Power Automate Custom Approvals on SharePoint Document Library (Majority Wins with View Formatting)
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- Опубликовано: 19 июн 2024
- This video is a step-by-step tutorial on creating custom approval responses using Power Automate flows with SharePoint Document Libraries. We will build a majority wins approval workflow scenario based on the custom approval responses. If majority vote for Yes, then the document approval process will be marked as "Approved" else "Rejected". We will setup our approvers dynamically by leveraging a SharePoint Group. The process is dynamic as the number of approvers are based upon the members of the Group.
We will also apply SharePoint View Formatting to enhance the user experience for the Document Approval workflow process & track the status of the Quorum (Majority wins) approval.
Topics covered:
✔️ Power Automate Custom Approval Responses
✔️ Dynamic approvers with SharePoint Group
✔️ Document Library View Formatting
✔️ Approval Status Tracking
✔️ Quorum Approvals (Majority Wins)
⬇️ Download Document Approval flow & Document Library View & Column Formatting Samples - github.com/rdorrani/Microsoft...
🔗 My Approvals Playlist - • Flow Approvals Cookbook
🔗 My SharePoint Formatting Playlist - • SharePoint List Format...
🔗 Dynamic Approvers - • Dynamic Approvers & lo...
🔗 Power Automate get SharePoint Group Members & flow code snippets - • Power Automate get Sha...
🔗 PnP View Formatting Samples - github.com/pnp/List-Formattin...
#SharePoint #PowerAutomate #Approvals #ViewFormatting #DccumentLibrary
🤝 Let’s connect on social:
🔗 LinkedIn: / rezadorrani
🐦 Twitter: / rezadorrani
Table of Contents:
00:00 - Introduction
00:35 - SharePoint Document Library Setup for Approvals
01:55 - Create an Approval workflow with Custom Responses
02:58 - Dynamic Approvers from SharePoint Group
06:37 - Quorum Approvals (Majority Wins) - Wait for all responses approval type
11:33 - Document Approval flow in action
13:10 - Document Library View formatting
15:35 - Query Dataverse to get Approvers taken decision info
16:26 - Subscribe to Reza Dorrani channel
Awesome!! Great view formatting that allows you to see at a glance the approval status of a document and who approved it🤩🤩
I love this view formatting😍
And the flow instructions are always so clear, so detailed, so helpful! Thanks Reza for all the really great videos!
Thank You so much. Very happy to hear the formatting is good.
You are unparallelled in your PowerAutomate magnificence. Without you, we are truly lost. Thank you.
Wow, thank you!
I'm awestruck. Nailed it, Reza... Bravo! 👏🎆
Thank You so much 😊
The column formatting json is so cool! Love it!
Thanks
It's so unbelievably good what you provide in terms of knowledge transfer. Thank you a thousand times dear Reza 🙌👍👍👍
You are most welcome Hannes.
Thank You so much for watching.
Awesome video. Thanks for the knowledge shared
Glad it was helpful!
Again a great video...no one like you Reza 🙏🙏🙏
Thanks Ajay
Excellent, I like formatting, well done
Thank you! Cheers!
Excellent as usual - thanks a lot!
You are most welcome
Such a detailed one on doc approval.
Thanks
Great video, thank you Reza
My pleasure!
Thanks for the extreme detail here. Looking to create a fairly simple approval process utilizing Approvals in Teams combined with Sharepoint and Power Automate. We have 2 proofreaders that support 25 users. Each user must submit multiple attachments at once for approval. At a minimum 2 attachments since we have the final external facing document and a "Bible" document to proof against. Right now I cannot figure out how to submit multiple attachments in the default Approvals app. Also would like the ability for the proofreaders to be able to select either Approved or Rejected along with a text field to provide feedback if rejected. I'll keep looking at the other examples you have provided, but wanted to throw this out there as a potential idea for a more simplified tutorial idea perhaps? Thank you!
I do not have a video on your scenario. I do have a full playlist on approvals which have a variety of approval types and scenarios.
ruclips.net/p/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
will recommend you check on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Thank you for sharing
Thanks for watching
Hi Reza! Love your videos! I was wondering if you can explain a flow where you have a list of task and when you complete all tasks someone can approve this list. Greetings from Argentina 🇦🇷
Thanks for watching and liking my videos.
I do not have a video on your scenario.
I have a playlists on approvals - ruclips.net/p/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
Hi Reza,
I love watching your powerapp videos.
