Applying a document approval flow to multiple folders

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Posted on by Dee12

Hi,

I would appreciate it if I could be advised on the best solution for this.

I have created an approval flow that is triggered when a new file is created or modified within a project subfolder named 'For Approval', which then starts the approval process, and once the file is approved, it moves into a folder named 'Approved', which resides within the same subfolder as 'For Approval'.

I have over 25 projects and 12 different documents per project requiring approval, which reside in different subfolders within the main project folder. Every project has the same named folders and subfolders.

Creating a separate approval flow for each of these documents is too onerous, even if copying one instance of the flow and amending, as the site address, folder and destination address has to be amended for each flow.

I would like to know if there is a way of automatically applying this flow to any folder named ‘For Approval’ (for all projects) that has a file created within it, and have details for the site address, folder and destination address automatically change to that which pertains to the project that the document relevant to?

Thanks in advance!

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Using flows

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ScottShearer 25,270 Most Valuable Professional on at

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@Dee12

The short answer is that you can't do exactly what you want.

The long answer is that you can do the following:

Create a Solution

Create a child Flow that does the "heavy lifting" part of the approval process based on parameters passed in

Create a parent Flow and set it to run on a selected library.

Call the child Flow and pass in the required info

Create another parent Flow on a different library and call the child Flow

You can start with a copy of the first parent Flow

And so on...

The idea is that while you will need to create a parent Flow for each library, the approval logic, etc. can be contained within a single child Flow shared by all of the parent Flows

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Dee12 28 on at

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Hi Scott,

Thank you for your reply.

I have read the guides for creating a child and parent flow, but still unsure on how to implement this so it works correctly, as I am still a novice.

Would you be able to elaborate, please?

I have project folders within a library and each project folder has the same folders and subfolders template within it.

I had created the Flow below, which I assume in this case is the child Flow:
When a file is created or modified (properties only)
Start and wait for an approval
Condition
3a. If yes, file is moved to Approved folder
3b. If no, requestor is notified of rejection reason

How should I set up the parent Flow on a library and call the child Flow?
Do I need to amend the child flow above, so this works as it should (the reason I ask is that the site address is currently specific to one particular project subfolder)

Thanks, once again.

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