09-10-2019 09:14 PM
09-10-2019 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.
09-11-2019 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.
09-11-2019 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!
09-11-2019 05:18 PM
09-11-2019 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.
09-11-2019 07:20 PM
09-11-2019 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.
09-11-2019 08:52 PM - edited 09-11-2019 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.
09-12-2019 03:33 PM
Yes indeed. There are other things I now need to learn to do, but this was an invaluable tutorial!
09-12-2019 05:05 PM
09-12-2019 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.