When the status SharePoint column of the file is Approved, upgrade the version column.

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Posted on by Charlie Martharper

891 Season of Giving Solutions 2025

Hi guys!,

I know there is a Approval Status column on SharePoint but I am not interested in using it and grab the information from another column named "status". There is a predetermined column named "Version" which gives 1.0 just when it's created.

The column status has options "Approved", "Pending of approval" and "In review".

When it creates the files the first status would be "In review", then when the editor is done working on it would be "Pending of approval", and finally when the Reviewer givers the OK the status goes "Approved".

So the idea is, when the file is created, the version is 0 or 1, i think i cant change that. Will be in status "In review", When they click a button in the library send an email (dont need that flow i think i can get it) and then when the reviewer approves and changes the status to "Approved", it upgrades to version 1 or 2 depending on which it starts.

And when someone edit the word or file again in the sharePoint, the status column to "In review" again.

I should create one when the column is approved and the other when the file is edited change it to "In review", right?

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David_MA 14,662 Super User 2026 Season 1 on at

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Unless minor versioning is enabled, SharePoint versioning starts at 1.0. If minor versions are turned on and the version is less than 1.0 (e.g., 0.1, 0.2), that means the file hasn't been published yet. In that case, only the file's author (or someone with appropriate permissions) can see it.

With major versioning, the version number increases every time the file is edited and saved. Because of this, I don't think tracking a specific version number is feasible for your scenario. This article Publishing Major Versions of Files in SharePoint with Power Automate | Blog about anything related to my learnings explains how to publish a major version of a document in SharePoint using Power Automate.

For the publishing flow to work, the item must be checked out. If users aren't checking out files during creation or review, the article includes a link showing how to check out a file via Power Automate.

Since the version number increments with every save, it's more reliable to focus on the approval status whether the document is pending approval, approved, or rejected. If you want to control when the version reaches a whole number (i.e., a major version), you'll need to enable minor versioning and require check-out.

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wolenberg_ 1,476 Super User 2026 Season 1 on at

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Hi @CM-10101153-0 ,

Yes, you should create two flows:

• Flow 1: When the "status" column changes to "Approved", use Power Automate to check the current version and trigger a version update (e.g., check out/check in or update metadata).
• Flow 2: When the file is edited, detect the change and set the "status" column back to "In review".

This setup keeps your versioning and review status aligned automatically.

If this helped or could help others in the community, feel free to give it a like or a kudo — it helps surface useful answers for everyone!

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