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Document acknowledgement confirmation

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Posted on by KatieB

Hello,

I've created a flow that notifies everyone in the company when a new file has been created or modified in a SharePoint folder.

I now need to get an acknowledgement from each staff member that the file has been read. I have looked into using Adobe Sign and Docusign, however, I wondered would it be possible to get some sort of confirmation (signature not necessary) without using a 3rd party tool.

Many thanks

Katie

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ScottShearer 25,270 Most Valuable Professional on at

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Would using a "For a Selected Item" Flow work for you? Users could select the document and run the Flow which would then create an item in another list with their name along with the name of the document. There is a template that you can use to get started.

Your email could provide a link to the library and instructions.

It's not perfect, but it's the best I can think of.....

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v-xida-msft on at

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Hi @KatieB,

Do you want to get a acknowledgement confirmation from each staff member when they have read that file?

Could you please share a screenshot of your flow's configuration?

I afraid that there is no way to get an acknowledge from each staff member when they have read that file without using a 3rd party tool in Microsoft Flow currently.

You could consider take a try to send an email to each staff member of your company and ask them to reply an email when they have read the new created file on their side.

Best regards,

Kris

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KatieB 4 on at

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Thank you both for your help.

Please see my flow requirements below. I would like to setup a flow similar to what you have sugested but am a little stuck with adding detail to the sharepoint list. I would like the flow to:

- Send email to all staff memebers when a new file is created or modified (tested and working)
- Include a link to the item in the email (tested and working)
- Create a condition: Yes - if the link is selected to add employees name, date and document name read to sharepoint list
No- send a reminder after if the link hasnt been clicked after 7 days

Im currently stuck with adding the condition and getting the employee details into a sharepoint list. I would be greatful for any advice.

Many thanks

Katie

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KatieB 4 on at

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Hi Scott,

Thank you for your help. Could you please expand on this solution?

I have created a flow which emails multiple people when a file is created or modified. The email links directly to the document. Where I'm getting stuck is I need a record in a SharePoint list of who has opened the document and when.

I've tried doing this by "send email with options" and an approval flow, however, I cant get multiple responses saved in the SharePoint list.

Many thanks

Katie

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ScottShearer 25,270 Most Valuable Professional on at

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Here is an example of a "For a Selected Item" Flow that may meet your needs.

The easiest way to get started is to go to the Library and selected Create a Flow and use the Complete a Custom Action for a selected item template.

I add two actions to the template:
1) I user the Office 365 Get User Profile action so that I can access the name and email of the person who ran the Flow
2) I use the SharePoint Create Item action in order to store the name of the document and user info in a SharePoint list.

I name the Flow "Certify That You Have Read This Document".

Currently, you'll need to share this Flow with your users (you can share with a Group) for read-only purposes (they ca'nt edit the Flow). At some point in the near future, this step will no longer be neccessary.

Here is the Flow:

If this solves your issues, please mark this post as Solved.

If you need additional help, please post here.

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GabrielStJohn on at

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Hello, @KatieB!

Have you had a chance to apply @ScottShearer‘s recommendation to adapt your Flow? If yes, and you find that solution to be satisfactory, please go ahead and click “Accept as Solution” so that this thread will be marked for other users to easily identify!

Thank you for being an active member of the Flow Community!

-Gabriel

Flow Community Manager

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Community Power Pla... on at

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Thanks for the solution! I implemented the "Acknowledgement" flow you have showed, but I'm noticing now the workflow is not displaying under the flow menu. Do you know what would be causing this or how I might resolve it? I just need the users to have a way to select and item and then kick off the workflow.

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ScottShearer 25,270 Most Valuable Professional on at

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@Anonymous :

In order for the Flow to appear on the menu, the user must first select a single document and then click on the Flow drop down menu. Also, for anyone other the the Flow author to see the Flow on the menu, the Flow must be shared per my instructions/screen shot above (manage run only users). You'll want to add the list as a run-only user. That way, anyone with contribute access of higher for the list/library will be able to use the Flow.

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Community Power Pla... on at

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@ScottShearer thanks for the quick reply.

I understand how it works and it was working prior to this week, but now it doesn't display on the flow menu. Sorry I should have been more clear about it was acually showing and working, but now it doesn't show. 😞

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ScottShearer 25,270 Most Valuable Professional on at

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@Anonymous :

Are you the only one who can see the Flow or can't you see it either?

Can you try editing/republishing the Flow?

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