Check out the file back to the Initiator if Rejected

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Posted on by AT-23070245-0

Hi,

I made an automatic document Approval Flow where, when Initiator check in a file, the Document Status and Approval Status Column will be updated and an email will be sent to the Approvers for approval. If all Approvers approved it will be checked in as a major version, update the status columns and send a notification email that it has been approved. If one of the Approvers rejected it, it will still update the status column, send a notification to the initiator and terminate the flow.

My questions are:

1. can I include a condition in the trigger that the document should be checked in as a minor version?

2. Since I require document check out, the only way I can update the status columns is to include check out in my flow, is there other ways to do it?

3. Since I was the one who made the flow, the document was checked out to me, I have no concern if the document was approved because it will be checked in as Major version, the problem will be if the document is rejected it will stay checked out to me. Is there a way to return back the document check out to the initiator if it is rejected?

Thanks in advance.

Just an UPDATE on this one:

I achieved this by using an Instant Cloud flow which can be triggered and be run by other user.

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Using flows

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Ninjasabi 122 on at

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1. To include a condition in the trigger that the document should be checked in as a minor version, you can use the "When a file is created or modified (properties only)" trigger in Power Automate. You can then add a condition to check if the document is checked in as a minor version.

- trigger: When a file is created or modified (properties only)
inputs:
siteAddress: "YourSharePointSite"
libraryName: "YourDocumentLibrary"

- action: Condition
inputs:
condition: "@contains(triggerOutputs()?['body/OData__UIVersionString'], '.0')"
ifTrue:
actions:
# Continue with the flow
ifFalse:
actions:
# Terminate the flow or take other actions

2. Since you require document check-out, you can include the check-out and check-in actions within your flow to update the status columns. Unfortunately, there is no way to update the columns without checking out the document if check-out is required.

- action: Check out file
inputs:
siteAddress: "YourSharePointSite"
libraryName: "YourDocumentLibrary"
id: "@triggerOutputs()?['body/ID']"

- action: Update file properties
inputs:
siteAddress: "YourSharePointSite"
libraryName: "YourDocumentLibrary"
id: "@triggerOutputs()?['body/ID']"
properties:
DocumentStatus: "InProgress"
ApprovalStatus: "Pending"

- action: Check in file
inputs:
siteAddress: "YourSharePointSite"
libraryName: "YourDocumentLibrary"
id: "@triggerOutputs()?['body/ID']"
checkInType: "MinorCheckIn"
comment: "Updated status columns"

3. To return the document check-out to the initiator if it is rejected, you can use the "Check out file" action to check out the document to the initiator. You will need to know the initiator's email or user ID.

- action: Condition
inputs:
condition: "@equals(outputs('Start_and_wait_for_an_approval')?['body/outcome'], 'Reject')"
ifTrue:
actions:
- action: Check out file
inputs:
siteAddress: "YourSharePointSite"
libraryName: "YourDocumentLibrary"
id: "@triggerOutputs()?['body/ID']"
user: "@triggerOutputs()?['body/Author/Email']"
- action: Send an email (V2)
inputs:
to: "@triggerOutputs()?['body/Author/Email']"
subject: "Document Rejected"
body: "Your document has been rejected."
- action: Terminate
inputs:
status: "Failed"
message: "Document rejected by approver."
ifFalse:
actions:
# Continue with the flow
AT-23070245-0 8 on at

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@Ninjasabi thanks for the quick response.

I tried your suggestion; however I got an error saying Condition-trigger failed. I don't know if I did it correctly though. This is what I did based on the instruction