SharePoint Document Issues

How to Update SharePoint Approval Status After Moving a Document

Maira Mehtab Sep 22, 2026 870 views

Question details

The user needs to ensure a SharePoint document's approval status updates correctly after an automated workflow moves the document to a different folder.

Product: SharePoint / Power Automate
Device & OS: not provided
Scenario: Automating document approvals and organizing files into different SharePoint folders using workflows.
Observed behavior: The document is successfully moved to the destination folder, but the approval status fails to update despite versioning and column modifications.

Before you start

Ensure that 'Require content approval for submitted items' is enabled in the destination SharePoint library settings, and verify you have Owner permissions to edit the active Power Automate flow.

Solution 1Recommended

Configure Power Automate to Explicitly Update File Properties

Use a custom Power Automate flow to update the document's approval status after the move action is completed.

When a document is moved in SharePoint, the destination library often treats it as a new file, which can reset metadata such as the Approval Status. To resolve this, you must explicitly update the file properties in your automation flow after the move occurs.

Open your Power Automate Flow

Log into your Microsoft 365 account, open Power Automate, and edit the specific flow handling your SharePoint document approvals.

Verify the Approval Action

Check that your flow includes a 'Start and wait for an approval' action before the file move takes place, and that it correctly captures the approver's response.

Configure the Move Action

Locate or add the SharePoint 'Move file' action. Ensure the source site address, file identifier, and destination folder paths are correctly configured.

Add Update File Properties Action

Immediately after the 'Move file' action, add an 'Update file properties' action. Point it to the destination library and use the 'Item ID' from the 'Move file' output. Map the 'Approval Status' field to the outcome of the approval action.

Save and Test

Save your workflow and trigger a test run by uploading a sample document to verify that it successfully moves and reflects the 'Approved' status in the new folder.

Troubleshooting complex flows: If the status still fails to update, review the flow's run history to ensure the dynamic content is mapping correctly. Sharing screenshots of the flow steps with a Power Automate specialist can help identify deeper configuration issues.

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Frequently Asked Questions

Why does the approval status reset to 'Pending' after moving a file in SharePoint?

Moving a file in SharePoint is often treated by the system as creating a new file in the destination library. This triggers the library's default column values and automatically resets the approval status to Pending, losing the previous workflow state.

Can I keep the original approval status when copying a document?

By default, copying a document creates a brand new item that loses the original workflow status. You must use a Power Automate flow to capture the original status and explicitly write it to the newly copied file's properties.

Do I need premium Power Automate connectors to update SharePoint approval statuses?

No, the standard SharePoint connectors included with most Microsoft 365 commercial plans provide the 'Update file properties' action necessary to change metadata and approval statuses.

Document & File Issues