How to Fix Approved SharePoint Calendar Items Returning to Pending Status
Question details
Users are experiencing an issue where SharePoint calendar items automatically revert from an Approved status back to Pending.
- Product
- Microsoft SharePoint and Power Automate
- Device & OS
- not provided
- Scenario
- Managing calendar item approvals through automated workflows.
- Observed behavior
- Calendar items successfully marked as Approved are unexpectedly changing back to Pending status shortly after the update.
Ensure you have adequate permissions to view and edit both the SharePoint calendar settings and the associated Power Automate flows before troubleshooting.
Review Power Automate Flow History and Triggers
Identify if a flow is looping or resetting the item status due to conflicting triggers or redundant updates.
Often, an approval flow updates an item, which in turn acts as a modification trigger that starts the flow all over again, resetting the status to Pending. Checking the run history is the fastest way to confirm this.
Log into your Microsoft Power Automate dashboard and navigate to 'My flows' on the left sidebar.
Locate and click on the flow associated with your SharePoint calendar approvals to view its details.
Review the 28-day run history to see if the flow was triggered multiple times for the same calendar item.
Edit the flow and review the 'Update item' actions to ensure it isn't inadvertently reverting the status field to 'Pending' after an approval.
Examine your trigger settings to prevent infinite loops, such as adding a condition so the flow only runs if the status is not already 'Approved'.
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Frequently Asked Questions
Can versioning settings in SharePoint cause items to revert to pending?
Yes, if content approval is required and versioning is enabled, any minor edit to an already approved calendar item will create a new draft version, automatically resetting its status back to pending until it is re-approved.
How do I stop a Power Automate flow from triggering itself in an infinite loop?
You can add Trigger Conditions in the settings of your SharePoint trigger (e.g., 'When an item is created or modified') to ensure the flow only runs when specific fields change or when the status is not yet approved, preventing the loop.
Where can I find the approval status column in my SharePoint calendar?
Navigate to your Calendar settings, click on 'Versioning settings', and ensure 'Require content approval for submitted items' is checked. The Approval Status column will then be visible and manageable in your list views.
