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Pending content across our intranet

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Posted on by tchippe

We have 100s of libraries in our SharePoint intranet across 40 sub sites, all under one site collection.

Can ONE Flow be created to show ALL items with a "Pending" status across the site collection, so we know which items are ready to approve?

We currently have a long SharePoint page which is doing a content search to pull back "Pending" content, but we need simple approve/reject workflows, with the option of email notifications.

Thoughts welcome!
Thanks

Tom

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ScottShearer 25,331 Most Valuable Professional on at

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@tchippe:

Can you explain a little more about your requirement. It sounds like you are using a content query web part now to rollup content.

What do you want your Flow to do? Create a SharePoint page?

Scott
tchippe 15 on at

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Hi Scott

Ideally a SharePoint page showing all Pending content (which is what we have at the moment).

However, we also would benefit from email notifications to:

- tell the admin team when content has been submitted for approval
- show a page listing all submitted content with info such as name, date, submitted by, site, etc. etc.
- link through to the content - either the page itself, or the document in a library view.
- on approve or reject, email the requestor to tell them their content is now live, or has been rejected and needs amending.

This funcitonality is typically what a website CMS has built in, which we had before we moved to SharePoint. It's been a lot harder than we thought setting up similar publishing approvals in the same way in SP.

Hope this helps?
Best regards
Tom
tchippe 15 on at

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Hi @ScottShearer have you had a chance to read the reply? Thanks, Tom
MarkStokes 561 on at

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Hi Tom.

So, you won’t be directly connecting your Flow to multiple libraries but there might be a couple of ways you can do this.

1. Generate an RSS feed, if you are using a content query webpart you might be able to have it generate an RSS feed of the items it finds. You can then read this RSS feed in your Flow to get to all the pending items.

2. Search. If you are a bit more “techy” then you could use the “Send an [sic] HTTP Request to SharePoint” action and formulate a Rest query to perform a property search, such as: http://server/_api/search/query?Pending=‘Yes

You’ll need to play with the search query a bit, but this should help:
https://docs.microsoft.com/en-us/sharepoint/dev/general-development/sharepoint-search-rest-api-overview#post-requests

Hope this helps

-Mark
GabrielStJohn Microsoft Employee on at

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Hello, @tchippe!

Thank you for posting on the Flow Community Forum! Have you had an opportunity to apply @MarkStokes‘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
tchippe 15 on at

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Hi

Firstly, many thanks for your replies everyone!

On reflection, it seems there's no simple way to gain a good intranet approvals process using Flow.

We'll have to live with what we've got. I'll post a product request on to SharePoint as I consider this to be an essential to a centrally governed intranet on a CMS.

Many thanks again.