Excellent content as always, Reza! About the feature, to be honest, I still prefer the customizability of setting some flows to manage the approvals. Still, if they're implementing something like this, I believe we'll have some more levels of default automation
Thanks Reza. Is there a way to add this feature to an existing list, or do we have to wait? Would be great if one could add this feature to existing lists that already have data
Thank you very much, Sir. You and Microsoft are making everything so simple now. The only thing that will matter is going to be having an original idea. Again thanks for the hard work.
Most welcome. The Microsoft engineering team does all the hard work. I try my best to project their hard work and ensure people see value in these investments.
Noted but Your teaching has introduced many learners like me to the engineering team's efforts. I am one of many people that salute your amazing work, Sir.🙏 Please forward my gratitude to the Eng. team as well.
Thank you Reza! What if you already have a list and wish to integrate an approval feature or column into it? Do you have a tutorial available for this?
Thank you Reza, wonderful explanation as usual, is it possible to preset the approvals based on other fields like request type or direct manager for requestor ?, also is it possible to bind those columns to custom approval flow ?
Currently, Preset is not an option with this technique. You would need to use flows for that. I have done several approval based videos. Check approvals playlist on playlist on my channel.
Thanks Reza for the video! Much needed feature. How canvas apps can be integrated with the new columns? I see these fields appearing only as view columns in powerapps
Hello Reza, Great Video, as always! 😊 If I have a List that has already been created and I didn't use one of these templates, how can I add the approval status column to it (of course with it's functionality)?
Thank you Reza. My Question is around the Teams Approval App Dashboard 1) Does the Teams dashboard approval show updates specific for this ShareP List line item or other SP List line items (I noticed the dashboards REQUEST TITLE column , values changing over time) and does it keep the history? for history and records it will be nice to see the related ID for the line item 2) By default does the SP Column-Content Title-value automatically populate the NAME field of a new approval request of line item
1- it does maintain history (not sure for how long though). Title is simply approval title. When you select the approval action, it has the link to item. 2- Its the other way round. Approval title is based on title of SP column as shown in video.
Great video. I have three questions: 1. Can I see the full log of all previous approval requests after I resubmit the request? Otherwise, I could keep resubmitting the request over and over until someone approves it. 2. Can I set a default approver for a list, or do I have to set it manually each time? 3.What happens if the approver does not respond? How long will the request be pending?
1 - No. Only latest is maintained. However in Teams dashboard, you can see all the past approval requests. 2 - Manual each time. 3 - I believe there is no time limit.
Thanks for the detailed walkthrough. I have been testing this function for a couple weeks, but hadn't noticed the additional columns ("Approvers" and "Responses"). They are both person type columns, which certainly makes sense for Approvers, but the name Responses would lead many to expect it to contain something like "Approve", "Reject" or maybe the comments from the approver. Also I've noticed a few glitches that I'm hoping get worked out. Specifically, there's a significant lag in the status field updating after the approver receives the notification and I'm sometimes seeing duplicate notifications. I do appreciate that any change to the item resets the approval, though...finally bringing back something we had in SP2010 Workflow Approvals but has been lacking in Power Automate.
When you create an Approval process, using the existing methods, it automatically creates a Power Automate Flow in the background. So, it is not lacking.
@@johnfromireland7551 to clarify, what is lacking is the automatic cancellation of approval flows when the item being approved is edited or deleted. We have a number of approval processes that routinely "fail" because people submit a request, starting the flow, then delete it. When the approver takes action, the flow fails because it tries to update an item that doesn't exist anymore.
Thank you very much, I've been watching your videos carefully. the problem that I cannot find a workaround right now is: - When "all need to approve" it goes immediately to all approvers - I need a multi-step approvers. First one, then second level manager - then I think it is not really facilitating collaboration - I would appreciate if it would have "under review" status - or response option ( please edit). Do you have any advice on this?
The feature explained in video is out of the box feature set that currently cannot be modified. You should look into power automate approvals for your needs. I have done multiple approval based videos all listed in a playlist for approvals. I will not have a video on your exact use case, but the videos will give you ideas on how to try it out. I would also recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hi Reza! Awsome work, could you explain how I can Create my own customized approval status column? (add more input section for example) I like the method of opening a new window for insert information for various column in one section instead of showing all the columns in the list by default
This technique is an out of the box option and cannot be customizable as far as I know. I have done many videos on approvals where you can use your own status column. All those videos are in a playlist on my channel.
hi reza, the video is very helpful to me. can i ask whether we can make the approvers default? It is very troublesome to add approvers for every new SharePoint list. thanks.
