Run Power Automate flow from SharePoint - For a Selected Item trigger
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- Опубликовано: 22 май 2024
- In this tutorial video, we will learn how to run a Power Automate flow from a SharePoint list using the For a selected item trigger. We will use a flow template to trigger flow from SharePoint list button and add an on-demand flow approval process for the selected item. The flow template uses Input parameters that opens in a side panel in SharePoint. User can enter the approvers dynamically, set approval reminders and more. We will also leverage SharePoint list formatting to provide the user with a button to trigger the flow for the selected item in SharePoint list - You can use column formatting to create buttons that, when selected, run Flows on the corresponding list item. The Flow Launch Panel will be displayed after choosing the button and the Flow will just run.
#PowerAutomate #SharePoint #flow
Create a button to launch a flow using Column Formatting - docs.microsoft.com/en-us/shar...
Table of Contents:
00:00 - Introduction
00:47 - Create a flow from SharePoint list using template
06:52 - Modify flow template to modify status based on flow approval response
09:14 - Flow Launch Panel in action
10:39 - Approvals in Outlook
11:40 - Format HTML in flow
15:03 - Column formatting to Run a flow for a selected item in SharePoint
19:32 - Set run only permissions for button flow
22:14 - Subscribe
Here is the link to the JSON formatting code on GitHub
github.com/pnp/List-Formatting/blob/master/column-samples/generic-start-flow/generic-start-flow.json
This was very informative instructions on Run Flow from Sharepoint! Quick question, if I have multiple coworkers utilize this, how can I make it to where only the submitter, the approvers and page admin can see their submitted item/flow? I want to build this to use and allow others to use but do not want everyone to see everyone else’s personal approvals, is there a way to do that?
@@patko1980 You can define run only users for such flows. Owner has full rights. Run only users only have run only permissions on flow.
@@RezaDorrani how can I set that?
@@patko1980 in flow details page
Reza, you are an absolutely perfect expert and teacher. I am brendly new on power automate and my managers just assigned me such type of tasks so I have never belived that I can do anything. After watching many of your videos, I could build the needed flows. I continue learning from you, your work is extramely useful. Many thanks for your help!
Thank You so much!
So happy to hear the feedback
What a coincidence! I discovered this flow this afternoon and have just started to personalize it.
I also read an article on the possibility of creating buttons a month ago but it seemed quite complicated at that time. I intended to progress to tackle it. Your video is extremely educational and I will implement most of your tips tomorrow.
Your sharing is a real blessing because there is no book in my language on Power Automate! Thanks to you and other volunteers, I am making great progress in mastering this software. Many thanks again.
Thank you for the amazing feedback.
amazing video as always Reza! Thank you so much for making videos that helps us with our work projects
Glad you like them!
Reza - whenever I'm googling how to do something in Power Automate and Power Apps and the result shows a video by you, I will ignore all the other videos and click on yours. You seem to know what parts are baffling me and it is awesome. Thanks for the table of contents also, this speeds up research time so much!
Wow! Google loves me :)
Thank you for watching my videos and following my work.
THIS WAS AMAZING!! I swear you know what's going on in my company because every time I get asked a topic we're having issues with, you post a video the same week. I spent an hour trying to figure out why I was the only one that could see the run flow option from the menu. None of the blogs I read mentioned the run only users!! In 2 seconds you answered my dilemma. THANK YOU. You're my SharePoint HERO now. LOL 🤣
Reza the mind reader 😃
@@RezaDorrani I am trying to follow this but the Microsoft blog post that you copied has been removed. 😣 Any suggestions on how to get the right JSON to format button to run Flow?
@@cmarkbernal Not sure why they removed it. Check github.com/pnp/List-Formatting/tree/master/column-samples/generic-start-flow
Great video, life saver! I was struggling with why other users could not see or run the flow that I created. Then I saw the part where we had to configure the run-only permission with other users. Thank you!
Glad it was useful. Thanks for watching
@@RezaDorrani It still do not work for me. No function on the button, no popup for the user to confirm the connections. It only works when I give direkt permission to a specific person. The permission for the side and list does not work for "everyone" with access to the list and items. 😢
@@dingersu I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
Fantastic Video Reza! This is just what I was looking for with my approval flows.
Great to hear!
The Approval JSON at 15:39 documentation is super useful, replacing Flow GUID is super smart way to kick start at SharePoint. Thanks again for sharing Reza!
Thank you Aroh
This is awesome, thanks for all your efforts Reza. Much appreciated👍
Your most welcome!
Thanks Reza, excellent "How to" tutorial that is very well explained. Thanks a lot!
Thank you for watching
Very well done and explained! Thank you so much!
You are most welcome
Hi Reza, Thanks for your content. It's always helpful for us. Used this for a selected file trigger for creating subfolders on demand.
