Document acknowledgement confirmation

[KatieB]

Hello,

I've created a flow that notifies everyone in the company when a new file has been created or modified in a SharePoint folder.

I now need to get an acknowledgement from each staff member that the file has been read. I have looked into using Adobe Sign and Docusign, however, I wondered would it be possible to get some sort of confirmation (signature not necessary) without using a 3rd party tool. 

Many thanks

Katie

[ScottShearer]

 Would using a "For a Selected Item" Flow work for you?  Users could select the document and run the Flow which would then create an item in another list with their name along with the name of the document.  There is a template that you can use to get started.

Your email could provide a link to the library and instructions.

It's not perfect, but it's the best I can think of.....

[v-xida-msft]

Hi @KatieB,

Do you want to get a acknowledgement confirmation from each staff member when they have read that file?

Could you please share a screenshot of your flow's configuration?

I afraid that there is no way to get an acknowledge from each staff member when they have read that file without using a 3rd party tool in Microsoft Flow currently.

You could consider take a try to send an email to each staff member of your company and ask them to reply an email when they have read the new created file on their side.

Best regards,

Kris

[KatieB]

Thank you both for your help.

Please see my flow requirements below. I would like to setup a flow similar to what you have sugested but am a little stuck with adding detail to the sharepoint list. I would like the flow to:

- Send email to all staff memebers when a new file is created or modified (tested and working)

- Include a link to the item in the email (tested and working)

- Create a condition: Yes - if the link is selected to add employees name, date and document name read to sharepoint list

                                 No-  send a reminder after if the link hasnt been clicked after 7 days

Im currently stuck with adding the condition and getting the employee details into a sharepoint list. I would be greatful for any advice.

Many thanks

Katie

[KatieB]

Hi Scott,

Thank you for your help. Could you please expand on this solution?

I have created a flow which emails multiple people when a file is created or modified. The email links directly to the document. Where I'm getting stuck is I need a record in a SharePoint list of who has opened the document and when.

I've tried doing this by "send email with options" and an approval flow, however, I cant get multiple responses saved in the SharePoint list.

Many thanks

Katie

[ScottShearer]

Here is an example of a "For a Selected Item" Flow that may meet your needs.

The easiest way to get started is to go to the Library and selected Create a Flow and use the Complete a Custom Action for a selected item template.

I add two actions to the template:

1) I user the Office 365 Get User Profile action so that I can access the name and email of the person who ran the Flow

2) I use the SharePoint Create Item action in order to store the name of the document and user info in a SharePoint list.

I name the Flow "Certify That You Have Read This Document".

Currently, you'll need to share this Flow with your users (you can share with a Group) for read-only purposes (they ca'nt edit the Flow).  At some point in the near future, this step will no longer be neccessary.

Here is the Flow:

If this solves your issues, please mark this post as Solved.

If you need additional help, please post here.

[GabrielStJohn]

Hello, @KatieB!

Have you had a chance to apply @ScottShearer‘s recommendation to adapt your Flow? If yes, and you find that solution to be satisfactory, please go ahead and click “Accept as Solution” so that this thread will be marked for other users to easily identify!

Thank you for being an active member of the Flow Community!

-Gabriel

Flow Community Manager

[Anonymous]

Thanks for the solution! I implemented the "Acknowledgement" flow you have showed, but I'm noticing now the workflow is not displaying under the flow menu. Do you know what would be causing this or how I might resolve it? I just need the users to have a way to select and item and then kick off the workflow.

[ScottShearer]

@Anonymous :

In order for the Flow to appear on the menu, the user must first select a single document and then click on the Flow drop down menu.  Also, for anyone other the the Flow author to see the Flow on the menu, the Flow must be shared per my instructions/screen shot above (manage run only users).   You'll want to add the list as a run-only user.  That way, anyone with contribute access of higher for the list/library will be able to use the Flow.

[Anonymous]

@ScottShearer thanks for the quick reply.

I understand how it works and it was working prior to this week, but now it doesn't display on the flow menu. Sorry I should have been more clear about it was acually showing and working, but now it doesn't show. 😞

[ScottShearer]

@Anonymous :

Are you the only one who can see the Flow or can't you see it either?

Can you try editing/republishing the Flow?

[Anonymous]

@ScottShearer  I can't see it either.

I will say that we have added 2 folders as the client wanted 2 folder added to the library. I'm thinking this might be causing an issue as where before it was only files.

[ScottShearer]

@Anonymous :

I have tested but have been unable to replicate your issue. 

My next step in trouble shooting this issue would be to create another simple Flow for test purposes just to see if it shows up for you.

[Anonymous]

@ScottShearer  I create from scratch and see what that brings.

I'll keep you updated. Thanks again.

[Anonymous]

@ScottShearer  I created a new tenant and flow. Its still not working so here's my flow. Does it look right?

[Anonymous]

@ScottShearer  using the "create a flow" from the library worked rather than a blank workflow. 

How would I run this flow manually from a mobile device?

[stiggy77]

Can we see the full detail of this workflow please?

What was entered under For a selected item and get item (my get item asks for an ID)?

How did you get the Title, Response From  and Certifier email fields? as my Create Item only shows the site address and list name.

Thanks

---

@ScottShearer wrote:

Here is an example of a "For a Selected Item" Flow that may meet your needs.

The easiest way to get started is to go to the Library and selected Create a Flow and use the Complete a Custom Action for a selected item template.

I add two actions to the template:

1) I user the Office 365 Get User Profile action so that I can access the name and email of the person who ran the Flow

2) I use the SharePoint Create Item action in order to store the name of the document and user info in a SharePoint list.

I name the Flow "Certify That You Have Read This Document".

Currently, you'll need to share this Flow with your users (you can share with a Group) for read-only purposes (they ca'nt edit the Flow).  At some point in the near future, this step will no longer be neccessary.

Here is the Flow:

If this solves your issues, please mark this post as Solved.

If you need additional help, please post here.

---

[Anonymous]

Hello @stiggy77 ,

Although, I used Flow today for the first time, I found @ScottShearer 's description completely helpful and working.

First, of course, you need to have your list in place, in Scott's example with the 3 columns: Title, Response From (which is the Metadata of a Person or Group in SharePoint) and Certifier Email (which can also be the Metadata of a Person or Group in SharePoint).

Then, when you start "Complete a Custom Action for a selected item template", the two steps For a selected item and Get item are already filled in for you by default. I didn't change a thing.

In step 4, Create Item, fill in the (team)site adress where your list is located and select the list under list name.

If you have done all that right, the fields of the list will be displayed for you and you can select how they should be filled.

[Anonymous]

Hello @ScottShearer ,

thank you for your helpful description.

The flow itself works, although I changed it a bit from create new item to alter item since I want to see who has read the file and who not. So the list has a yes/no flag that is changed for an existing entry every time the flow is used.

But, does the flow still work if the list is restricted to only me editing it? Is the rights management "aware" that I created the flow and has therefore the right to alter the items in the list, even if the users themselves could not?

Thanks in advance!

Jeardy

[David99]

Many thanks  @ScottShearer for the clear explanation. I wondered if some could comment on my flow. I have set it up as in the example ( the only difference is that I used 'get items' rather than 'get item'. If I used 'get item' it requested an 'id' which was not autofilled. The flow appeared in the SP site but when run not entry was created in the 'consent' list that I created. Can anyone give any clues to why it may be failing?