How to get files with status "draft" in a SharePoint site

[BenTampubolon]

I received a request to create a flow to generate a notification when a document/file is in draft status for more than 1 week. Is there a filter that I can apply to identify document in draft status pls? Thanks for your help...

[365-Assist]

I would add a new Status date column in SharePoint.

Then create a flow that updates that Status date column to current date  when the Status changes to Draft.

Then create another flow that looks for Status = Draft and Status Date more than 1 week.

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Darren Lutchner - 365 Assist

[rajasubr]

Hi,

You need to set either a column to capture the status of the document or you can enable “Content Approval” settings.

Then you can run a scheduled flow which can run every day to loop through the document library and use the last modified date & Status column as conditions.

If the document is in draft state or last modified is equal or late than a week(+/- 7 days from the current date) you can get the details and then send an email by using email Action from Power Automate.

OR if you are OK to introduce custom columns into your document library then introduce 2 columns. One to capture the status and other one is to capture the draft status date. Then Setup a scheduled flow which can run every day and loop all the documents which are in draft and draft status date +/- 7 days and send email.

Hopefully this helps. Let me know I can build a workflow if needed for you.

Thanks.

How to enable content approval workflow for a document library can be found here: https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/require-doc-ap...

Please hit Thumps up and Accept this as a Solution if it’s resolved your problem.

[BenTampubolon]

Darren,

Thanks for the suggestion. It helped me to consider what's available.

We discussed this internally and finally agree to use the version number field as the basis, where a version that doesn't end with ".0" is equal to a draft version.

[BenTampubolon]

Rajasubr,

Thanks for the suggestion. It helped me to consider what's available.

We discussed this internally and finally agree to use the version number field as the basis, where a version that doesn't end with ".0" is equal to a draft version.

[rajasubr]

@BenTampubolon,

Thanks for responding. Please hit thumps up and mark it as correct solution if it’s helped you. So others also get benefit.

[pjohnson8700]

I have the same question and have tried to query on the "Approval Status" field, but this is a Library and I keep getting the error that the field cannot be accessed .... I need to send an email when a Library file is in pending status for 5 days. I can do everything but can't figure out how to query the status. Any help you can provide would be appreciated, there's not much info out there about this scenario on a Library. thanks.