Reza, for me "Approval status" column not showing in the newly created list from the template. it says "This action is part of an experimental feature that is not supported in the current environment."
Thanks Reza 🙏🙏🙏 If I've task to approve on SQL server Can I connect this data approval or only with share point list? Can I make a sincro to those tables 🤔🤔🤔
Hi Reza, thanks for sharing! How to create these requests from Power Apps? Is there any kind of specific values when using Patch() on these Approval Columns?
Great VDO and content as always. I just start to use these template as base and want to add the dynamic approver & sequen approval (Multi step) to this list. But I don't know how to go inside to edit approval status column or and additional Power Automate flow in it? or it can't be modified on? thank you
@Reza thanks for this preview! Is it possible for the requester to specify approvers within the new item form, where approval is initiated when they submit a new item. Or, must they (or someone else) initiate this after the item is submitted? Many thanks!
@@RezaDorrani Thanks! Please how can I get the arrow icon to click and change the approval status on the line outside of edit mode? it's incredible! Have you ever made a video teaching this formatting?
Is it possible to add an approvals column to an existing list? I have custom data so clicking the approval template does not work. Is there no way to just an approvals column to an existing list?
I'm trying to use this template to build out additional power automate flows by setting trigger condition using the Approval Status column in this list. My trigger condition is written as @or(equals(triggerOutputs()?['body/ApprovalStatus/Value'],0),equals(triggerOutputs()?['body/ApprovalStatus/Value'],2)) AND @equals(triggerOutputs()?['body/Author/Email'],triggerOutputs()?['body/Editor/Email']). They are not working when I create or edit item in a list. Can power automate be used to leverage from this template?
I have not investigated further in this template to know what options are available. I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
@@RezaDorrani the Approval Status column does not automatically respond to Approve and Reject actions taken in teams. I tried many times but the column never changes its status to Approved or Rejected unless I clicked on it. Is this is a flaw in the template or is there a setting somewhere in the list that I need to turn on?
Thank you Reza. Is there a way in Sharepoint to see who we are waiting for on the approval. For example if we have 3 required approvers and 1 has approved, can we have a column that shows the 2 that we are waiting on? Doesn't need to be a column but would need to be visible from sharepoint for others to see.
Hi Raza I have question regarding approval request , before it was notified to the approvers by email and now it’s only notified by Microsoft teams .. how can I fix it .
Hi Reza. In regards the "Approvals Dashboard" is there the ability to add additional columns to the dashboard view such as "Requested by" and "Approvers" or are we limited to what we see? Looking at the one for Sarah the last column is "sent to".
@@RezaDorrani Thanks. Also you mentioned about using Security Groups. Lets say I have a group called "Business Advisors" of which Paul & Peter are members. I raise a request and select "Business Advisors" as the approvers rather than individual names. Let's say Paul approves first then Peter. What would I see in the "Responses column". Will I see Peters name or will I only see the Security Groups name being "Business Advisors". Thanks.
@@RezaDorrani Thank you and appreciate you taking the time to check for me. Have you heard any updates on when this is going to GA status? The message center said roll out to GA was early May and completed by mid May, but still get the same error message. Does the message center have updates on progress of the roll out or do you just simply have to refer to the limited info on the RoadMap?
Hi Reza, am new to power app. I am trying this functionality, getting message that this action is part of experimental feature that is not supported jn current environment. Is this something my organisation need to upgrade some patch or available for all after sometime ?
Hi Reza Our approval process is required document signing. I will submit the document for approval and my manager will sign it. Approving the cycle is not enough. What do you recommend?
You would need to use 3rd party connectors like docusign and others for document signing. I do not have any video references on it. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Reza, is it possible to add a column that can change without changing the approval status? Like a yes no column that can be changed yes no without changing the approval status column back to "not submitted"?
I think I have tried everything, the only thing that I have found that will not revert the approval status back is adding a comment to the line. @@RezaDorrani
Can we change the behaviour after it has been approved. Instead of resetting the approval status when a change has been made after an approval, can it keep the status as approved?
Is there a way to require approval from everyone and also in a particular order? Like if a request for leave had to go through your immediate supervisor, another person and a final approval from a regional manager?
