This is an exceptional tutorial and much appreciated! Excited to implement for our PO process! I am amazed at how generous some people can be with sharing their knowledge!
I'm new to Sharepoint and all the Power Platform tools. This is not your first video I watch and I have to say that they are very well explained and useful for a beginner. Thanks!
This video was brilliant. Thank you very much for demonstrating the functions of the document library as well as linking it with a Flow. Well done mate 👍
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
Really great video, Reza! I'm now committed fully to the power platform with my job at Quisitive and have started the certification process. I miss you more here all the time!
simple and neat combo of content approval with flow approval action. Thanks for sharing and appreciate including trigger condition to save flow API call !
@@MrDecarte 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
@@RezaDorrani One question I got just now is how to modify the process so it would also deal with folders? It's just now, if I copy folder with files I'm able to submit files for an approval, but not the folder. As a result, files change status to Approved and folder shows as Pending.
@@olegguriev892 I have not done much work with folders. I will recommend checking on the forums powerusers.microsoft.com/ in case someone has done something similar.
Fantastic and what a coincidence, Gareth and myself were working this exact same situation this today, what our trigger method was to use a For Selected File and use a formatted column using JSON to act as the button to trigger our approval flow. :). For a Select File, it allows you to present a message box for the Requester and likewise can allow you to respond to the Requester who triggered the approval request (bit like last modified by). What we learnt was to just take advantage of the built-in capability for Content Approval in a document library/list.
@@RezaDorrani Great Video. What can be done if multiple users need to see the file which is in draft state before it is sent for approval? Can we implement the same workflow then?
@@gauravk1987 Draft status can only be viewed by user who uploaded file and site collection admins. I don’t think this concept will work for multiple users.
@@RezaDorrani Thanks Reza I actually changed the draft security to everyone and seems like your work flow still works with it. Thank you. Is there any way to declare an item as record that could be added as a step in the end of this flow so that the document will get locked after its approved? I looked at Plumsail SP but couldn't figure it out. Any info would be appreciated.
@@gauravk1987 Ideally draft security should only be visible to the user who created the item :) I believe there are APIs to declare item as a record in flow. You should use the new Labelling concept to set item as record. Check Joanne Klein's blog.
Excellent thorough explanation Reza. Thanks for taking the time to share your process. The only thing I would recommend is to check into the quality of the images. They are quite blurry and a bit hard to read. Thx
Also can we stop Contributors from editing metadata or reupload approved files?...to stop them editing approved data, I created flow to 1st remove all access to approved files and then provide fresh read only access to those files. Is it correct method ?
@@RezaDorrani Hi Reza! Just a quick question, do you know how can I automate the step of when the file/item has been approved, it should be moved to another navigation bar in sharepoint? i.e. New Submission Navigation > Approved > Submission Queue Navigation Thanks!
@@verleengonzales4562 Nav bar would be either a folder or another library related. There are ways to move files but I have not done videos on those. I will recommend checking on forums at powerusers.microsoft.com in case someone has done something similar
Hello Reza, Great video, very helpful. Exactly what I was looking for. Thank you! but I have one question - How to identify who approved a SharePoint document?
Most welcome! Flow action of approval has details of who approved the document. You can use that to store the information. I have done several approval videos showcasing that. Check my approval playlist.
Thanks Reza! We learn so much from you always!! Could you please explain how to notify users that a certain document is reaching its expiry and automatically unpublish the document or page using power automate
Great tutorial! Thank you. I love it. Quick question, particularly related different statuses. After it is uploaded and in draft and then selected for Submit for Approval and goes into Pending. Is there a way I can have it say "In Review" if it is in the approval process? Or would i just replace the "Pending" to "In-Review"?
Most welcome! Oh its been a while that I have done this. Do not remember the video :) Approval Status is an inbuilt column. You can always add another column and show different statuses there.
Anyone finding this guy's videos is really lucky. Thank you so much for the nice demonstration. Do you have any connection with Bahalpur city in Pakistan?
I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
AAWW Reza, JAK for continuing to share your wealth of knowledge. I know you refer to Dynamic approvers, hence my use case scenario is, I may have up to 10 approvers, thus what are the options to design an approval WF and assign it all 10 [either serial or parallel] using the most efficient method. Back in the day, SP had an out of the Box WK where document owners were able assign all approves and email the approval task to assignees, is there anything similar using the Power Automate? Appreciate your guidance.
Thanks! There are options but not as straightforward as old school SP workflows. I will recommend checking my playlist on approvals (covers various scenarios)
Great Video Reza showcasing Approval Workflows in Power Automate. I want to ask if there is a video for the Power App development, that would be great as the app looks really awesome.
There is no Power App in this video. It's all SharePoint & flow. You may be relating to my video on leave request application. I am working on a video on that as well.
@@RezaDorrani Yes I am sorry, I was about to delete the comment as I had commented on the wrong video. And yes I was referring to the Leave Request video which has a Power App for requestor and approver. Thanks for the update, eagerly waiting for that video.
@@RezaDorrani Yes I can see that in the comments sections of the video and this would be really awesome as I can present the idea to my customers of a single power app for request creation and approval. You are really great. Thanks for all these videos with in depth details.
Awesome video Reza thank you ! Works fine on my side but the time stamp in the response summary is wrong, it is 4 hours ahead. What would you recommend to fix this ? I assume it is because i'm in Eastern Canadian Timezone. Is there an easy fix for this ?
Flow actions run under context of its connections. This is an automated flow, so the action would run under creator name. You could build the flow with a service account so the approval goes from that accounts name.
This was so helpful. If the manager requires corrections on the document before approving, can those comments be made directly onto the document so that when the request is rejected, the employee can go into the document to see the comments the manager made within the actual document?
