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Releasing a document after approval

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Posted on by ijmort

I think I am losing my mind with Power Automate and was hoping someone could help. I have built a versioned library and applied an approval flow, where the intent is that someone can create a minor (draft) version of a file then, when ready, submit for approval, with the document releasing/ publishing upon approval. Then, same with revisions, they can edit the document (it will create a minor version that is invisible to other users) that could then be sent for approval which would release it.

I have tried probably 20+ iterations of flows to do this, including multiple flows in parallel. I can get all the emails, approval cards, etc. to work, but for some reason the documents will not "release" once the approval is complete, they stay invisible to other users. After hours and hours of searching, I'm here pleading... does anyone have an idea what I am missing? Or have a simple guide on the "rules" to get something like this to work?

I can share screenshots of flows, details of the library... I have a feeling either I'm asking too much of the system, or I'm missing something really obvious

Thanks

Ian

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Building flows

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Pstork1 69,383 Most Valuable Professional on at

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The key here will be to use the Check out and then Check in actions for the file in the flow. The Check in action is the one action you can use that lets you set the version as a major version. Everything else just keeps updating the draft version. Its when a major version is saved that it gets Published.

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ijmort 17 on at

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Thanks for the input. I added in the Check In action once the item is approved... but I still have the same issue (the file appears as Version 0.1 and Pending. I've attached the general flow here - just trying to get someone to upload or enter a file, request an approval, then the approval releases it. I have a feeling I'm soooooo close, and just missing something silly

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Pstork1 69,383 Most Valuable Professional on at

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Can you show me how you are configuring the Check In action? Are you selecting Major version in the Check in type?

Also, you may have to add a Check Out action just before it to be able to Check it IN as a major version.

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ijmort 17 on at

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Sure thing... I have it as a major check-in. I actually went and added in a check-out at the beginning of the flow (second step in the process) and, for some reason, that triggered an infinite loop of approval cards, and the document just iterates up 0.1, 0.2, 0.3, 0.4, etc. without every actually doing a major release

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Pstork1 69,383 Most Valuable Professional on at

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One thing I'm noticing is that the Check In is in a loop. There should only be one Check out and one Check in and it should be the last thing in the flow.

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ijmort 17 on at

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Hi again
So, I managed to finally work out how to get it to work! Thought I'd post it here in case anyone else wants a reference
Library settings: version controlled, minor versions enabled
Start a new flow from scratch (when item or file is modified)
Trigger: @equals(triggerOutputs()?['body/{ModerationStatus}'],'Pending')

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