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Approval history for a file

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Posted on by Community Power Pla...

Hello everyone,

I Created an approval flow that needs the approval of 11 people to finish, when this happens the state of the file in SharePoint is shown as "approved or rejected" as the case may be.

As the creator of the flow I would like to know how to view from SharePoint the record of approvals of a file, where I can see who approved it (the 11 approvers), your comments and the approval date.

Is it possible to see this from SharePoint?

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v-bacao-msft on at

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Hi @Anonymous,

What do you mean by creating a Start Approval action and then reviewing the approval details in SharePoint after the approval is complete?

Currently in SharePoint, it is not possible to directly view the summary of the Flow Approval action. In the Flow, you could view and view the summary.

What is possible is to add a column to SharePoint library and then update this information in the properties.

1. Select the hyperlink type for the type of column, then use Select to get the relevant information of Approval result you want to view, and then save it in a table.

2. Use the contents of this table as the content of OneDrive-Create file. Create a web url for the file using Create Share link.

3. Finally, configure the web URL as the content of the column.

Image reference:

The action that the If no branch needs to configure is almost identical to If yes, except that the approval status needs to be changed. I have not configured Set content approval status here, you could configure it yourself.

Result, Click on the link to view the content：

Please take a try.

Best Regards,

Barry

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Community Power Pla... on at

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Hi @v-bacao-msft

Thanks for your help

I need to see from Sharepoint the information of the flow of a file, the information that I am looking for is equal to the image that I add below

Do you know how I can see this information and do I need special permits?

Thanks and regards!

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Dorul 340 on at

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Hi @Anonymous
You could also add columns in Sharepoint list Approver1, Approver2, 3...Approver11 with their names, a column with Approval Yes/No and a column ApprovalDate.
When they approve/reject, using the "Update item" in your flow, the date of the approval/rejection will appear in your list so you`ll know who approved (and when) and who didnt approve yet (where theres no date at ApprovalDate column).
So you`ll know just by looking at your sharepoint list who did what and when 🙂 Also you can export easily in excel anytime you want.

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Community Power Pla... on at

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HI @Dorul

Thanks for the support.

Yes, I can add additional columns and update them for each approval but as I need the answer, the comment and the name of each approval do not seem the best idea because there are 11 approvals.

I was reviewing and the history can be seen by right clicking on the three points, in the version history option, the problem is that every time I pass from one approval to another I can only see the comments of the last approval, in my example only I can see the information of the last approver when I need to see the information of the 11 approvers.

Regards!

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Latingraduate 10 on at

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Hi there! I have the same type of need in needing to kick off an approval on a newly created file to go to a specific list of approvers in which all will need to approve (parallel, I believe). I will need to see the approval status (approve/reject), approver name and date approved in the workflow for audit purposes for the file that was created. HELP!! 😞

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Barrie 4 on at

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The approval action has 'first to respond' or 'everyone must approve', the latter being parallel. The Power Automate App has approval history under Action Items>Approvals. There is a filter in the top right for sent and received.

If you want something more in depth with control, try considering a centralised list that stores a record of each approval with a column for each field you need to track. You can use that master list to see all workflows and track their status. That way you record anything from the process you want for audit purposes.

To create an approval, set up a flow that adds an item to that central list with details about what item the approval belongs to such as site, list and ID and any other approval details. Sometimes I use JSON objects for bundling parameters for internal logic.

Then the list can have a flow for new items that controls the approval itself. That way, multiple libraries can add an item to the central list to use the same logic much like a storage queue and web function. Just make sure you plan your parameter contract.
Make sure everyone has permissions to add to the central list or use a service account and just record who triggered the flow. The central approval flow can get and update the item from source and change approval status etc.

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