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Examination of a process flow within my company and its optimisation

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Posted on by AD-20120917-0

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Bonjour,

Présentation du projet:
Le but est d'automatiser le processus de validation de documents dans mon entreprise. Ce que je suis parti pour l'instant, est de créer un site spécifique pour la validation de documents dans lequel lorsque je dépose un fichier qui doit être validé dans un dossier spécifique ça déclenche un flux. Le flux consiste à envoyer un formulaire sous forme de adaptive card faite par moi-même où je remplis comme données un commentaire sur le fichier que je dépose, la liste des destinataires qui doivent être prévenues et la deadline. Ce qui prend du temps dans ce processus c'est de créer la liste des destinataires, elle se fait en récupérant les utilisateurs d'un groupe d'office 365 qui contient l'ensemble des employés de la boite et les stockent dans un array. Après avoir récupéré ses informations, le flux notifie par mail les destinataires qu'un document qu'ils doivent valider a été déposé et envoie le lien Sharepoint du dossier qui le contient et aussi le nom du fichier. Il faut savoir que chaque fichier a comme propriétés: les destinataires, les destinataires qui ont validé, les destinataires qui n'ont pas validé, Validé (colonne qui représente l'état de validation du document), deadline, et d'autres non utile dans power automate. Ensuite il appelle un flux enfant qui va s'occuper des approbations pour chaque destinataire de manière séparé. Il y a un flux enfant qui est généré pour chaque destinataire. Le flux consiste à générer les approbations et ensuite les traiter.
Le flux enfant envoie donc des approbations via Teams et par Mail. Si la personne accepte l'approbation, on la rajoute dans les destinataires qui ont validé et on la supprime des destinataires qui n'ont pas validé. Il y a deux trois actions en plus pour assurer le bon fonctionnement mais globalement ca ressemble à ca. Enfin, j'ai un flux programmé qui se déclenche quotidiennement et qui va vérifier si tous les destinataires ont validé le document et si c'est le cas il met la case Validé en OUI.

Amélioration souhaitées:
Gain de temps de manière général
Simplification de la partie approbations:
- J'aimerais simplifier cette partie pour la rendre plus ergonomique du cote utilisateur. Ma philosophie serait de faire en sorte de concentrer l'environnement qu'utilise mes collegues pour approuver les documents à valider. Le schéma actuel consiste à ouvrir dans Sharepoint le fichier pour l'ouvrir avec l'application locale (c'est obligatoire de l'ouvrir avec l'application locale car on a des logiciels pour ca), faire les modifs/commentaires souhaités puis approuver dans Teams la validation de fichiers.

Anglais:

Hello,

Presentation of the project:
The aim is to automate the document validation process in my company. What I've done for the moment is to create a specific site for document validation where when I drop a file that needs to be validated in a specific folder it triggers a flow. The flow consists of sending a form in the form of an adaptive card made by myself where I fill in as data a comment on the file I'm submitting, the list of recipients who need to be notified and the deadline. What takes time in this process is creating the list of recipients, which is done by retrieving the users of an Office 365 group that contains all the company's employees, they are saved in an array. Once this information has been retrieved, the workflow notifies the recipients by email that a document has been uploaded that they need to validate, and sends them the Sharepoint link to the folder containing the document, as well as the name of the file. It should be noted that each file has the following properties: recipients, recipients who have validated, recipients who have not validated, Validated (column representing the validation status of the document), deadline, and others that are not useful in power automate. It then calls a child flow which will handle the approvals for each recipient separately. A child flow is generated for each recipient. The flow consists of generating the approvals and then processing them.
The child flow therefore sends approvals via Teams and by email. If the person accepts the approval, we add them to the recipients who have validated and delete them from the recipients who haven't validated. There are a couple of extra actions to make sure it works properly, but overall it looks like this. Finally, I have a programmed flow that is triggered daily and checks whether all the recipients have validated the document and, if so, sets the Validated box to YES.
Desired improvements:
General time saving
Simplification of the approvals section:
- I'd like to simplify this part to make it more user-friendly. My philosophy would be to concentrate on the environment that my colleagues use to approve documents. The current system consists of opening the file in Sharepoint and then opening it with the local application (it's compulsory to open it with the local application because we have software for that), making the desired changes/comments and then approving the file validation in Teams.

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MarkRahn 916 on at

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Examination of a process flow within my company and its optimisation

Hi,

I really hope the answer I'm giving is what you are trying to do.

I am going to assume that what you are hoping to do is provide the user with a link in the Approval that will open the Attachment in the native Desktop App and save them some steps.

Example:

In the example, I am going to show you how to do this with MS Word for a file in a SharePoint Document Library.

You can tell the browser to open the file with MS Word by prefixing the link with:

ms-word:ofe|u|

"ofe" is the command name sent to ms-word which means "Open For Edit" - ofe. This is also "ofv"-"Open For Viewing". "u" is the command argument descriptor.

You put the SharePoint "Link to item" after that but you have to format it properly to open the file. You have to trim off everything after the file extension.

For example, if this was the "Link to item":

https://yoursite.sharepoint.com/Shared%20Documents/TestDoc123.docx?d=wfe79ea54920b412788429632cc71858f

Everything after the file extension needs to be trimmed off for the link to work with the URI, so it would become:

https://yoursite.sharepoint.com/Shared%20Documents/TestDoc123.docx

This is done with a formula similar to the following:

substring(outputs('Get_file_properties')?['body/{Link}'],0, indexOf(outputs('Get_file_properties')?['body/{Link}'], '?d='))

using the Substring function and the indexOf function.

The link used in the Approvals would look like this:

You could also build the URI in a Compose statement to take into account different file extensions such as xls or ppt.

Here is a link to the list of all of the Office App URI schemes:

Office URI Schemes | Microsoft Learn

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Thanks
-Mark
MarkRahn 916 on at

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Examination of a process flow within my company and its optimisation

Hi,

I'm trying to understand what you are asking with the following:

Simplification of the approvals section:
- I'd like to simplify this part to make it more user-friendly. My philosophy would be to concentrate on the environment that my colleagues use to approve documents. The current system consists of opening the file in Sharepoint and then opening it with the local application (it's compulsory to open it with the local application because we have software for that), making the desired changes/comments and then approving the file validation in Teams.

Is the issue that the file first opens in SharePoint in the browser and to actually edit the file the user then needs to open the file in the desktop version of the application?

For example, the user is sent a Word document that is stored in SharePoint. To add comments and track changes properly, the user needs to open with file in Word the desktop application?

-Mark