Glad it was helpful!
Thank you very much Reza..you are just amazing ,please keep posting !!
Thank you, I will
Brilliant ! Thank you Reza for this awesome tutorial 😃
My pleasure!
why is it that on each of your videos Reza I have a wow never thought about doing that... ;) love the html comments and the flow button status changes really makes it a great experience. Thanks again.
Glad you like them! Thank you for watching.
Thats such a great work & presentation as well. Extremely useful
Glad it was helpful!
Your this tutorial saved me 🙂 Exactly what i was looking for. Really appreciate
Most welcome
Great job. Amazing. Happy to find you to learn.
Thank you for following my work
Very nice video. Thanks a lot!
Your most welcome
Thanks Reza for helping us
👍
Your doing amazing Works man hats off to you
Thanks ya
Thank you so much for this video. Especially for minute: 19:20 👍🎉
You are so welcome!
You ARE genius. big thanks
You're welcome!
Amazing
Thank you 😊
Oh God, it is exactly what I was searching for. all is here
👍
Thank you very much !! this is fantastic, we love you !! hehe
I'm glad you like it. Thanks for all the love :)
@@RezaDorrani Congratulations !! One question, if I allow readers access to read only, will they be able to approve the item? Or do I have to give them collaborative access?
@@ramon_1992_ Approvals security is separate. They should be able to approve it.
@@RezaDorrani So if I give them read-only access to the sharepoint list, will they be able to approve?
@@ramon_1992_ They should. They will take their decision in email or mobile app or flow approval center
This is Amazing. Thank you so much.
You're very welcome!
@@RezaDorrani Reza thanks so much once again. I'm in the process of implementing this flow at my work place. There one thing I would really love to add. I want to add a column called Approval history link. In Power Automate, in the Approval section, we are able to see all historical approvals. The flow template you used in the video has a function at the beginning "Initialize approval respond link variable". This is getting closer to what I am looking for, but this is the respond link, which is deactivated once the approval is completed.
Any tips on this?
@@AaronCCorbin Approval history is not maintained by flow beyond 28 days. Better option is to create your own approval history. I have done videos on those on my channel
Amazing 💚 txs so much
Glad you like it!
Great video
Thanks!
Thanks for all your videos. I've really enjoyed them!
Just wondering with this flow, is the user able to enter a distribution list to send out for approval in the first form? TIA
Most welcome!
Not sure if thats an option. Try and see if you can enter a distribution list.
Hi Reza - fantastic tutorial as always. I wasn't aware of this useful template for the approvals. One question that's come up before in my experience is a way for, say a manager to have visibility to who has actually approved the request vs who still hasn't. I suppose you could capture the approvers in another column and append to the Approval comments table when someone approves, but not sure if that's a good option or a better way to handle? Appreciate your time and thoughts. Thanks.
In case of approval type everyone must approve, the flow does not move ahead until the approval process is complete. So there is no direct way to get who has approved vs not. You can query Dataverse/CDS to get that information (requires premium license). I did a video around approval reminders wherein I check who has not responded. Check - ruclips.net/video/ZupQ0AbDl0I/видео.html
Great video! It helped me a lot! :) One question though... is it possible to have more than one button with different flows? If so how is it structured the json?
Possible. You can have multiple flows on a list.
This is amazing thank you! Would you possibly be able to share the different codes you have input/replaced in the different flows and JSON's as I'm finding it difficult rewriting your codes from the screen..?
Welcome!
I did this video a while ago and no longer have access to the code. The video is the best reference I have.
@@RezaDorrani Thank you, I thought it was a long shot! I get this error
Unable to initialize operation details for operation - manual. Error details - TypeError: e.enum.map is not a function - do you know what this means and how I can fix the error?
@@rebeccahilbert1780No idea about that error. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Like your videos so much. Just want your advise if we have more than 5 creators in the Sharepoint for the submission, do you advise to use this as the triggering approvers flow or other method? Also, if I use Office 365 Users to get the Manager's email/name, possible to skip the Manager's name and select another approver, e.g. Head of Dept instead (1 level above)? Tks
The approval pattern choice is purely up to your use case. You can replace the manager approval to any other approvers of your choice.
Check my video on defining approvers dynamically - ruclips.net/video/GyoD0DD_fW0/видео.html
As always - I learned a lot! Thank you! Question: is there a way to format and send the item for approval with a few of its columns? This would help the approver to check the most important information and get the request approved right there in the email.
If you check dynamic content in flow, the flow trigger will expose all the columns for the selected item. You can use that information and pass it on to the approval request.
Hi Reza, Thanks!! very helpful video. i don't see the Jason code on Microsoft site for button formatting . can you able to help?
I believe the link changed. I did post the updated link in one of the video comments. Check the comments section.
