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Prompt users to fill metadata when they upload document in document library and use that metadata value in flow?

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Posted on by ss_bent

Hi,

I'm in office 365 environment. My requirement is to create a ms flow when new item is created in Document library. When ever there is a new item my flow works perfectly fine but the problem is, I need few column's value to work on during the flow execution. When I upload a document, my flow get started without prompting for metadata. If I mark any of the field as required, then I get trigger error message in the flow.

I remember in SP 2013 we get prompt to fill all the required fields after document upload. Is there any work around to prompt end user to fill all the necessary information before flow kicks off.

I can't use "Item created or modified" trigger action.

Thank you.

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Building flows

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sudharsan1985 1,325 on at

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Hi @ss_bent

You can enable the check-in and check-out features in the document library, and in your flow, you can check the document checked-in status and continue with the business logic only when the file is checked-in. Obviously in a document library, if some of the metadata are made mandatory, users will be forced to fill in the metadata before check-in the file.

Try to refer the below URL, where its clearly explained on how to check the check-in status.

How to refer the check-in status

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ss_bent 12 on at

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Hi Sudharsan,

Thank you for your response.

I understand your idea and I was thinking in the same direction. But later in the process, Document properties will be changed from PowerApp as well(with different flow) because I need user input from powerapps(not using by send an email with option or approvals). They will attach a copy of new modified document(e.g expert's comments on pdf itself) so that designers can change the document accordingly. If experts feels that document is accurate, I'll simply change the status and assign the task to next approver.

If I use your suggested approach, flow will trigger every time when document property get modified(from powerapp e.g rejected). I'm thinking mandatory field get filed when new item created and I just call a trigger(When New item created)

Thank you,
Shub

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sudharsan1985 1,325 on at

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Hi, You can check the check-in and check-out status before running the flow. Maybe in your PowerApp check-in the file once all the fields are updated and while modifying check-out, so that the flow won't be triggered.

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