Thank you for your great work and sharing.
I would like to ask you one question for using wmic with powerapps.
In your opinion, can we use wmic together with powerapps for collecting software inventory from the computer?
What do you think about this? Is it possible?
Thanks in advance
Ayhan
Thanks for liking and watching my videos.
I have not worked with wmic and Power Apps. My guess is it may be possible.
I will recommend you check on the forums at powerusers.microsoft.com/
Hi Reza, great demo! Is it possible to use the flow without SP Group member E-mails and to use the e-mails instead?
Absolutely.
I have done several approval-based videos that include this concept.
Check ruclips.net/p/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
Great video, thank you. Do you have a video of how know who are pending to approve the document? I can see at the end of the video you have this inside of the second branch > do until, can you share the link of that video as well?
Thanks.
I do have a video on checking which approvers responded to send reminder emails ruclips.net/video/ZupQ0AbDl0I/видео.html
Concept would be similar.
Hi Reza, great video and thanks. Does Content Approval need to be enabled in the list settings for this?
It is not required.
@@RezaDorrani Thank-you for the prompt reply.
Nice video Reza, regarding "Query Dataverse to get Approvers taken decision info" is it possible to pull the data in real-time when the user takes the approval decision instead of waiting for all approvals to respond?
Possible. You would have to write a different flow to do that. A flow that triggers on item update in Dataverse table.
Awesome, I'm looking for something like similar Thanks @Reza
Glad I could help
Great videos Raza. I am looking for ideas on a slight modification to the above scenario. I want to have an approval that waits for all, but only waits for 24 hours. How would you adjust this solution for this change to the scenario?
Set timeout for approval action ruclips.net/video/h6Eb-F0P6Hs/видео.html
Another really excellent video - thank you! Should a timeout be added to the Start and wait for an approval action or to the Update file properties with approval decision action?
Why do you need a timeout?
@@RezaDorrani If not everyone reviews by deadline I would like to send an email.
@@charlesjohnston907 For those cases, Yes.
@@RezaDorrani Thanks, but which action should timeout?
@@charlesjohnston907 Approval
Amazing
Thank you! Cheers!
Great Video, thanks Reza! Is there a way of preventing users from manually changing the approval status in the document library? I'm assuming the users must not have edit permissions?
Permissions is the only way.
@@RezaDorrani Thanks, Reza. Yes, I've looked into permissions and it looks like my options are fairly limited. I would like to disable editing of the specific column for approval status. I think I might have to go down the power apps route for approvals
Great tutorial. Thanks.
The Approvers Person list not getting updated after the first person approves it.
I will have to look at your flow in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza. Great video as usual.
Instead of waiting for all responses to calculate majority, how can I end the approval process after I get 2 responses.
In my scenario I use custom responses, wait for all responses with only one option which is Approve. Also it would be great to update the list item approval history column with then name of the approver and the timestamp of their approvals.
Thanks and greetings from Argentina. 🇦🇷
There is no approval type currently that allows to stop approvals after a certain number of approvers respond.
I have done several videos on approval history. Check ruclips.net/p/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
It works, thanks for the video😀. I have a question how to display additional comments of accepting people🤔
Check approvals playlist on my channel. It has videos explaining logging approval comments.
Thanks for directing me to this majority wins video - very helpful! Is there a way to move on with a majority of responders rather than a majority of approvals from all? So if 3 of 5 approvers respond, we have a quorum, and if a majority of those responders say yes, it's approved - without requiring the response from the remaining 2. I don't want a process to get stuck in pending if there is an unresponsive approver if we already have a quorum and the last approver isn't required to proceed.
Unfortunately, the approval action does wait for all responses and cannot move on.
@@RezaDorrani Also, is it necessary to have a separate library for the approval requests, or can you run an approval request for a specific document in an existing library?
@@elishahollandbeck-waybrigh7160 It can run on any library - new or existing
Awesome . It will be very helpful if you put some demos on repeating tables in powerapps with canvas as well as customize list form
Have you seen this one? ruclips.net/video/wI6SHGQ9ATg/видео.html
@@RezaDorrani yes this is very useful. My scenario is like for one request item in sharepoint list i need to submit multiple invoices .So in this case i have decided parent child list and also to submit multiple invoices repeating section is needed in customize list form for new and edit form .
