Forum Discussion

Copper Contributor

Jun 06, 2023

QMS Document Approval with Multiple Approvers Required

Hello!
Let me begin by saying that I am a beginner at all things SharePoint.

I have been volunteered to work with our company QMS team on building a document repository. The plan is to get ISO9001 certified.

There is need to have any new uploaded files approved for end users to view, as well as approval on version changes to documents. I have gotten these working fine for a single approver.

-HOWEVER-

There are going to be documents that need to be approved by different department heads before they can be released as the latest version. I found a very helpful video and have built a flow that is working successfully. Power Automate Custom Approvals on SharePoint Document Library (Majority (Web view) This is only working for the initial upload of the file. The approvers are getting email and Teams alerts that a new file has been uploaded, and is now pending approval.

If I change/update the file with a new name, or new text, nothing happens. I would like to have the site require the same multiple approver process.

If someone would be so kind as to point me in the right direction to get the approval function working for any changes, and not just upload, that would be great!

If I need to upload/share the flow to make things easier, let me know how to best do that.

Thanks in advance!

Document Library

2 Replies

silcadmin
Copper Contributor
Mar 05, 2024
Hello Tim,
I'm currently starting from scratch. Did you have any luck with your question?
- TimMillerTheITGuy
  Copper Contributor
  Mar 05, 2024
  silcadmin
  I was trying to achieve something that was fully automated, but that was a little too much.
  I have settled with "mostly" automated.
  
  When a document is uploaded by someone, they have to click the "automate" menu on the SharePoint library, then use a modified version of this template: Request approval (everyone must approve) for a selected item | Power Automate
  
  I was hoping for it to automatically pick the appropriate department managers to send the approval request to, but I haven't gotten that to work. Instead, the person requesting the approval chooses the people manually to approve the document. Nobody is complaining that it's too much work to type in a couple names, so that's how we're doing it.

Resources

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Hello!
Let me begin by saying that I am a beginner at all things SharePoint.

I have been volunteered to work with our company QMS team on building a document repository. The plan is to get ISO9001 certified.

There is need to have any new uploaded files approved for end users to view, as well as approval on version changes to documents. I have gotten these working fine for a single approver.

-HOWEVER-

If I change/update the file with a new name, or new text, nothing happens. I would like to have the site require the same multiple approver process.

If someone would be so kind as to point me in the right direction to get the approval function working for any changes, and not just upload, that would be great!

If I need to upload/share the flow to make things easier, let me know how to best do that.

Thanks in advance!

","body@stringLength":"2226","rawBody":"

Hello!
Let me begin by saying that I am a beginner at all things SharePoint.

I have been volunteered to work with our company QMS team on building a document repository. The plan is to get ISO9001 certified.

There is need to have any new uploaded files approved for end users to view, as well as approval on version changes to documents. I have gotten these working fine for a single approver.

-HOWEVER-

If I change/update the file with a new name, or new text, nothing happens. I would like to have the site require the same multiple approver process.

If someone would be so kind as to point me in the right direction to get the approval function working for any changes, and not just upload, that would be great!

If I need to upload/share the flow to make things easier, let me know how to best do that.

Thanks in advance!

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QMS Document Approval with Multiple Approvers Required","moderationData":{"__ref":"ModerationData:moderation_data:4076439"},"body":"Hello Tim,
I'm currently starting from scratch. Did you have any luck with your question?","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"90","kudosSumWeight":0,"postTime":"2024-03-05T10:26:43.292-08:00","lastPublishTime":"2024-03-05T10:26:43.292-08:00","metrics":{"__typename":"MessageMetrics","views":568},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:Content_Management/category:products-services/category:communities/community:gxcuf89792board:SharePoint_General/message:3841075/message:4076439","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuM3wyLjF8aXwzfDEzMjowfGludCw0MDc2NDUxLDQwNzY0NTE","node":{"__ref":"ForumReplyMessage:message:4076451"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:4076451":{"__typename":"ModerationData","id":"moderation_data:4076451","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:4076451":{"__typename":"ForumReplyMessage","author":{"__ref":"User:user:1891374"},"id":"message:4076451","revisionNum":1,"uid":4076451,"depth":2,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:SharePoint_General"},"parent":{"__ref":"ForumReplyMessage:message:4076439"},"conversation":{"__ref":"Conversation:conversation:3841075"},"subject":"Re: QMS Document Approval with Multiple Approvers Required","moderationData":{"__ref":"ModerationData:moderation_data:4076451"},"body":"

silcadmin

I was trying to achieve something that was fully automated, but that was a little too much.

I have settled with \"mostly\" automated.

When a document is uploaded by someone, they have to click the \"automate\" menu on the SharePoint library, then use a modified version of this template: Request approval (everyone must approve) for a selected item | Power Automate

I was hoping for it to automatically pick the appropriate department managers to send the approval request to, but I haven't gotten that to work. Instead, the person requesting the approval chooses the people manually to approve the document. Nobody is complaining that it's too much work to type in a couple names, so that's how we're doing it.

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