Amazing tutorials! Good job man...
Waiting for a video where bulk assignments from SharePoint list are performed via Power Automate...not just a single item.
Thanks.
Selecting multiple items to trigger flows is currently not supported.
@@RezaDorrani any idea if it is coming anytime soon?
@@karandhanak6015 I am not aware of it being in the works.
@@RezaDorrani I think the only work around is building an array to collect all items assigned to a person...make an html table and send one email with all items.
@@karandhanak6015 Yes, but there is no way to collect specific items where the user can choose which ones they want.
Reza, you are my new hero!
:)
Hey Reza, this flow is perfect for the CapEx approval process I'm setting up. Only issue is that I would like the approvals to be sequential. I can't have my approvers list receive it at the same time. Can this be done using this flow?
Thanks again for the brilliant content.
ruclips.net/video/gb_FUeRjgg4/видео.html
This is awesome. This will be valuable to one of my of my programs. Can you pls provide the JSON that you use in this video? Thank you so much.
Here is the JSON
{
"$schema": "developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
"elmType": "button",
"customRowAction": {
"action": "executeFlow",
"actionParams": "{\"id\": \"2b67cbc7-dfa7-4a34-8431-f2172fe983db\"}"
},
"attributes": {
"class": "ms-fontColor-themePrimary ms-fontColor-themeDarker--hover"
},
"style": {
"border": "none",
"background-color": "transparent",
"cursor": "pointer",
"display": "=if([$Status] == 'Closed', 'none', 'display')"
},
"children": [
{
"elmType": "span",
"attributes": {
"iconName": "Flow"
},
"style": {
"padding-right": "6px"
}
},
{
"elmType": "span",
"txtContent": "=if([$Status] == 'Rejected', 'Restart Apporval','Start Approval')"
}
]
}
@@RezaDorrani Thank you so much Rezza. This is awesome and I agree with the comments below, you're our SharePoint Hero.
Great video! Is it possible to create similar functionality for a document in a specific folder inside a document library? Use case, add/edit/update a document, send for approval, when approved, convert to PDF and save PDF to different document library or folder? Maybe viewed and available in company HR or internal procedures tab in Teams. Maybe for updating and publishing company procedures, checklists etc. If so, how to accomplish that?
Possible with same concept. I do not have any video outlining the steps.
Check my playlist on power automate - ruclips.net/p/PLTyFh-qDKAiEs0rhQuR7fwSv5_63FHr_0
You will have to mix a lot of the concepts.
I would recommend you also check out the forums. May be someone has done something similar - powerusers.microsoft.com/
Hi Reza,
Thank you very much for the video content, it helped me a lot.
In my environment, I have a list with more than 500 users, how can I dynamically filter to send as HTML only the line of each employee in the body of the email?
Thanks for watching and liking the video.
Check ruclips.net/video/VnWg-Eox37Q/видео.html & ruclips.net/video/tp0jLnmKcEs/видео.html
awesom video as usual :) Quick question, i don't have access to a PC to check. Is it possible to create a flow a SharePoint view ?
I don't think so.
It is possible to execute a Flow from a non default environment! It is even supported.
The guid of your environment needs to be mentioned as flow reference. How to get the correct reference?
Go to your flow details from within your solution > click "Export" (no, it will not generate a zip) > Get Flow Identifier --> just copy it as reference to your flow.
This is the description of this option: "Use this detailed identifier to reference this flow in manual flow invocation scenarios like running a flow from a SharePoint column button."
Example:
"customRowAction": {
"action": "executeFlow",
"actionParams": "{\"id\": \"v1//\"}"
},
Possible - Yes. But I have not tried it.
Did the example you provided work?
@@RezaDorrani Yes.
@@koenti007 Cool! Thanks for sharing.
Great video as usual! Quick question on the form: I notice that the first two fields are required. In a custom flow I'm using specific to my list I'm using the 'make the field optional ' two input fields I've added to my flow (one for internal email addresses and another for external email addresses). Regardless of whether that toggle is set on or off, the fields show up in the form as 'Required' with the asterisk and subsequently error messaging displaying if left unpopulated). I don't want to separate these two options out as separate flows (ideally - but I will if I have to) so I'm curious why the toggle of required/optional does not seem to work? Is it perhaps because I am using those elements as dynamic content? I wouldn't think that would be the case.
That should not be the case. Might be a bug. Try with a new flow.
Wow, thanks Reza for showing us how to insert the trigger of the flow using a button with JSON. Question on this process, for example Sarah Tabor has edit rights to this list correct? How do you prevent her from just changing the Status column value to anything without using the power automate flow?
Thank You!
When you define run only user permissions, you can also define under which account the connectors should run. User who triggers the flow or the flow owner.
