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Power Platform Community / Forums / Power Automate / SharePoint Library - W...
Power Automate
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SharePoint Library - When a File is Created (properties only)

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Hi! This is a canned Workflow that originates from SharePoint Library. I would like to try to add two additional actions but every time I try (even with Copilot's assistance) to build on to this or build from scratch it ends in errors and disappointment. In the approval I want to include the data from the file from some of the columns (Account, Class, Fund, Project). The trigger either starts before that data is entered or just won't show it (even when I try to insert a delay). Additionally, and not as important but ideal, I want it to update the approval columns (Approved By & Approval Date). There seems to be a disconnect between the language Power Automate speaks and the one that Copilot thinks it speaks (or Copilot doesn't know the newest updates or something). Even when I try to infer the steps/language from the existing information I cannot get it to operate. Any ideas are greatly appreciated. I am a nonprofit professional trying to automate internal controls for invoice approvals.
 
 
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  • Verified answer
    Vish WR Profile Picture
    3,610 on at
     

    Both issues you're hitting are very common with this trigger setup.

    Issue 1: Column data showing blank in the approval

    The trigger fires the moment the file is uploaded, before the user finishes filling in the metadata columns. A delay won't reliably fix this.

    The proper fix is to add a Get file properties action (SharePoint connector) right after the trigger, using the File ID from the trigger output. Then use the dynamic values from that step (not the trigger) when building your approval details. That way you're reading the columns at flow runtime, not at upload time.

    If users fill in columns after uploading, switch your trigger to "When a file is created or modified (properties only)" and add a trigger condition so the flow only proceeds when a key column like Account is not empty.

     

    Issue 2: Writing Approved By and Approval Date back to SharePoint

    After your "Wait for an approval" step, add an Update file properties action inside both the True and False branches. Map the fields like this:

    Approved By — use the Responders Email dynamic value from the approval response. If your column is a People type, it needs an email or UPN, not a display name.

    Approval Date — use the Response time dynamic value from the approval response, or use the expression utcNow().

    You're very close — these are small fixes on an otherwise solid flow structure.

    Check this out 
    https://www.matthewdevaney.com/power-automate-approval-history-for-sharepoint-files-items/

     
     
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  • MF-17061942-0 Profile Picture
    4 on at
    @Vish WR - thank you so much! I was able to achieve my first goal. I am still struggling with my second one but have more hope now and will utilize the resource you shared. I really appreciate your assistance.

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