Link to SharePoint List item not working in Approval flow

[Anonymous]

I am building an approval workflow for approving new items added to SharePoint list.  In the "Start an Approval" action, I want the email that gets sent to the approver to include a link to the item in the SharePoint list. 

There is a field in the action labeled "Item Link" along with "Item Link Description."  I have the "Item Link" populated with the SharePoint list item ID, and the "Item Link Description" field with some text and then a field from the SharePoint list.

Here's a screenshot:

However, when I run the flow, the "Item link" doesn't work.  It goes to this following URL:  "https://0.0.0.40/" instead of to the SharePoint list item.

Here's a screenshot of the approval request:

The text of the link is correct, but the URL (https://0.0.0.40/) isn't.  Any idea what I missing?

[v-monli-msft · Accepted solution]

Hi @Anonymous,

The item's link is defined incorrectly. Please fill the field with link like this:

This is the link of one of my SharePoint item:

https://XXX.sharepoint.com/sites/TeamSite/Lists/List_Test/DispForm.aspx?ID=4

Then you should fill the item link field like this:

Regards,

Mona

[Anonymous]

That worked, thank you!

[wasabruin]

The above solution does not seem to work for me. The link to a particular file for me looks something like this:

https://mycompanysite.sharepoint.com/sites/MLRReview/Shared%20Documents/Forms/AllItems.aspx?FolderCT...

The above is a PDF file that I would like reviewed and approved. So, how can I translate the above link to something that looks like the solution.

Thank you in advance.

[m4ngo5]

Wasabruin,

Try the URL below, using flow to append ID to the end as described above.

https://mycompanysite.sharepoint.com/sites/MLRReview/_layouts/15/DocIdRedir.aspx?ID=

--Stuart

[wasabruin]

Hi Stuart,

I tried what you suggested and I received the following error message:

Any ideas?

Thank you for your help!

[wasabruin]

I was able to find and resolve the activation of the Document IDs service. It is under the Site Contents > Site Settings > Site Collection Administration.

However, after fixing that, I received the following error:

[m4ngo5]

wasabruin,

Can you screenshot the part of your flow with the URL and the ID? It would be helpful to see.

The ID variable should not be outputting a URL string like that, but I have a theory.  When you activate Document ID, SharePoint schedules this task.  If the process is not yet complete, it might be outputting that string instead.

See here for more information on Document ID activation: https://support.office.com/en-us/article/Activate-and-configure-Document-IDs-in-a-site-collection-66...

[wasabruin]

Hello,

Thank you for your assistance. Here is some more information related to the issue:

1. When I use the following Flow setup:
   1. 
   2. I get the following error message:
      1. 
2. The FileID that Flow seems to be reporting is:
   1. %252fShared%2bDocuments%252fFor%2bReview%252fMLR%2bReview%2bForm-RevA.pdf
3. The actual File ID when I look at the "Details" for the file is: AMMLR-785860148-20

Any help with this frustrating problem would be appreciated! 

Thanks!

[m4ngo5]

Hi wasabruin,

Thanks for the screenshots.  Instead of using "File identifier", you want to use "Document ID Value". 

Better yet, you could erase everything that is in the "Item link" box and just use "Document ID", because that is a link to the document. (It will create the redirect string for you and put the Document ID Value in there too!)

-Stuart

[wasabruin]

Hi Stuart,

Thanks for the quick reply. Unfortunately, perhaps I'm doing something wrong, but I do not see a choice to use "Document ID Value" - these are the choices I get as I'm using Office 365 Sharpoint:

So, I've been choosing "File identifier", but that doesn't work.

Thanks!

[m4ngo5]

Wasabruin,

Change your trigger from "When a file is created or modified in a folder" to "When a file is created or modified (properties only)".  Using this trigger, you will still have the option to specify a folder if necessary, and it will provide you with the Document ID/Document ID Value you're looking for.

-Stuart

[wasabruin]

Stuart - you're a GENIUS!

That worked!

Thank you for sticking this out with me! So, just to recap for future "newbies" - in order to get the Document ID to work, you will need to use the "Properties only" trigger. Here's what my Flow looks like now:

[m4ngo5]

Thanks wasabruin!  Glad you got it working!

[Mark_B]

In the Link field state the full URL for the SharePoint folder that contains the document, for example;

https://mysharepointsite.com/sites/sitename/Shared Documents/General/foldername/

Then add the SharePoint File name field.