Good question. But I think @Reza got you wrong.
@@Mx81 Ah sorry I misunderstood the question.
SharePoint does not have column level security. You will probably want to hide that column in the form or use power apps to make that column card as read only.
@@RezaDorrani Thanks Reza, that's what I thought, power apps is the only way to granularly control what columns a user interacts with
Great video Reza. Something that has been bothering me is that if you have an approval status column in a list can't any user of the list change the status manually? Depending on what the list is used for this is worrying because I can't see how a third party can audit an approval. The approval only seem to be seen by the sender and recipient in teams. I'd really like to kick off another process once a item is marked as approved.
If user has access to perform content approval only then they will see that option in SharePoint.
Content Approval Status is a read only column for users that do not have that access.
Hi Reza, I have learnt a lot from you, your teaching is improving my skills. Thanks so much.
I have troubled to insert a table into Multiple lines of text column of SharePoint list . I have chosen this into Enhanced rich text (Rich text with pictures, tables, and hyperlinks) and tried to edit in the classic view. However I just can't, the edit function is freezing and not allowing me to change. please help and advise how I can do. Thanks in advance.
Most welcome!
I have not come across this issue and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani Thanks for your reply and I just posted it. Hope you can help me with.
@@chanchan0627 I only go to forums in my free time. There are many other experts there who help.
Hi Reza! Wow thankyou. It is possible to move the file instead of updating the file after the item is approved/rejected?
Possible but not something I have tried.
Thank you, I figured it out :D@@RezaDorrani
Hey Reza, great Video...... is there a way to directly start the flow without opening the side panel....... i have a sync flow which should start without opening the sidepanel and extraclick on run flow. Which way this case could work?
I don’t think so. You would probably need to build a flow using the http request trigger.
@@RezaDorrani thanks for your answer.... i also thought so, do you think its possible to fire a http request from a sharepoint column? As i understand a normal link request via browser is ever a GET Method and a Request Trigger in Power Automate only allows POST Method i think.... ?
Ahhh. Your right. I forgot that its a POST. May be there is a limitation here then. User would have that extra click.
Fantastic and awful 😉 Why? When I see your videos I always must have this flow. Which means, I´ve to investigate time. Thank you therefore and greetings from my wife 😁
You can do it! Thank you for watching.
2 questions concerning action "Create an approval". Question 1: If I make the Request field not mandatory and a text won´t be added, the flow runs on error, as the expression expect a text. How can I adjust the formula. Is it possible to insert 2 different links with 2 different names?
@@michis. You would have to use expressions to check if data is null.
@@RezaDorrani can you help me?
@@michis.
It is difficult to provide assistance here on chat.
I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
This is fantastic. Works except when I hover over the timeline dot, I get the , not the emojis, approvers, and comments. Any idea why?
May be because you are using the multi line text column with rich text enabled. Try only using a multi line text column.
This is great. Is this possible to run the flow from power app’s instead of Sharepoint something like the flow run on push button for selected item?
Power Apps has the feature to call flow and pass the item context - ruclips.net/video/emAhLzVG9bM/видео.html
@@RezaDorrani Thanks for quick response. I watched the video and you apply it when item is created. How about on edit item, if we edit the existed item on PowerApps? Is it the same process?
@@hannawg7747 You could do the same.
Hello Reza. As usual a great video. However, I took a list added an on modify to the list to create a flow to run when an item is modified taking that flow's guid and pasting it into the JSON for a launch action to go to that flow and that fails saying Couldn't start flow "When an existing SharePoint list item is modified mylistname, complete a custom action". (That's what I named the modify flow). Can you suggest what is the issue on this? Thanks, Howard.
Most welcome!
I have not come across this issue and hence not sure what the cause could be.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Thank you Reza, another very informative video. While following the steps today, "Respond Link" from "Start and Wait for Approval" is missing. Is it replaced by something else already?
Thanks.
At what point in the video do I show that. Can you please give the time?
@@RezaDorrani The left parallel branch (where actual approval goes) for sending reminder emails. I am trying to save the "Respond link" to use it later in reminder email body.
@@RezaDorrani Time : 6:07
@@radhikamarda9407 Respond link is dynamic content from approval action. It is out of the box.
Hi Reza, trying to get the right video about ms lists to post a my question after walkthrough you video correlated with ms lists.
There's a column called "Assigned to" at the ms lists. But its seems not correlated with todo or planner apps, so when I try to assign a task to my self on ms list, it wouldn' appear on my todo or planner apps, isn't it?
Trying to make a FLOW regarding this, but seems the result isn't satisfying. May be you could make it more satisfying.
