateSucceeded to False
  2. created a Do Until loop based on UpdateSucceeded where it will stop looping when it equals True
  3. In the loop, I first set the UpdateSucceeded variable to True
  4. Then I updated the file what was giving the lock error (in my case a SharePoint Library file property)
  5. This is the important part:  then in the next action, a Set Variable action, I set UpdatedSucceeded to False.  However, in the properties of Set Variable, you need to select "Configure after run",  and uncheck "is Successful" and check "has failed" and "has timed out".  This way UpdatedSucceeded will only be set to False when the file update failed.  If the file update is successful, then UpdatedSucceeded is left as True and the Do Unitl loop is exited.
  6. Then I set a delay, that stepped up in value as @Gristy suggested.

That did the trick for me.  Here are screenshots of my Flow / Power Automate:

File_Locked_Work_Around.png

 

Below is a view of from the "Configure after run" settings from Step 5.

File_Locked_Work_Around_Condition.png

glad you got it sorted, its a shame it does not have auto-retry built in or a wait a bit like nintex/sharepoint designer did!

Hi @chris1234 

 

Any chance you could post a screen shot of your "Do Until" loop?

Hi @JustinR, I added screenshots to my original post.  Hope that it helps.  Thanks, Chris1234

Hi @chris1234 ,

 

Thanks so much for that. I have added that to my flow and but can't test it as the file lock is somewhat intermittent. 

 

It's just a pity that MS won't spend the time to fix the issue at the source.

 

Thanks again.

JR

Just put in a small delay and the file will be unlocked if the flow used it.

I have put in a delay for 5min then i update the file and this works, i believe a shorter delay is possible maybe 30sec or such.

Talyorlak
Frequent Visitor

Hey Guys,

 

So we cannot delete file due to the limitation for Excel Online or other else,

How about we check out first and at the end check in the file.

I tested. It succeeded.

 

2020-06-08_17-07-55.png

It is possible to update a locked file using a System Update. Use send HTTP request to SharePoint with the following body:

 

<Request xmlns="http://schemas.microsoft.com/sharepoint/clientquery/2009" SchemaVersion="15.0.0.0" LibraryVersion="16.0.0.0" ApplicationName="Javascript Library">
    <Actions>
        <Method Name="SetFieldValue" Id="4" ObjectPathId="3">
            <Parameters>
                <Parameter Type="String">FieldName</Parameter>
                <Parameter Type="String">Value</Parameter>
            </Parameters>
        </Method>
        <Method Name="SystemUpdate" Id="5" ObjectPathId="3" />
    </Actions>
    <ObjectPaths>
        <Property Id="1" ParentId="0" Name="Web" />
        <Method Id="2" ParentId="1" Name="GetList">
            <Parameters>
                <Parameter Type="String">/sites/SiteName/ListName</Parameter>
            </Parameters>
        </Method>
        <Method Id="3" ParentId="2" Name="GetItemById">
            <Parameters>
                <Parameter Type="Number">@{triggerBody()?['ID']}</Parameter>
            </Parameters>
        </Method>
        <StaticProperty Id="0" TypeId="{3747adcd-a3c3-41b9-bfab-4a64dd2f1e0a}" Name="Current" />
    </ObjectPaths>
</Request>

Jacques1_0-1593641437595.png

 

Unfortunately I found this topic when trying to resolve another issue: Whenever i use this to update a file property in SharePoint, and the file is locked by a user, the client application is not aware of this update and it overwrites the updated SharePoint list item with the value of the item locked by the user (via Auto-save even). Version history shows that the update succeeded and gets overwritten later. 

 

In my case users want a custom document "reference" other than the standard DocID. Whenever a file gets uploaded, i use Power Automate to generate a reference, that in turn is used to fill placeholders in the newly uploaded document.

 

Maybe this solution can work for some.

Hi @Talyorlak,

I encountered the same problem. Maybe I know what did you input in your "check out file" action? Greatly appreciate if you can help.

rusgesig
Regular Visitor

Well it's 2 years later and I have the same issue. Even if I create a new document library and copy the file over to that it still says locked for use. 

It's really sad to see the same problems persisting over years and microsoft doing nothing to fix it. Honestly considering moving back to task scheduler and python scripts for a lot of microsoft flow work 😕

juresti
Continued Contributor
Continued Contributor

@rusgesig 

 

That is correct, the files still remain locked.

We found that the following day the file is unlocked for us.

This was manageable since our flows that access sharepoint files do not run multiple times in a day.

 

When we do run multiple times, we convert it to tab delimited text and run it through our flow that handles tab delimited files.

Text files don't appear to cause this issue.

 

 

Try this as a solution to locked files.

In the flow.

 

- Check out the file.
- Discard check out (This will unlock the file)

 

steve_hendy
Helper V
Helper V

So much for collaboration https://support.microsoft.com/en-us/office/collaborate-on-word-documents-with-real-time-co-authoring....

 

So why can't it be made for Flows to collaborate?

ShaneITAutomate
Post Patron
Post Patron

Hi all,

 

This one had been plaguing me for a few years and i finally thought of a stupid solution adapting someone else's solution above of the 7min delay trick, however if you also have many flows that run many "Get File" Excel or "List Rows etc" actions that trick doesn't work, however if you put the 7min delay at the very front of the flow after the initial get file or list rows.. I know its not the best solution as you probably also want to update some meta data after the flow marks the file as complete etc however it does work, if your worried about the flow and have turned off the "error reporting spam" use the terminate function/send email.

you can use the API to get the lock status:
https://abc.sharepoint.com/sites/somesite/subsite/_api/Web/lists/getbytitle('Library%20Name')/items(123)/File/LockedByUser 

123 is the ID of the item you want to check.

Trying to use delays will be a never-ending battle of adjusting and crossing your fingers that it will be the magic number of minutes.

Helpful resources

Announcements

Check Out the February 2024 Dynamics 365 Newsletter

Some of our most active Power Platform Community members are also active in our D365 Community. This month, we are excited to share the latest news from the D365 Community with you.   Our Dynamics365 Community has updated yet again! Since launching in June of 2023, the new Community has seen consistent updates and exciting new ways to feature and celebrate its members. In the latest edition of the Dynamics365 Community newsletter, you can see the new Leaderboard feature! This feature showcases which Community members have earned the most points over the previous month, enabling them to see how they are doing with their engagement--and their progress toward Super User status. Visit the leaderboard for yourself: https://aka.ms/d365clb     Read the whole newsletter featuring the new leaderboard as well as the D365 Monthly Community Member spotlight, FastTrack Tech Talks, upcoming events, and more. February 2024 Dynamics 365 Community Newsletter

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Users online (4,525)