SharePoint Document Issues

How to Show SharePoint Workflow Stage in Power Automate Approvals

Phi Hung Vo Sep 28, 2026 869 views

Question details

The user needs to make the SharePoint workflow stage column visible to the submitter while a Power Automate approval flow is running on a checked-out item.

How to Show SharePoint Workflow Stage in Power Automate Approvals

Product: Microsoft SharePoint / Power Automate
Device & OS: not provided
Scenario: A Power Automate flow updates the workflow stage of a checked-out SharePoint item, but the submitter only sees the pending status.
Observed behavior: The submitter is restricted to seeing the 'Pending content approval' status and cannot view the updated workflow stage column.

Before you start

Ensure you have Site Owner or Full Control permissions for the SharePoint list or library to modify column visibility and versioning settings.

Solution 1Recommended

Review SharePoint View and Column Visibility

Ensure the workflow stage column is actively included in the default view assigned to the submitter.

Often, custom columns updated by Power Automate are hidden in the default user view, making it impossible for the submitter to track the workflow stage visually.

Open Library Settings

Navigate to your SharePoint list or document library, click the Gear icon in the top right, and select 'Library settings' or 'List settings'.

Edit the View

Scroll down to the 'Views' section and click on the default view (e.g., 'All Items' or 'All Documents') that the submitter uses.

Enable the Workflow Stage Column

Locate the 'Workflow Stage' column in the list of available columns, check the 'Display' box next to it, and click 'OK' to save the changes.

Review SharePoint View and Column Visibility

Item-Level Permissions: If you are using item-level permissions, ensure the flow action updates a field that the submitter's permission level explicitly allows them to read.

Solution 2

Adjust Versioning and Checkout Settings

Modify how SharePoint handles draft item security and checked-out files so updates become visible.

Solution 3

Seek Specialized Troubleshooting in the Power Automate Community

Consult Microsoft experts if the flow configuration is complex or failing silently.

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Frequently Asked Questions

Why does a checked-out SharePoint file hide column updates from other users?

When a file is checked out, changes made by flows or other users are saved as a localized draft. Only the user who checked it out (or users with elevated permissions) can see these draft changes until the file is officially checked back into SharePoint.

Can Power Automate force a SharePoint check-in during an approval?

Yes, you can use the 'Check in file' action in Power Automate. Placing this action after your workflow stage update ensures that the newly written properties become visible to other users, including the original submitter.

How do I make the Workflow Stage column visible to everyone in the list?

Go to your SharePoint list or library settings, select the View you want to edit under the 'Views' section, and check the display box next to your Workflow Stage column. Save the view, and it will update for all users assigned to it.

Where can I get advanced help for complex Power Automate approval flows?

The official Microsoft Power Automate Community forums are the best place to get specialized help. You can post your flow's run history, configuration screenshots, and exact error messages for targeted troubleshooting from experts.

Document & File Issues