MS Lists are SharePoint Lists. Tasks assigned here do not show up in Planner or To-Do. You would need to use flow to create those tasks in planner or todo when a task is created here. I will recommend you check on the forums at powerusers.microsoft.com/
Nice video, thanks a lot Reza, but i am unable to find the json to colon formatting. Could you please share the code? Thanks a lot
Not sure why it was removed from the MSFT documentation.
Here is the link to the JSON formatting code on GitHub
github.com/pnp/List-Formatting/blob/master/column-samples/generic-start-flow/start-flow-button.json
Amazing as usual dear . Dear I was wondering how to get the id from sharepoint library item row if the id is not in the email received . I need your help . Thank you
The flow is triggered from SharePoint and if you check Dynamic Content you will get the ID of the SharePoint item or file.
Just use that in the email body.
@@RezaDorrani thank you . You know i got ids from get files inside json. But i don't know how to get the item id using filter array to get file by file name . I have the file name extracted from the subject of the email and the file name of the sharepoint also inside the json .so i don't know how to extract ids and file names from json because at the end I need to get item row from document library sharepoint. Thank you for everything
@@ahmadyamout1115 Your use case is different from the video. It would be tough to help without looking at your flow. I would recommend you post your issue with screenshots on the forums at powerusers.microsoft.com/
Great video as always, thanks. When an item is rejected by an approver, the comments are added to SharePoint. If the item is resent for approval and is either rejected again or approved, the original comments are overwritten in SharePoint. Is it possible to retain the previous comments?
Check ruclips.net/video/GyoD0DD_fW0/видео.html & ruclips.net/video/lYE7NXTDPJY/видео.html
Nice video thanks Reza, this solution works in default environment but as soon as I import flow to other environment then it doesn't work. Also I couldn't see flow name in context menu. Can you provide some pointers here.
SharePoint for a selected item trigger flows run in default environment.
You can change the setting as to which environment these flows should be created.
Your admin can do that using PowerShell.
Check blog.atwork.at/post/Power-Platform-Environments-and-Governance-Tips
@@RezaDorrani Thanks for your reply. I checked article mentioned by you, it seems using powershell we can change the default environment but I want specific flows in production environment only, powershell doesn't have option to mention flow guid so that it will be applicable to that flow only. Is there any other workaround? My basic requirement is to call flow from production environment having "for selected item trigger".
Thanks in advanced.
@@rahulchitte763 I do not believe that is an option as of today.
This is very impressive. How can you be reached, please? I will need something customised for other purposes.
My email address is provided in the About Tab of my RUclips channel.
Reza, thank you for the content ; I have an extra question for you please : I have created a service account to create an approval flow.
When my users start the flow from the library, after the approval, the "modified by" column is filled with the user's name and not the service account and it annoys me a lot because a second flow checks if the user commits modifications on the file to submit again for approval. Do you have suggestions ?
Regards.
For manually triggered flows, it runs under account of user triggering the flow. I'm not aware of workarounds for this.
Thank you for a great video. The link to the JSON is 404. Do you have another?
Microsoft changed the link for it. I believe someone posted updated link in comments.
Thanks for this Rezza. The button for triggering approvals work for the list, but is there a way to do the same on the list form? When I click the item, the form comes up, but the "Approval" button doesn't show up. :(
I believe it only works from the list. For trigger from form, you would need to change your flow trigger to http (premium connector).
Great video, thanks !
I was just wondering whether the people running the flow should have full control/design access in SharePoint or the flow must be running on a higher privileged account otherwise in my case it is access denied for edit users 502 500 bad gateway access is denied error.
Please guide.
Does the video not cover security?
@@RezaDorraniThank you for responding back. Here, it is mentioned that the SharePoint and approval connection should be of run only users but what if the run only users have a contribute access or edit access, then the status won't be updated in the list/Library column. Am I correct?
@@shivoham3633 It will be updated
@@RezaDorrani oh I understood in my case I am using inbuilt SharePoint approval status column and update item gives access denied 502 bad gateway 500 error to users with edit permissions.
So, I guess we should be using custom column as you have used.
@@shivoham3633 Approval status column requires a specific permission level (I do not remember which one).
Hello Reza, quick question : I followed your tutorial but I had to break autorization inheritance to give specific rights to each created item in the list (using Power Automate). I think doing this breaks the ability to share the button flow to other users that are not owners of the list, as they told me so and they don't appear in the global autorization panel of the list. Is there any other way to grant access to (a large number of) people to the flow, or maybe add them as members in the list without the ability to see every item ?
I have not come across this scenario and unaware of the limitations. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
hi Reza, thanks for sharing. i wanted to know how we can put validation to iterate through already existing data in List. for eg, if you try to book a company car and driver on certain date and time, then put validation that if same car or driver is booked already then throw validation error on Save. how to write this validation in power apps.
This video is flow related :)
In power apps you can use lookup function to query your data source and check if scenario already exists and accordingly display message to user.
