How to Allow Editing During Power Automate Approval and Lock Files
Question details
The user needs to configure a three-stage Power Automate workflow where approvers can edit documents, the creator is notified of changes, and the file is automatically locked as read-only post-approval.
- Product
- Power Automate
- Device & OS
- not provided
- Scenario
- Configuring document access permissions across different stages of a Power Automate approval workflow.
- Observed behavior
- Approvers are currently prevented from editing the submitted document during the workflow, and the document lacks automated read-only restriction after final approval.
Ensure you have the necessary owner permissions for the Power Automate flow and the associated SharePoint or OneDrive folder where the documents are stored.
Configure Power Automate Actions for Editing and Read-Only Locking
Use specific Power Automate actions to grant editable access during the approval process and revoke it to apply read-only restrictions once approved.
By default, basic approval flows do not dynamically adjust document permissions. To achieve this, you need to combine the approval action with SharePoint or OneDrive permission actions, ensuring that approvers receive an editable link and that permissions are stripped and replaced with view-only access at the end of the flow.
In your Power Automate flow, add the 'Start and wait for an approval' action. Within the action details, ensure you provide the dynamic 'Item link' so approvers can open and edit the file directly in their Office application.
Use 'Microsoft 365 user search' combined with 'Condition' actions to detect version changes or modifications to the file. If changes are detected during the approval stage, configure a 'Send an email (V2)' action to notify the document creator.
After the final approval step in your flow, insert the 'Stop sharing an item or file' action. This will remove the existing edit access for all users previously involved.
Immediately after stopping sharing, add the 'Grant access to an item or a folder' action. Select the relevant users (like the creator and approvers) and set their permission level to 'View' (read-only) to lock the file securely.
Review Workflow Documents Easily with WPS Office
While Power Automate manages your complex Microsoft 365 approval and locking workflows, you still need a reliable suite to open, review, and edit those documents. WPS Office is a highly compatible, free alternative to Microsoft Office that easily handles DOCX, XLSX, and PPTX files.
- 1. Download WPS Office: Visit the official WPS website and download the free WPS Office suite for your device.
- 2. Open Workflow Documents: Click the shared SharePoint or OneDrive link from your Power Automate email and choose to open the downloaded file in WPS Office.
- 3. Edit and Save: Make the necessary edits during the approval phase. Your formatting will remain perfectly intact when saving back to the shared location.
Frequently Asked Questions
Why can't approvers edit the document during my Power Automate flow?
If approvers cannot edit the document, the flow is likely sending a static copy or a view-only link. You must explicitly share the document with edit permissions or include the direct item link in the 'Start and wait for an approval' action.
How do I notify a creator if an approver modifies the document?
You can monitor the document using a parallel branch or a separate flow with the trigger 'When a file is modified (properties only)'. You can also check document versions within the flow using Conditions to trigger an email notification to the creator.
What is the best way to lock a SharePoint file after it is approved?
The most effective way to lock a file post-approval in Power Automate is to use the 'Stop sharing an item or file' action to clear all existing permissions, followed by 'Grant access to an item or a folder' to assign 'View' permissions to the required users.