Hoping to get some demos for the same use cases . Your suggestions are always welcome
@@utsavacharya41 I have parent child repeating tables in my backlog. However I have a lot of other topics with higher priority. My video will not be out anytime soon. I would recommend you give it a try and post your issues on the forums at powerusers.microsoft.com
You videos are amazing and are helping me set up a document control library. I have run into a snag though. Is there a way to have approvers see documents that are at a Pending status without them having editing permission to the document library?
You would need to set file/item permissions in order to do that. I have an idea in my backlog on an approval video around this concept.
@@RezaDorrani Is there any way to get around setting it for each file, as this seems like a lot of work? The only idea that I had was to put the files in one folder that require approval and then move them into a unrestricted area for everyone to see.
@@wyattparsons9799 That would be the idea. I have done a video around folder concept.
@@RezaDorrani I just had another idea. Can I attached a PDF or word document of the document from the document library to the approval request instead of having the link back to the file in the document library?
@@wyattparsons9799 Yes. I have done a video on attaching list item attachments to the approval action. Similar concept can be used.
Hi Reza. Great video! Just wondering, I'm not seeing the details of the process for updating the status on the fly in the repository or in the video description. Do you have one that explains the specifics of querying the dataverse table for the responses to update Sharepoint on the fly before all responses have been received? I saw the video where you prompt approvers that haven't responded, but that seems to use different logic where it cycles through all approvers in an apply to each step where as this video suggests 2 separate select actions named Respondents and Respondents 2.
Video description has details to download the flow which includes the step to update status based on approval response.
Sorry Reza, perhaps I wasn't clear. I was able to use your instructions and the repository to update that status AFTER all responses have been received. At the end of the video, you mention that it can be done on the fly with a Do Until loop that queries the Approval Responses dataverse table BEFORE all responses have been submitted, but that is not detailed in the comments or the repository.@@RezaDorrani
@@sleepytime4540 I don't have a video reference on that hence only shared the idea.
Fair enough. Thanks anyways! Your videos are super helpful.@@RezaDorrani
Hi Reza Thank you for sharing this video. it is realy helpfull for me. I have 1 question, the workflow always show the requestor of approval is me (the flow creator). how do I change the requestor to be the person who uploads the document? thanks in advance
Approval action has a property called requested by. There you can provide email address of the requester.
@@RezaDorrani thank you very much Reza!
Hi Reza,
Thank you for your videos, please keep the amazing work!!!
I tried your approach to my tenant, but the preview of the document it is not working. I have contact Microsoft support and they replayed that: “Kindly know that the getpreview service is being deprecated…” do you have any suggestion for replacing i?
Thanks
Andreas
Thanks Andreas. I will keep trying my best.
Weird that MSFT says it would be deprecated. The preview is working in multiple tenants.
SharePoint itself uses that API to generate document previews.
@@RezaDorrani Hi Reza,
Thank you for your response! I found it strange also, since in other tenants it is working fine (I have tried it out also myself), additionally in my tenant used to work, but it stopped one day, without any modification… that is why I opened the ticket to MSFT. I just wanted to share their response with you in case you had any similar feedback.
@@andreastagios457 Thanks for sharing the info. I still find it strange that it does not work on one tenant.
@@RezaDorrani Hi again, jut to share an updated response from MSFT Support (in case anyone is facing this, since it seems to be an "internal bug". Today MSFT Support informed me that: "Also, we have identified several customers that are experiencing the same behavior. A fix should be deployed during mid-January 2022." I Hope this helps! Thanks!
Thanks for this video, that's a like & subscribe from me. One question, is there a way to only notify approvers in one form, i.e. email OR teams, rather than both?
I think in the approvals action, there is a setting to turn off notifications. Then you can send your own email.
Hello Reza! I absolutely love this, but I have a hang up. I have a flow that is trigged when a new MS form response is submitted. I am using the responses in that form to populate a MS Word Document and routing that to a folder library. In the form submission, I have a question on what email address the document should go to for approval. My issue is that when I try to get the flow to launch when a new file is created in the folder, it just continues to run.
Approver email? That is for you to decide.
I have not come across any issues where the flow keeps on running.
I will recommend posting your issue on forums at powerusers.microsoft.com
Is there a way to add a lookup for the approvers and select the approvers for each triggering of the approval workflow?
Possible. I have done several videos on defining dynamic approvers. Check ruclips.net/p/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
Hello Again,
Do you have a video that goes through the Query Dataverse that shows the approver's decisions in real time? The flow that you have @15:40 is exactly what we need.