Nice video Reza, but when I look at the available templates I do not see this one in the list. What do I do?
It is in the list :) Check it by clicking on more templates.
Here is the template link - us.flow.microsoft.com/en-us/galleries/public/templates/0d0993c42a3f4e71a2d9a24b9a78116f/request-approval-everyone-must-approve-for-a-selected-item
@@RezaDorrani When I click the link and sign with my organization email I get a message that says 'my organization does not allow Microsoft Power Automate. Use your personal email to sign up. My organization has Office 365 and I have created several flows. When I sign in with my personal account and get to the connector screen the Continue button is grayed out. Is there a way to export the template and import it into my organization?
@@curtisspurlockiii8055 Not sure about that one. I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
Hello excelent channel, how can i do the following: I have a list when i change an option it should send an email if option a is selected, if option b is selected send to someone else. The population of the list is coming from a MS FORM. Let me explain you.
i create a form that sends the content to a SP List, once is created it sends an approval if it's approved it send an email to someone to review the content, once this person check the content is ok,. Manually has to select an status from the column and send an email depending on de option selected. Hope i was clear. Thanks!!
I would have to recreate your scenario to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Great video, the only problem we have, that the substitute can´t process the approval in the inbox. So we have a problem if the approver is on holiday or sick.
This may help then - ruclips.net/video/r8jk5xigpQg/видео.html
@@RezaDorrani No, unfortunately not. Is there no way for the substitute to process the approval?
@@michis. Should be. Im not sure what exactly you issue is. I would recommend you post your issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani Sorry for bothering again, but is there a way to create this flow for recipients with pool addresses? If not, do you have another idea for this problem?
@@michis. I'm not sure what you mean by pool addresses.
Thank you for another great video. One observation here. These manual flows only works in the DEFAULT environment. When our team tried to move to PROD environment, flow stops working.
Have you experienced this?
Currently, everyone will experience this because it is by design. Hopefully in future we have options to deploy in any environment.
@@RezaDorrani I think it worth mentioning in your videos as you videos are kind of becoming a reference. I would recommend adding this link into the "Video description"
docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-actions-triggers#for-a-selected-item
So non-Default Environment is not supported for both starting from Power Automate & Starting from the Approval Button
@@haddadinjamil Great point! However, if I update the video description, youtube will reset the index on the video and the video will drop in search relevancy.
Another great tutorial ! Can you help me with the date's comparison. I would like to display my flow button when [$Myfield] is before now. How do i have to write this ? Thank you
I got it !
Check my playlist on column formatting - ruclips.net/p/PLTyFh-qDKAiE7C_2lVNAPzgHXsBykG0Tf
I have covered this in one of my videos.
Excelent info, can you show the same for a Library?
Thanks!!!
Shhhhhhhh! Releasing tonight I have a video on doc library and flow :)
@@RezaDorrani Will be expecting it!!!, You know i made it with a library, but in the Comments can't find how to show the table. The html code appears and can't fix it.
@@carlosm5591 For doc lib, Im showing a different concept altogether which also includes true security
@@RezaDorrani i found the solution, i have My flow complete now, working with a library. Best Regards
Hi Reza,
I have a question. I have created a flow for shared mailbox. Since I don't want action on each mail receive, i created a sub folder and I triggered that sub folder in the flow.. so if any mail I want action I will drag that mail to sub folder to run the flow. And this will put the details on SharePoint. However I am facing issue it triggers intermittently.. sometimes flow runs sometimes it don't. Any suggestions to run the flow everytime or how should I test would be a help.
I will have to look at your flow in action to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Reza, is there any trick to making the column formatting work in the list view form? It seems if you use a text column and leave it blank, the formatting doesn't apply at all. If there's a value in the field, the formatting appears, but when clicking on it it, the form just lets you edit the value in the field; it does not open the flow launch panel. Is it possible to add an icon or button in the form header or footer to run the flow?
I don’t believe it works in the list form experience. That is how it has been.
@@RezaDorraniOK, thanks. At least this confirms my experience with it.
Hello Reza, is there a possibility to reduce a group of persons that can be selected as Approvers when launching a flow? Because there usually is just a small group of Approvers but in this scenario you can choose anyone to approve in this scenario. Thanks for the answer.
I dont think that option is available.
You can use a dropdown control instead and list out your approvers in there.
Hi Reza, your link to the site for the Create button to lanch a flow does not take me to the correct place - can you assist me with the code?
Check pinned comment on video
Is there a way to fire/trigger manually a flow and trigger it if a new item is created?
I’m migrating a flow from nintex and it has the ability to start manually and start when items are created, can be this possible in power automate? If not, is there a workaround / another option ?
