Sep 10 2019 09:14 PM
Sep 10 2019 09:14 PM
I'm a documentation guy, experienced with Sharepoint, but a total Flow newbie.
I'm in a contract in the insurance space, in the KM group. I'm developing a documentation library, the aim of which is for drafting and review of Knowledge articles for ultimate publication in another system altogether.
I don't want to enable Content Approval and Checkout because it's a small-team Drafting workshop with frequent minor edits, and constant check-outs and approval requests would be a major drag.
So I'm trying to work out a document review flow to send MS Word drafts to various expert users. The first action is to send a link to a SharePoint document with a message for them to review, make comments, and save when done. I have worked out how to do this part.
But I have this idea that I could create a Status flag for the documents so when a link has been sent out for review, the flow would automatically set the flag for that document to 'Under Review'. Then I could filter out the Under Review documents from the W-I-P documents, so the rest of the team are less likely to edit them while they're being reviewed, without literally checking them out.
Is that do-able? Make sense?
The other thing I'd like to do is capture the time:date sent in SharePoint in a Sent for Review field. Then there would then be an auto-calculated Due Back field (i.e. five working days after the Sent date), with an email reminder sent midway through day 3.
So that's my workflow requirement in a nutshell. I've been looking through all the templates but none of them do exactly this, and many of them seem to assume Content Approval and Checkout, which I'm trying to avoid.
Sep 11 2019 06:16 AMSolution
This is possible using Flow. High-level steps include:
At the end of it you get a button within the document library that will trigger the Flow and direct the email to the reviewer.
I hope this helps.
Sep 11 2019 03:16 PM
Hi Norm - absolutely great - I was trying to put something together but I never would have been able to come up with this. Thanks a million!
Sep 11 2019 05:18 PM
Sep 11 2019 07:10 PM
I've made great progress and even managed to format the JSON field such that it kicks off the flow. But I've hit a blocker, which I think has to do with the File ID.
I'm assuming the File ID is the numerical ID that is auto-generated by SharePoint. This is the field that I am wanting to reference with the following variable:
The flow is throwing an error at this point:
I've been searching around for causes of error 400 but can't find anything specific.
Sep 11 2019 07:20 PM
Sep 11 2019 08:19 PM
>I believe you get that option when you create a new Flow with the "Instant" option.
So you do! There's a trap for new players. Trying again.
Sep 11 2019 08:52 PM - edited Sep 11 2019 09:25 PM
Got it working. I had omitted the characters 'ID eq' in the Filter Query which was causing it to fail but it is now running.
Sep 12 2019 03:33 PM
Yes indeed. There are other things I now need to learn to do, but this was an invaluable tutorial!
Sep 12 2019 05:05 PM
Sep 12 2019 05:19 PM
Solved. After ID eq you have to put single quotes around the string. I am posting this here in case it's useful.