Office 365 Forms and Flow - Get a form approved and filed

[gsk]

Hi All,

 

I'm trying to create a form that is submitted and sent to an assigned person to review and approved. If it's approved I want it to be added as a record or list or document on a sharepoint site. If it's not approved I want it to send an email to the requester with the reason as the body of the email.

 

I thought that I was making a decent start. It sends an email to approve but when it's approved, no list item is made. If anyone can help, I'd be grateful.

 

If I'm going about it in completely the wrong way, that's fine too - suggestions welcome!

 

 

 

Thanks,

[TechMonkey]

I think it may be the wrong action but the flow I created to do something similar seems to have disappeared!

[keithu]

The response from the Approval block will either be "Approve" or "Reject".

 

You're testing for "Approved". I know - it doesn't make any sense but that's how it is.

[EddyAllen]

Hi All,

 

I'm trying to create a form that is submitted and sent to an assigned person to review and approved. If it's approved I want it to be added as a record or list or document on a sharepoint site. If it's not approved I want it to send an email to the requester with the reason as the body of the email.

 

I thought that I was making a decent start. It sends an email to approve but when it's approved, no list item is made. If anyone can help, I'd be grateful.

 

If I'm going about it in completely the wrong way, that's fine too - suggestions welcome!

 

[ATTACH=CONFIG]52000[/ATTACH]

 

[ATTACH=CONFIG]52001[/ATTACH]

 

Thanks,

Spooky! I had this exact same issue recently, no matter what I did when you are sending the mail it gets to the approval address and after it gets approved the message just doesn't send to any of the BCC'ed contacts. In the end I just removed the approval mail flow.

[gsk]

I've tried changing tack and made a sharepoint list with all the same fields as the Form, which would kind of do the same thing and alert people to new items, but I can't set the list permissions to create but not read. the two are linked automatically which is frustrating. Or the other method I looked at was to assign item level permissions so that users can only see what they create, but I couldn't work out how to get a 'super user' to be able to view everything.

[gsk]

OK, not quite where I started but I have achieved what I wanted to: User fills in form, SLT member receives email with automatic link to the form and the creator is copied in.

 

*I created a new list in an existing Sharepoint site that all staff have access to.

 

*List is NOT in navigation so I have created two links in a folder in the Sharepoint document library that staff use. One titled 'Create New Report' and links to the form to create a list item. The second one is called 'View previous reports' which links to the list. Permissions below allow only the creator and the appointed member of SLT to see all items.

 

*Set list permissions so that users can only read what they've created.

 

*Create new permission level for that site called 'View All List Items' - checked the permission to override list behaviours (Source - https://blog.portiva.nl/2018/08/28/how-to-properly-make-use-of-item-level-permissions-in-sharepoint/ )

 

With the list created I wanted to alert SLT to new items created. I used Flow to do this.

 

*From inside the list, click Flows > Create Flow > Send a customised email when a new item is created. Creating the flow itself is straightforward adding in fields you want to include in the message.

 

*Once that's tested and working I wanted to create an alert for reports that are modified. This meant exporting the flow I'd just created and changing some bits in the definition.json file (Source- https://powerusers.microsoft.com/t5/General-Flow-Discussion/How-do-you-change-the-initial-trigger-in-a-flow/td-p/59927 )

The bit that matters:

so i found this workaround

 

export the workflow as a zip package (option "create as new")

make sure to rename the original workflow to avoid conflicts when importing

unzip the package file, look for the definition.json file

replace the trigger by editing the file:

in case of a different trigger on the same connection it is rather straightforward, in my case i replaced "When_an_item_is_created" with "When_an_item_is_created_or_modified" , "GetOnNewItems" with "GetOnUpdatedItems" and "onnewitems" with "onupdateditems"

recreate the zipfile (make sure the Microsoft.Flow folder is in the root of the zip file)

reimport the package, the flow is now triggered by the new action