I don't believe such an option exists with flow. You can manually resubmit existing items.
@Reza how can i hide the approval status and approval comments columns when creating a new item (since they are updated by workflow), but i want these columns to show in the item link. when i hide these columns from edit columns in the form, they become also hidden in the item link received by the approver to approve/decline.
Since issue is they become hidden in item link when approver clicks on it, why not show that information to the approver in the approval email itself.
This is a very nice video. I have a question/concern. The button only launch the flow for the 1st time but if we cancel the launch and click on the button again nothing happens unless we refresh the page and click the button again. Is there any solution for it?
Interesting. I did notice that as well. Must be a bug. I don’t think there is any fix for that.
@@RezaDorrani Thank you so much for your reply. At least I will not waste time trying to find a solution for this bug.
@@abhijitmondal84 I will recommend you check on the forums to confirm powerusers.microsoft.com
I have had success in Firefox for some reason. I cannot get the flow to launch at all in Edge and the original JSON info shared in the link above is gone. Have you tried a different browser?
@@tbone536 I only tried with MSFT edge
what I´m still missing is a workaround, if the approval has to be reassigned to another person. At the moment we reassign manually in Power Automate, but of course sharepoint list should show the new assigned and a message should be send to the requestor.
Currently there is no action to capture Reassigned approval actions.
One would have to query Dataverse (premium feature) to get that information.
Hi Reza, For Selected Item, can I have the add input fields pre-filled from list item selected & editable? Please reply.
I don't think that is currently possible.
You could leave the values as empty to begin with. If they leave it empty then use list item values in flow, if they enter data then you use the data entered.
Thanks Rezza, one more question.. I was able to make it work but when I put the list in a Sharepoint web part, it doesn't trigger (in my test I am the one logged on while viewing the Sharepoint page). Anything I might have missed?
Hmmn. Never tried it from a web part on a SharePoint page. It should work but may be its a limitation. Check the documentation. Alternatively, I will recommend you check on the forums at powerusers.microsoft.com/
@@RezaDorrani I have the same issue as @Aussiefied . Doesn't seem to be a solution anywhere so far.
@@BjornTA It must be a limitation that it only works from the list view.
Hi Reza. Thank you for this video. So, how about this scenario. I want to create a flow with 2 step approvals. The user selects an item, the form opens up. Then we want for the user to be able to enter multiple approvers emails in "stage 1". If it gets approved, we would want for that approved form to got to stage 2 of approvals. And we would want for that to go to the whole team, but only one can accept it and approve it. How would that work?
I will have to design this use case (specific scenario) :)
Look into adaptive cards.
@@RezaDorrani did you plan on doing anything similar to that soon? :D i did take a look at the adaptive cards, thank you for that!
@@andjelamihajlovic5614 Adaptive Cards is in my list. But not soon.
Thanks Reza for the video.
When I try to use the JSON provided from the microsoft portal, it is not allowing me to save it. Could there be some kind of restrictions that could be imposed by the administrators here? I am able to use simpler JSONs though.
Can you please help?
techcommunity.microsoft.com/t5/sharepoint/sharepoint-button-to-run-a-power-automate-flow/m-p/2249294
Thanks @@RezaDorrani I was able to save the JSON by using the column as a multi line column. However now, I am not able to make the button appear or disappear based on a column status. The code that you showed on your video and also on the above link that you shared, both do not seem to work.
"display": "=if([$Status] == 'Created/Updated','display','none')"
"visibility": "=if(([$Status] == 'Created/Updated'),'visible','hidden')"
It does not allow me to save the JSON from the column formatting option. If I go from the List settings option and save the JSON on the column, then the button disappears for all the rows irrespective of the status.
@@rohitagarwal8544 Depends on your column type, choice column values etc. I will have to look at your list setup & json code to know more.
I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
@@RezaDorrani I was able to make it work finally. (A comma was missing somewhere in the code 🙃)
To also let you know that the attribute "display" doesn't work, instead the attribute "visibility" works!!
Many thanks..
@@rohitagarwal8544 Great 👍
Hi Reza,
thank you for the video. I have a question
I have my flow in a non-default environment and i have integrated that flow with the SP list but I am unable to see the flow name in the "Automate" tab.
Do you have any workaround for this?
Many thanks in advance.
It must be in default. You would need to export and import your flow in default.
@@RezaDorrani thank you for clarification. I was wondering if there is any specific reason not to have this feature for custom environments.
@@jatinparmar852 eveyone needs to have maker access in that environment. Default has that.
