Update properties in SharePoint library

[krp28]

I have a Flow that is triggered 'For a specified file' from a SharePoint library. When run, an Approval is sent to the runner's manager, asking for approval of the completed document. If approved, the file properties are updated, changing the Status field to "Approved". This change is logged in the Version History of the file, marked as having been changed by the person running the Flow.

My question is, is there any way to mark this change as having been made by the manager, i.e. the approver in the Approval action.

I can't see how to add images of the flow here for illustration, but it is based on the 'Request Manager Approval for Selected File' template, with a SharePoint Update File Properties action added after the Approval step.

Any help would be very much appreciated.

Thanks,

Keith.

[efialttes]

Hi
I have not found any way to achieve what you are looking for, since PA flow execution is based on somebody else credentials (not the ones from the manager). Please note you can create an additional column and store the identity of the approver, but not sure if this workaround is valid according to your requirements
Let's hope somebody else can suggest usa better solution!

[RobElliott]

@krp28 we do what @efialttes has suggested and store the approver name in a separate column. We also store the outcome (Approve/Reject), approval date and any comments made by the approver in separate columns. In my experience there's no other way to do it.

Rob
Los Gallardos

[v-alzhan-msft]

Hi @krp28 ,

There is no any way and you should take a try with @RobElliott's and @efialttes 's suggestion.

Best regards,

Alice       

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[krp28]

Thanks @RobElliott, @efialttes and @v-alzhan-msft. I was hoping for something that could register this in a way that can't be changed by the user, in the interests of tracability. I'll keep thinking of alternative options (separate file, SP list perhaps?).

[efialttes]

@krp28 

It's a wise concern. A new independent SP list, and a lookup column on the first list pointing to this new list can probably make the magic, as far as the users than can edit items it the first SP list have view rights only on the second list.

Hope this helps

[efialttes · Accepted solution]

@krp28 

I think I have good news!

Haven't time to test it this week, but maybe this trick detailed in John Liu's blog can make the magic you need!

This other thread on owr community gave me the clue

https://powerusers.microsoft.com/t5/Building-Flows/Modify-Created-Date/m-p/471655#M57222

My main concern is if you can add whatever user no matter its permissions (read, write, etc) on the SP list.

Hope to hear from you soon

[krp28]

Hi @efialttes,

That looks like it is exactly what I'm looking for. Unfortunately it doesn't seem to be working, with the Modified By still being registered as the Flow Runner. No errors registered, just doesn't do what it should/what I want it to!

I will keep hunting for a solution, at the moment I'm writting a log to a hidden file in the library. I'll also try and speak to someone who knows JSON commands better than me to see if I'm doign something silly.

Thanks for your help.

[efialttes]

@krp28

Oops, it sounded promising. Whatever progress you make, please keep on sharing it with the community taking advantage of this current thread

Thanx for posting!