Multiple Documents with one Approval

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Posted on by PeterKuehlian

Hi everybody

I am facing a new challange for an approval flow.

We want to approve not just one single document, but a document set.

Starting in SharePoint we are collecting various documents like an offer, mailings, calculations, etc.

To approve the offer, the approver needs to see not only the final offer but also the calculation and mailings.

Is there a possibility to run a flow over more than just one document?

All the documents are saved in a SharePoint Document Library.

Maby anyone has an idea how to get this solved?

Thanks

Peter

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Using flows

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dbro 194 on at

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It sounds like a document set is the right choice here. I would create a custom content type (parent = doc set) and apply it to your library. Then you should be to add a flow that runs if content type = [Your new Content Type]. You can then have an approval action that runs and links to the document set.

Then if approved, you could get all documents inside of the document set and set the status of the documents (and doc set) to approved/rejected.

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v-lin-msft 728 on at

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Hi @PeterKuehlian,

Yes, your idea can be realized. I set up a flow like what you said, and it works well.
I provide the workaround of flow configuration. You can set up your flow according to this configuration:

Step 1: Create a trigger that "When a file is created (properties only) ", then judge it whether folder:
-If yes, go on and create action "start and wait for an approval"
-If no, end the flow run.
Step 2: Create a Condition to judge the Response whether Approve or not:
-If yes, Create action "Set content approval status" to set the "Action" as "Approve", then create action "List folder" to get the files uploaded within the folder, and set the files approval status as "Approve";
-If no, Create action "Set content approval status" to set the "Action" as "Reject", then do a similar operation as above and set the files approval status as "Approve".
(Please pay attention to the red line in the screenshot.)
These are the result of flow run:

You can have a try. If there is any problem, please contact us.

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

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Community Power Pla... Microsoft Employee on at

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I like the 'Document Sets' suggestion. When the document set is approved, I'd like copy the document set from 1 library to another library. As of now, June 2019, FLOW OOB does not have the 'Copy Document Set' functionality. I found
Microsoft flow and Document Sets : while waiting for modernization
by Serge Luca
4/17/2019
(recent post)

Thought I'd share.
@dbro wrote:
It sounds like a document set is the right choice here. I would create a custom content type (parent = doc set) and apply it to your library. Then you should be to add a flow that runs if content type = [Your new Content Type]. You can then have an approval action that runs and links to the document set.

Then if approved, you could get all documents inside of the document set and set the status of the documents (and doc set) to approved/rejected.

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Community Power Pla... Microsoft Employee on at

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Hi,
Once it is approved, I have a scenario to copy the document set from 1 document library to another document library in the same SharePoint site. I couldn't get it to work. Is this possible?

Thanks,
misssp

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Community Power Pla... Microsoft Employee on at

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check this out - this is the latest

https://techcommunity.microsoft.com/t5/SharePoint/Update-Document-Sets-in-Modern-Document-Libraries/td-p/464058/page/2

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RaoulDobal 19 on at

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How would I go about it, if I want to launch a flow on a document set after documents have been added to a document set? For instance a "Know your client" Document which is over time fed with files and upon completion needs to be approved by a legal department before stuff can happen.

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hleung 2 on at

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Hi,

I replicated the flow and after the folder was approved via the email link, the flow somehow thinks "Condition 2" result was false and all the files in the folder was rejected.

Could any one please help? v-lin-msft ?

Thanks,
Helen

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AntoinetteB 145 on at

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Are you using a list or a library? And is this truly a document set or are they just folders? I'm asking because the same Power Automate connections are not available for a library as for a list. Also, because the visual icons you are displaying here show a folder. A document set is a greyish icon. Everyone in this article is saying document set but is visually showing a regular folder. So I'm not really confident that I understand how this was set up. Thanks.

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