Updating Content Approval Status from Flow

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Posted on by CarlHRVA

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Hello,

I have a bit of a weird situation going on and was hoping someone could shed some light on it. For context:

I have document library where I have "Require Content Approval" turned on, as well as major and minor versioning.
I used ShareGate to bring some items into this new document library and, in doing so I used the ability to bulk edit the metadata of the items I was importing. This means I was able to set the approval status to Approved or Draft for any item that I wanted.
I have a flow that users kick off to submit changes to documents for approval and I would like to "set content approval status" from within the flow to show that the document went from pending to draft to approved/rejected.

What's weird:

Anytime a new document is uploaded through SharePoint, it automatically defaults the Approval Status column to "Draft" and I get an error saying that the document is "already in draft and can't be set to approved".
I think the fact that it is skipping the "Pending" status entirely is to blame for this but I'm not sure why this is happening.

Has anyone seen anything like this before? Thanks so much for any help.

Thanks,

Carl

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DeepakS 2,301 Most Valuable Professional on at

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Hi @CarlHRVA

Document should have a major version , make sure that document/item has Major version (1/2/3/4/....) before submitting for Approval. If the version is minor you will not be able to approve it.

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CarlHRVA 601 on at

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@DeepakS Thank you for your reply! So you're saying you can't require approval on a draft document, and have it become a published major version upon approval?

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DeepakS 2,301 Most Valuable Professional on at

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Hi @CarlHRVA
The document’s Approval Status is in
Draft - if minor & major versions are enabled
Pending -if the only major version is enabled) state

With Status draft you will not be able to approved so you can either use only Major version that be default the status to pending
or
use the minor and major version and publish document .

You can also use a custom approval flow and use your own status column.
- Start the approval when file added
- submit for approval
- if approved update the status column to approved else rejected

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CarlHRVA 601 on at

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@DeepakS Interesting stuff. What do you mean by "use the minor and major version and publish document ."? Meaning not making use of the content approval status at all? Unfortunately, I don't think a custom status will suffice. The whole idea behind using Content Approval Status was to limit users ability to see "draft" items, or items being edited while keeping a published version visible to everyone who had access to the library. If necessary, would I be able to update the Approval Status column using an HTTP request and the SharePoint API? Thank you!

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