Flow not working as expected

[MikeBeman]

Hi,

I have just built a test version of an existing flow that works fine. It involves multi stage approval for a document that arrives in a shared mailbox. The issue I am seeing is that once it passes the 3rd approval (commercial), its starts the next part of the process, but then loops back to first stage (Supply Chain) before reaching the 4th approval (Production). The flow completes the next part of the flow marked by the 1 and then seems to return to 2?

Any help appreciated! thanks

Mike

[wskinnermctc]

Hi @MikeBeman , the screenshot you provided shows the whole flow, but when I view the photo or even download the photo to zoom in, the words are blurry. I think the Power Automate forum downgrades photo quality when they are uploaded.

Can you chop the photo into smaller pieces like 3 or 4 that way it is easier to read the action titles? 

I can see the 4 approval steps. But I don't understand what you mean by "The issue I am seeing is that once it passes the 3rd approval (commercial), its starts the next part of the process, but then loops back to first stage (Supply Chain) before reaching the 4th approval (Production)."

Can you be more specific about "its starts the next part of the process" ? What is the next part of the process?

I don't see how it would be possible for the flow to complete the 3rd approval and then go back to the first approval without going to the 4th?

I'm guessing part of the problem will be due to having the overall Apply to Each. I don't know what is being used in the Apply to Each as the source (since it is blurry), but I'm guessing it is Attachments from the initial email and it automatically created the Apply to Each box.

The Apply to Each isn't necessarily a problem, but it can help with creating more problems if the incorrect values are selected or used somewhere in the flow. And it can lead to unintended results.

So when it comes to your process of Approval (I'm referring to all 4 approval steps as a single Approval flow) how is it supposed to happen?

1. A single email comes in with a single document that needs an Approval?
2. A single email comes in with multiple documents that needs an Approval separately for each document?
3. A single email comes in with multiple documents that needs an Approval treating the multiple documents as 1 object being approved?

Trying to get a better understanding of your flow

[MikeBeman]

Hi @wskinnermctc ,

apologies for the delay, I have been out on leave.

To describe the process - A specification is sent to a shared mailbox. when that arrives, the file is saved in a SharePoint library pending the 4 approval steps, supply chain, Technical, Commercial and Production. Once approved by all teams, the file is saved in the Live library. 

I am not sure what is happening with the flow jumping back, I agree, it is not something you would think can happen, but the flow will update the item to say approval is with production, but i then receive another email for the supply chain approval and no email to confirm approval to the commercial team to confirm approval??

Commercial (stage 3 approval)Supply Chain (stage 1 approval)Technical (stage 2 approval)

[MikeBeman]

the email contains a single attachment

[wskinnermctc]

Have you been using Copy to Clipboard and Pasting in the steps then renaming them or something? 

I would triple check which Approval Responses are in the conditions as well as the email addresses being used for the notifications.

Another thing to check is what Outputs you are using in steps after you Update the item. Are you using the Outputs of the most recent Update Item? Or are your using the Outputs of a previous Update or even from the initial trigger?

 I would also check what is going on with the Technical approval and the use of Outcome in the Condition 4. If you have Technical Approval set to First Response then it will go forward. This is a good explanation about types of Approvals here SharePoint StackExchange . 

Another thing to test would be Approve the Supply Chain request and then Reject the Technical, and see how the flow runs. Same thing for the Technical is to test when it is Rejected.

I think some wires are getting crossed with the values you are using. This is very easy to do when you have so many steps that are similar. Like maybe using the Supply Chain response in the condition after Technical Approval or using the email address for Supply Chain in the Send Email to Commercial step. So I would go through each step and hover over the dynamic content and make sure it is using the correct output. Similarly look at the Approval types and verify it is set to what you want and how that is run in the flow.

[MikeBeman]

Thank you, I will check all these points and let you know how I get on

[MikeBeman]

Hi,

I checked all of the steps, and they are using the correct references.

The only issue I did spot is that I had not removed the send as email address which I didn't have the permissions for. 

This is a test flow based on an existing live process. I need to change the last part of the process to save the approved file to a new folder based on the product category, the Live flow is working without issue (saving the files to one single folder) and is identical except for the fact all the emails and approvals are directed to myself in this test version for me to complete the testing.

I did have one test manage to get to the next step in the flow, but failed due to the send as issue I pointed out above. see screenshot, I have not been able to get to that stage again in subsequent tests!

[MikeBeman]

So further update, I have now managed to complete a full run. However, I did still receive 2 further 'Supply Chain' approval requests although they were missing the item name shown in the smaller of the boxes as an example.

[wskinnermctc]

That is very curious the subject line would be different.

So the second and third supply chain approval request were for the item MPS747104 but it doesn't say it in the header like the initial supply chain approval?

What is the trigger for the flow?

Is it possible you are triggering both your flows (test and live) whenever you run a test? For example when you run your test flow, is the test updating the item in SharePoint and then that is triggering the live flow?  

[MikeBeman]

it appears that is the case yes, I thought the same about the subject line. I believe they were for the same item as that was the only one being tested.

The trigger is when an email arrives in a shared mailbox. I set up a new test mailbox so not triggering both flows, and the SharePoint folders referenced in my test are on a different site altogether. 

My user account is not part of the Live environment so I don't see those emails either.

I am thinking of perhaps writing a new flow for this now as it appears that when the flow is successful and completes what is required, it remains in a running state (I don't know how long that would be the case), so want to try and build it in a way that allows the flow to go to a succeeded state etc.