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File is created- not recognised by flow

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Posted on by OrcaDeWils

Hi,

In my sharepoint library where "require check out" is enabled, I set up a flow to update item properties when one is created. The flow doesn't trigger as the file is invisible as checked out to the user who added that file. Checking in the file doesn't trigger it neither. What might be the problem and how to solve it?

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Building flows

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v-duann-msft Microsoft Employee on at

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Hi @OrcaDeWils

Thank you for posting.

According to your description, you would like to update item properties when file is created. But due to SPO internal feature ‘checkin/checkout’ enabled, the trigger is not able to detect the new file creation directly.

Actually, it’s normal behavior as flow can’t detect file checkout/checkin shatus by design. There aren't any triggers available for this. But we do have workaround for this to use ‘send an http request to sharepoint’ instead.

Steps are:

"when file is created or modified"
"Send a HTTP Request to SharePoint"
Parse JSON
Check Condition
is status == checked in, then do something, else terminate

HTTP URI is :
_api/web/getFileByServerRelativeUrl('/sites/TestFileShare/@{body('Get_file_properties')['{Path}']}@{body('Get_file_properties')['{FilenameWithExtension}']}')/checkOutType

https://powerusers.microsoft.com/t5/Building-Flows/Invoke-a-trigger-on-check-in-of-document/td-p/96062

If you would like this feature to be added in Microsoft Flow, please go to this link and vote here:
https://powerusers.microsoft.com/t5/Power-Automate-Ideas/SharePoint-trigger-for-File-Checked-Out/idi-p/553062

Hope the content above may help you.

Thanks
Anna

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OrcaDeWils 78 on at

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Hi @v-duann-msft, thank you for this. I will give it a try in just a moment and will let you know about the result.

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OrcaDeWils 78 on at

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Anna, Does the condition mean that if checkouttype equal to 0 file is not or is checked out?

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OrcaDeWils 78 on at

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@v-duann-msft I am getting error for serverRelativeUrl, parameter name is not supported for the serverRelativeUrl parameter

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OrcaDeWils 78 on at

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I have managed to solve the problem, but is there a way this can be triggered only when file is created? I only need the file to be updated once when created.

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v-duann-msft Microsoft Employee on at

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Hi @OrcaDeWils

Thank you very much for update.

Yes, we do have 'When a file is created in a folder' trigger which only applies to file creation.
https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-actions-triggers

Hope it helps.

Please click Accept as Solution if my post is helpful to you. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up

Best regards,
Anna

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OrcaDeWils 78 on at

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Hello @v-duann-msft ,

Thank you for help.

However it seem like the flow is not triggered anyway. Let's say someone left the file checked out after adding and checked it in after few hours. It doesn't work anymore? Could you please advise?

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v-duann-msft Microsoft Employee on at

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Hi @OrcaDeWils

In that case, maybe we could add a delay action to wait for few hours and then continue to next action. Because we can't control user behavior.

Hope it helps.

Best regards,
Anna

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