I'm having multiple records in my data source and some records having same Task ID's . If I edit any one record that changes has to be update automatically on another record which have same task id... Sir can you please help me with this... I tried multiple way If any one having idea please respond
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
I don't know why but I can't get my approval status nor the approver columns to show in my list, tired of searching! everything else works fine, except for those two columns!
@@RezaDorrani I think it starts from the moment I try to use any of the templates that include approvals, I reached a point where I can see an "_ApprovalStatus" column in the Show/Hide Columns option but it never shows. Not even from list settings. I'm trying to show the status and the approver but it won't let me, it is exactly what I need!
MC525660 - Updated June 1, 2023: Microsoft has updated the rollout timeline below. Thank you for your patience. This message is associated with Microsoft 365 Roadmap ID 100502. Standard Release: Microsoft will begin rolling out in late June (previously early May) and expect to complete rollout by early July (previously mid-May).
Good video, just have in mind the limitations of approvals. How about not responding for longer than 30days? Is it good practice to give a user possibility to send "spam" notification to anyone from organization as approvers? How to cleanup the approvals that are left e.g. when someone creates approval for multiple approvers, one approves, the item is approved, but the others approvers still sees approval and still can approve or reject. Does the reject than change the item status?
These are teams based approvals. Even if you do not respond beyond 30 days, it is fine. Currently, user needs to pick approvers. I’m sure there would be more options in future. This is a preview feature. It takes time before all the features are released. Reject changes item status and others see the updates. Always best to test the scenario.
Can you please explain, what happens if the requestor cancels the request sent to the approver even before they approve. This request can be cancelled in the teams - approval- sent . So basically we can go to the sent section in teams/automate, and cancel the request. So after we cancel, how to update the data base list. Can you please explain this. Like basically on what condition can we update the sp list. Ps- it's clearly not about the cancelling the flow.
@@RezaDorrani but I am not able to update the status in the data base whenever the requestor cancels the approval. It would be really great if you could make a video based on that. Or any solutions would also be helpful. Basically, whenever a request is raised by mistake, the requestor cancels the request in team in approvals- sent section. So at that point of time, I want my data base to be update. I am not able to do that, coz cancelled request is not treated as outcome in order to update as a next step in the flow. The flow just stops right there and status remains as still blank in the sp list(database).
@@vyshakr8095 I don’t think Im understand your question. There is no flow here. Its an out of the box feature. I dont plan to make any videos on this topic. Il recommend checking or posting your query on forums at powerusers.microsoft.com
Its a preview feature in target release tenants. Some have experienced issues enabling it. Im not aware of any other option to enable it apart from selecting the template.
Thank you very interesting. Seems like the template you used is not yet available, I get an error message "This action is part of an experimental feature that is not supported in the current environment." :(
@@RezaDorrani Excellent video thank you. Is there a general timeframe that applies for these type of changes / updates in terms of how long they stay as a "Preview" feature until they are available for everyone to use? Would be super keen to use, but was trying to get a gauge on whether we are talking days, weeks or months before it goes to GA mode.
Hi Reza, Great video tutorials you have. I've been watching your videos alot mostly Documents Approval to get the right flow I need. I was hoping if you have a video on Teams Approval app that when files uploaded by the requestor have been approved it can no longer be edited by the approver nor the requestor. It seems using the Teams app Approval alone can't achieve our goal as the files being uploaded can still be edited after being approved and the file itself is in the OneDrive files of the requestor. Can you point me to the right direction on how to have a Documents Approval flow that uses Teams approval app where requestor uploads the file using Teams Approval app/SPO site or list that can be edited if rejected and stop the manager/requestor to edit the file once approved. If not is there another method I can use? as long as the manager can get notified thru Teams approval app and email, files can be edited once rejected and stop files being edited once approved. TIA
MC525660 - Updated June 1, 2023: Microsoft has updated the rollout timeline below. Thank you for your patience. This message is associated with Microsoft 365 Roadmap ID 100502. Standard Release: Microsoft will begin rolling out in late June (previously early May) and expect to complete rollout by early July (previously mid-May).
These are all my earlier videos (pre- memberships) and done a long while ago. If video description does not have any links, then I dont have any other reference.
@Reza Dorrani this is what I would love to use this for. Being able to track approvals for documents in a library would complement nicely. Wondering if there was a way to trigger a document library approval to also reflect in the list.