Check video description. It may have link to download sample flow.
Unfortunately, the sample flow does not include the Query Dataverse. I've looked all over RUclips and Microsoft Forums but can't seem to find anything relatively similar.
Great video. Can you share how we can dynamically change file name in SharePoint
You can use flow to do so. I do not have a video on that. I will recommend you check on the forums at powerusers.microsoft.com/
Would this be possible if the options were, yes, no, need more info? Could you still calculate with 3 options?
Possible
Hello, great video. Thanks so much. When i click on the link to get the JSON formatting for the approval status of a document it goes to GIT....i don't know which one to select, there are so many.
Can you please advise which JSON formatting approval status of a document you used? THanks so much
Thanks Lyn.
GitHub has a read me file with the steps. Steps are in video as well.
There are 2 JSON files.
1 view formatting and other for status column.
There is a zip file to import the flow also.
@@RezaDorrani Thank you so much for your reply, really appreciate it I found them, thank you. Seems to be working great, except on the tile view. The document view is not appearing. any ideas? Thanks so much
@@lynadams1470 I would have to look at your column names and list to know more about your issue. Typical cause can be column internal names not matching the column names in JSON.
I would recommend to post your issue with screenshots on the SharePoint forums at techcommunity.microsoft.com/t5/sharepoint/ct-p/SharePoint
@@RezaDorrani ohhh, ok, i will have a look at that. thanks so much you are very helpful
Yay, i got the tile view working for pdfs, the thumbmail of a pdf works, but not word documents. Perhaps i missed something.
Hi from Brazil. Thank you for sharing your knowledge. I try to find the video that show how to create the workflow showed on time 3:17, but I couldn't find it, please, could you help me?
Video description has the links
@@RezaDorrani Please could help me again with the above error
@@dan_araujo ruclips.net/video/WT08hJ1zDyw/видео.html
@@RezaDorrani thank you so much for helping
Hi I would like to enquire something. If i were to do serial approvals, lets say the first group approves the document and I want to move on to the second group of approvers, is it possible through this method? Hope to hear from you soon
I believe Yes.
@@RezaDorrani On sharepoint the tiles part it does not reflect the serial approvers. How do I go about formatting it?
@@Ahanssss that is something I would have to try it out to let you know. I will recommend posting your issue on the SharePoint forums.
Hi Reza
I need your help about the following:
I have shared Library, and I need to make some fields (read only) not all.
so how can I do that??
You cannot make fields in SharePoint read only. Either user has access to edit the file and all of its properties or not.
Where do you obtain the claims token that is utilized during the first part of the concatenation in the Approver Claims Yes step?
I believe you will need to use expression item()?['Claims']
@@RezaDorrani Can you clarify this part of the instructions? Where/how do you use this expression to get the Approver Claims Token? This gap in the video makes it impossible to complete.
@@roboz72 An expression is written in the expression editor of flow. It is difficult to showcase or point to the exact step in flow here on chat. I would recommend posting your query with screenshots on the forums at powerusers.microsoft.com/
Hello
In the Select Member Emails, I get an error saying, "The 'from' property value in the 'select' action inputs is of type 'String'. The value must be an array." I am not sure what I did wrong, but I followed every one of your steps.
Video description has link to download sample flow + video shows what columns to setup in library.
I have not come across any issues related to string types. You can try and see the video description and setup shown. Beyond that, I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
@@RezaDorrani Thank you for the quick response. When attempting to import, I get the error message, " Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'sharepointonline' operation 'GetTable' failed with status code 'Unauthorized'. This may indicate invalid input parameters. Error response: { "error_description": "Exception of type 'Microsoft.IdentityModel.Tokens.AudienceUriValidationFailedException' was thrown." }'. "
@@michaelalex2910 I have not heard anyone have issues importing either. Best to post your issue on forums.
Can we custom add details that we want in an approval card instead of comments only? I'm aware of custom response like approve, reject. But if we want to add input like date, text and attachment to the card, is it possible? Thanks in advance.
Currently customizing approval forms is not an option.
@@RezaDorrani noted with thanks Reza!
Hi Reza how did you do that for SharePoint group members can show it step by step
Check ruclips.net/video/WT08hJ1zDyw/видео.html
Hi
Reza
How can we attach another document during response
Thanks
You would need to use document sets and provide approvers a link to upload the document in that doc set.