HI Reza, Very Good Explanation, when a file deleted from sharepoint, document owner notify approve or reject using power automate. Please make a demo for this
I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Excellent work Reza. Can you please elaborate if instead of sending each invoice separately what if we need to make a recurring flow (say weekly) that gets all items in "Pending" status and send one email to Approvers with data in tabular format in email body. How this can be done alongwith Approve / Reject updates? Would appreciate if you can make a video on this pls....
Approvals work on single items. You could run flow on recurrence and send 1 approval action, but response will be for all together. I do not have any reference videos on your scenario though. I will recommend checking on forums in case someone has done something similar powerusers.microsoft.com
@@capstonepm111 I only make videos when I receive multiple requests on a topic. Every quarter I ask subscribers for topic suggestions on Community tab of my channel. Most voted ideas get added to my backlog. Make sure to post this idea there once the next topic suggestion post comes.
Thanks for step by step guide and sharing, this is very useful for beginner. However would like to check how can we auto populate "approver name" under "Approver Name Column". I believe "Approver Name Column" was hidden in All Document view in your video above. Thanks in advance!
Hi Reza, great job on your videos...thank you! I do have a follow-up question, if I may: I'm building a document approval triggered by uploading a document to a specific SharePoint folder. I'd like to prompt the uploader, at inception, for three users; they represent the second and third recipients of the approval workflow and the third just receives an email with a copy of the document that was uploaded.
You can use the for a selected file trigger-based flow. In trigger action you can add input for 3-person selection. Something like ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-2Hp9CTd8zQU.html
Thanks Reza, very clear instructions. I have two questions, 1. when the approver is viewing the document, is there a way to see what changes have been made? 2. what happens if you have multiple people modifying the document and submitting their changes for approval. Is there any lockout on a document that is in draft state by someone else to prevent issues with multiple people editing the document?
1 - Approver can check the version history of the document in SharePoint. That will provide all the details. 2 - You have the option to check out a document as well. That prevents other users from making changes until checked in. Both of the above are SharePoint features.
one of the best videos on approval flow. I have 1 Q. Suppose I do not activate content approval via versioning setting instead add a col for "Approval Status" with choices of Pending, Approved and Rejected. Default selection is Pending. If the file is approved, the Approval status col should change to "Approved", if rejected, it should change to "Rejected". What condition do I need to follow to ensure the flow works. If you have any video which caters this point with reference to a document library, pls. share the link. Thank you in advance!
Thank You. I may not have an exact use case match video, but I do have a full series of videos on approvals that would help. Check ru-vid.com/group/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
Great Tuto Reza. Now that you have an automated way to trigger your approval process. Do you know how I could remove the 'submit for approval' control in your top bar?
Really enjoy all your tutorials. Question related to this example. Is there a way I can call/invoke the "Submit for approval" from Power Apps? As is, I have to manually select a document and then select "Submit for approval" before the flow execute. Thank you :)
Thanks! I dont think there is a direct option to do so from Power Apps. You would need to create a flow that triggers from Power Apps and then implement similar pattern for flow.
Thanks for the video. But my recent experience with this was the version history is not well maintained, meaning you will not know who has approved the document and will have to depend completely on the Approval comments. Handled it with a manually triggered flow.
Excellent Video Reza, thanks for uploading. I have a couple of issues with my workflow that I hope you can help me with. The 'Submit for approval' button is missing in my document library. Also the approval workflow triggers as soon as I upload a 'draft' document or update the metadata, although I have added the trigger condition: '@equals(triggerOutputs()?['body/{ModerationStatus}'], 'Pending')' as explained in the video to trigger when the approval status is 'pending'.
I will have to look at your flow & library setup in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani Thanks for your quick response, Reza. I replicated the flow you created in the above video in Power Automate with no issues. The issues I have are in SharePoint. I will post the screenshots in SharePoint on the forum.
@@RezaDorrani Hi Reza, the submit for approval button has reappeared. However, I seem to have an issue with the workflow in Power Automate. The approvers are getting notifications when the document is still in draft status although I have configured the approval to trigger only when the approval status is 'Pending'. Is this how the flow is supposed the work?
As always, this is a great video Reza around the document approval. Why is that Etag required in the flow? Without which the document status will not set to be approved?
Most welcome! Once approval process begins, only the approver can pick a different person. I have done many videos on approvals (all in a playlist on my channel) - where I have shown scenarios like approval timeouts, reminders, check if approver is out of office etc.
You can run flow for a selected item from sharepoint. Check my approvals playlist. I have done some videos on them. Approvals playlist ru-vid.com/group/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe
Dear Reza, thank you for your clear video. Do you know how to make the approval/rejection comments show up in the versioning history of a file? This would be really helpful. Kind regards, George
I do not have a video reference on file deletion scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani I went through your recommended link but no luck if you get chance please create it will be very thankful. Much appreciate for your excellent work Man keep it up.
@@asadmughal6431 You can post your question on the forum. I make videos on topics when I receive many requests on it. This is the first request on this topic. Chances of video being made on this are very low.
Thank you Reza for sharing. This is an excellent tutorial! One question: Is there a way to request the user to input the approver after the 'submit' button is pressed?
Hello Reza, an excellent video tutorial like all the others you have. How can I define my approvers based on a sharepoint list?. I know you have another video where you define your approvers based on a sharepoint list, but I would like to know how I can merge that with this video tutorial, because that's what I really need.
Thank You. I have done multiple videos on those. Check ru-vid.com/group/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe You would have to mix the logic in both the videos.
Hi Reza...this is superb...thanks..is it possible to have digital signature over a document itself as and when the workflow is approved by any individual...?
Possible but I believe that will require premium connectors. You could generate HTML and generate a PDF file with signature embedded. Check this video ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-EACk5jlQ_jU.html