@Reza Dorrani thanks. I think it was an out-of-the-box feature which is only for default environment. We need to create the custom buttons to make it work in the custom environment, as you did in the video
@@jatinparmar852 Im not aware of any options for that. Please check on forums powerusers.microsoft.com
Hi Reza,
I've create a similar flow except with a different trigger 'For a selected file'. In the initiation form, there is an email (people picker) field, As users try entering value in that field, it never gets resolved instead throws an error saying "Access token validation failure. Invalid audience". This is happening only in google chrome, while in Microsoft Edge, it's working fine. Is it a bug or I could be missing something? Thanks
Might well be a bug in that case. Not something I am aware of. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has experienced something similar.
I have a usecase - i need to record published blog post url for each item in the sharepoint list column. Could you please suggest any way to do it. Thanks!
I did not understand the requirement. What is published blog url? It can be added in form itself.
@@RezaDorrani i post blogs daily. I need to record url of each blog in a seperate column of sharepoint list automatically.
@@madhavilatha2985 I believe there is an RSS feed trigger. You can read when new blog is posted and then add it to SharePoint. I do not have any video reference for this though. Check on forums in case someone has done something similar powerusers.microsoft.com/
Hi sir Reza! I wanna make a single table of the "Comment Table" for all my approvers but I am creating a serial approval flow. I tried this but I can only make different tables for different approvers.
I have a full approvals playlist. I have shown various options. You can check those. If your specific use case is not covered, then I would recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hi Reza, thanks for this. I am trying to trigger this for a Library in which the approval is triggered via the button but automatically runs without user having to inout who the approver is as they are varied. Also when I add 'set content approval status' to my condition if approved to update the file to approved, the flow will not run. Any help? I have tried the automated flow for when an item is created but if a user makes edits after the upload, this triggers multiple approvals
I have not come across this issue and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thank you!
could you please share all the coding? for example how to set the variable? HTML table?
I did this video a long while ago and no longer have access to the flow. The flow is based on a template that exists even today and the video is a step by step guide
hi, can you help me a bit with this task (flow) ?
- When new document is created or uploaded into the SharePoint document library, this document is sent as an attachment to the specific email address.
would be very grateful, thank u
Hi, I would need to look at your flow, would need a lot more details and time :)
I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
For those who may ask what is the license implication with this demo :-) which one will it be? 1) All users must have a flow license because they are triggering a flow 2) only the creator needs a flow license because the creator CREATED the flow and that's the thing that makes it ask for a license 3) No license needed because it is seeded since this is just a sharepoint list doing things and that is included anyway a.k.a. (thank you MS ;-)) FREE TO RUN .... Hint .... did anyone see a diamond show up anywhere? .... ... ... ok ok the answer SHOULD be 3 as if this post but if someone believes otherwise, make your case :) Thanks Reza!
All great points. Thanks for the information.
I need to create a modern page with a few web parts automatically as soon as a site gets created in SharePoint Online. I did a POC on Power Automate to create a modern page and that was achievable. Next, I checked the concept of using a site script to trigger the Flow automatically when the site gets created. But to achieve it, we need to implement "When a HTTP request is received" trigger in the Flow and this trigger is available in the "Premium" version. Can we achieve the functionality of creating a modern site page automatically on site provisioning with any other approach or is there a way to trigger a Flow automatically on site provisioning without purchasing a premium license?
Flow triggering on site creation requires the http trigger (which is premium). Only the user creating the flow needs the premium license.
@@RezaDorrani Yes. I know that it is available under the premium license. Is there any other approach to achieve the same - creation of modern site pages as soon as a site gets created?
@@Anmol1806 I am not aware of any other. Try checking on the forums at powerusers.microsoft.com/
Hi Reza, I can no longer find the JSON code and when I've tried typing it in manually it throws up an error with the JSON schema (schema cannot be resolved) and wont save. Do you have any fixes at all?
Check video pinned comment! github.com/pnp/List-Formatting/blob/master/column-samples/generic-start-flow/generic-start-flow.json
Hi. I want to know, I have add file input under for selected item trigger. How can I saved the document inserted in there (file input)?
I do not have a video reference on this scenario and would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thank you for your reply. another question I want to know, the approval column where the button generated using column formatting, can it be inserted in email as a clickable link?
@@eyfamard6702 Im not sure about that.
Hello Reza. I recreated a flow, identical to this and it is working great. only issue is that for multiple approvers, the following is happening (assume 3 approvers): After one person approves, all 3 approvers get another email notification. After the second person approves, all 3 approvers get another email notification. any thoughts on how to fix? (or is it a microsoft bug?)
Definitely not a bug as I have not experienced this. Depends on how you have configured the approval action n in your scenario. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thx for the reply. I will post on that forum
my manager wants a chart like this...thank you
This video does not show any charts
Hi Reza, can you or anyone else let me know that how to customize the form which pop ups when we click on Start approval button, the Run flow form
That is the input properties on the flow button trigger.
Check ruclips.net/video/VnWg-Eox37Q/видео.html