How to improve File Approval process to include multiple source libraries

This part III article in the series of adding a file approval action directly to Teams File Tab. Following my earlier posts (How to create an improved Microsoft Teams Files approval process using Azure Logic Apps and  How to: initiate a document approval directly in team files tab (using Power Automate) ) this one adds multiplexing: the same Logic Apps can get used to take action for multiple document libraries. This change can be also done using Power Automate Premium version since the logic for extracting the extra parameter is the same as with Logic Apps.

You start by adding an extra parameter to column formatting. It is a static value and you set that to each document library – you will get all the rest of file information from the file after you fetch it’s details. This will help you to target the retrieval for the correct Site / Document Library.

I simply put a descriptive name as one parameter we can get. In this example it is SourceDocLib=PlatformCompanyDocuments

Then to the Logic Apps I added a parameter Source and fetch it’s data

Then you just use the Switch or some other way to multiplex the request for actions – fetching file information and writing the approval request to a suitable list.

As can be seen I also renamed some actions between these screenshots and also added one more check there: in case the FileID can not be retrieved the flow terminates (to be done: add logging).

The benefit of all this that you need only to maintain a single Logic Apps in the Azure and you can add multiple document libraries for this approval process.

Vesa Nopanen
MVP for Office Apps & Services (Teams & Collaboration focus), Principal Consultant in Office 365 and Modern Work. Extremely passionate about Microsoft Teams's power to change how people work together. Helping and coaching customers to find benefits, solutions and value when adopting new tools, methods, ways or working and practices into daily work-life equation. I am always eager to challenge current situation and dig out new possibilities and ways to think and work. You could describe me as a jack of all trades but my main focus area and deep personal driver is Microsoft Teams since it has changed the way I work and did a giant step forward to make it possible to work from anywhere - the location does not matter even us much as it mattered before. Microsoft Teams opened the path for many organizations to rethink their practices, worklife, culture and start the change. That's why I am very passionate about Teams.

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