Getting this error message under claims approval.___ The 'from' property value in the 'select' action inputs is of type 'Null'. The value must be an array.
I will have to look at your flow in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
why always i'll be block while i watching your tuturial?! where can i create department group? the column of department has type of look up but where did u create that list group? i mean on Sharepoint Online. on 2:58 you showed but it is not cleare. it is on microsoft azure ad ?
Sorry to hear that. I have not had others who have faced so many issues. Best place to post issues is the forums.
Hi, My approval mail, take the users to power automate pages instead approve inside the mail. What should I do to approve inside the mail. Pls support
It depends on outlook version. Check Microsoft documentation for supported versions.
hi Reza , Pls share the link for dynamic serial sharepoint document approval workflow for selected file
All my videos for approvals are in a playlist on channel.
Please check that.
Thankyou Reza for your response.
I have multiple approvers in a document library, I need serial, dynamic approvers document approval flow, as your dynamic serial approval video for SharePoint List based. currently I have created static workflows (1 approver, 2 approver, 3 approver. etc) for selected file in SharePoint library. I could find any your videos (for SharePoint library based, dynamic, serial approval for selected file), please help to share such video link.
@@sheeferzyed8957 You wont find with specific use case. I have done many videos and covered most of the topics. You would need to mix and match.
How can I do this with external users/emails in my group? They receive the email but cannot approve/reject.
External users will have to go to the flow approval dashboard to approve or reject (outlook actionable messaging is not supported for external users) + will need office licenses
@@RezaDorrani do we need to issue them an internal email or can we assign licenses to their personal gmail/other domain emails? if possible, do you have a video on that?
@@alyzianoh2961 You can have external users as part of approvals. They will need a license though. You can assign them a license in your tenant. I do not have a video reference on the steps. Try posting your query on the forums at powerusers.microsoft.com
Are we able to hire you? How can we contact you?
About me tab on my RUclips channel has my contact info.
@@RezaDorrani I sent an email last week to that email. Just resent. Thank you
@@RamonRodriguez-fk2oo ok
I get an error when trying to import your file for this solution "Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'sharepointonline' operation 'GetTable' failed with status code 'Unauthorized'. This may indicate invalid input parameters. Error response: { "error_description": "Exception of type 'Microsoft.IdentityModel.Tokens.AudienceUriValidationFailedException' was thrown." }'."
Its not a solution. Its a zip file (flow export).
@@RezaDorrani When trying to import your flow I get ""Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'sharepointonline' operation 'GetTable' failed with status code 'Unauthorized'. This may indicate invalid input parameters. Error response: { "error_description": "Exception of type 'Microsoft.IdentityModel.Tokens.AudienceUriValidationFailedException' was thrown." }'."
@@RezaDorrani Import failed for one more package resources.
Next steps ...
One or more resources didn't import. See the error details to resolve the issues, and try importing again.
One or more resources might have been skipped during the import. See the import details to find out which resources were created, updated or skipped.
Import failed. To import this flow you’ll need to save it as a new flow first. Save as a new flow
@@RezaDorrani Import conflicts
You'll need to resolve these conflicts before importing the package
Resource
Document Approval Workflow
Import setup
Create as new
Error
Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'sharepointonline' operation 'GetTable' failed with status code 'Unauthorized'. This may indicate invalid input parameters. Error response: { "error_description": "Exception of type 'Microsoft.IdentityModel.Tokens.AudienceUriValidationFailedException' was thrown." }'.
@@peteeckman4858 Try importing as new flow not overriding. Difficult to explain here on chat. I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
nice... for dummy people like me
We all learn together
thx for your vid! I don´t get, where the dynamic content "body.d.results" comes from in your step "Select member EMails". I only get "Body" from the REST API call
I grabbed that from one of my other videos - ruclips.net/video/WT08hJ1zDyw/видео.html
I have also made the flow available on my GitHub repo at github.com/rdorrani/Microsoft-Flow/tree/master/DocumentApprovals
Thank you for this! I am close to finishing the flow but the second update file properties I am receiving an error. I'm receiving "The specified user [{"Claims":"i:0#.f|membership|user@domain.com"}] could not be found.
I rebuilt the flow and it worked, I had an error somewhere..
Looks like it worked based on your second comment.
The error will occur if there is only 1 user in the user group (e.g. when testing)