Require approval of documents in SharePoint using Power Automate

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Posted on by lightupdifire

Hello,

We require to have Approval for only uploaded/added documents,

We try to build this flow:

Require approval of documents in SharePoint using Power Automate | Microsoft Docs

But if we try to follow steps in SharePoint Online tenant, the screens are different than in this procedure, possibly outdated document.

Does anyone know how to build this flow using the current version of the SharePoint Online tenant?

Thank you!

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Building flows

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miguelcas Microsoft Employee on at

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Hi @lightupdifire

I'm going to help you with an example to do the approval flow.

I recommend you to start the flow from scratch and to set the SharePoint library where you want to create the documents to be approved by someone.

1. We need to add the trigger "When a file is created (properties only)" and setting up with the location of your library.

2. Add the action "Start and wait for an approval". This action will wait until someone approve or deny the request. This action can be set up to have multiple approvals or just one person to approve. Then, a condition it's need it evaluate the response.

3. With the condition ready you can define some extra steps to be done by the flow if the approval is positive or negative.

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

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lightupdifire 27 on at

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Hello @miguelcas

Thanks for the help! This flow worked, I try to add an extra step as the main goal is a little bit different:

1. If a file is uploaded (this seems included in "if a file is created")
2. Start approval flow
3. For approval it should be:
a) If approved -> file kept, email sent
b) If rejected -> file removed, email sent

Now I fail on step 3-b, maybe some advise here please

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miguelcas Microsoft Employee on at

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Hi @lightupdifire
Can you share screenshots about the specific error you are getting in the step 3-b?

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lightupdifire 27 on at

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Hello @miguelcas

Receiving errors like the below, please let me know if more details are required:

While getting file ID seems it is the same = 26...

I'm suspecting that need to get file properties possibly a different way to set it as file Identifier, to use this Identifier in the file deletion...

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lightupdifire 27 on at

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Hello @miguelcas

Played a little bit and could get the successful result as below, but not sure if it is the best way to do so, please advise:

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miguelcas Microsoft Employee on at

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Hi @lightupdifire

The problem you are getting it's because you are using the ID as the File Identifier. Scroll down in the dynamic content to locate the Identifier Value from "When a file is created (properties only)" trigger. Follow the example I gave to you and complete the filed Identifies like the image below.

Thank you for using Microsoft Power Platform Communities.
Community Support Team - Miguel Castro.
If this Post helps, then please consider Accept as solution to help the other members find it more quickly.

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lightupdifire 27 on at

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Hello@miguelcas,

Thanks! This indeed did the trick, I was close...

Now it works as it should with the below settings!

Thank you for your help! Merry Christmas and Happy New Year 2022!

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