How to Build Power Automate Approval Workflow for Beginners

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Approval flows are some of the most common flows created using Microsoft Power Automate. Rather than running around the office with a piece of paper trying to get signatures, you can set up a simple flow. There are many ways to use approvals. In this video, we will walk through a common vacation request example using SharePoint as the data source.
Spoiler Alert: I had to go back and film most of this video over because Power Automate is constantly evolving. And I found another update after publishing this video. What I demonstrate is one way to build the flow. Another is to go straight for Outcome. It really depends on your objective.
Did you know that you can now see the status of your approvals in Microsoft Teams? Watch this video to learn more about Approvals in Teams: • Tutorial: How to Use M...
0:00 Pick the flow trigger
1:04 Begin Building the flow
1:30 Add Approvals Action
3:28 Take 2 build the flow
6:46 Test the flow
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Опубликовано:

21 июл 2024

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Комментарии : 34

@HeatherMajors 2 года назад

Upon further research, for a different flow, I discovered you can go straight for condition control if you use Outcome instead of Responses. I don't want to do this video for the 3rd time since the steps I show in the video will work. Just know there is another option if you would like.

@anubhavanant 11 месяцев назад

Thanks @heatherMajors - is there any way i can add cc to notify different manager

@HeatherMajors 11 месяцев назад

@@anubhavanant I had to go look for it because I forgot where they put that option 🙂 If you go to the email connector and click the tiny drop down at the bottom of the box for advanced options you will find CC and BCC options.

@val1363 2 года назад

Thank you soo much for posting this! I struggle too often with multi-approval flows but this pushed me in the right direction 😎

@HeatherMajors 2 года назад

I am glad it helped. It took me some time to figure out multi level approvals and parallel approvals. In case it helps, this link goes to the Microsoft help page that got me through my first multi level approval. docs.microsoft.com/en-us/power-automate/sequential-modern-approvals

@HeatherMajors 2 года назад

While creating this video and building the flow I ran into issues. Rather than cut it out and pretend as it all worked out perfectly the first time, I decided to use this video as a way we could all learn together.

@yestomoney4264 2 года назад

very clear and easy to follow. Thanks for sharing!

@HeatherMajors 2 года назад

You are very welcome, Power Automate is a good tool to save time. But if you are like me, it can have a steep learning curve. Glad we could learn together.

@jehbosheva Год назад

Thank you Heather for an interesting walkthrough. I made my vacation approval form but instead ofhaving it shiw in the Teams, I added it to the SharePoint site. The only thing that I am stuck is adding another Update to the 'Condition' when an item is approve, which is to Update the Manager (Approver's) Outlook calendar. I would love if you create another video addining that particular add on. Thanks again.

@HeatherMajors Год назад

HI Sai, adding things to people's calendars can be tricky and I have not played with it recently. This is an interesting use case that I will add to my ever growing list of video ideas. No promises on timeline but it is on the ideas list.

@CatelloCascone-gx3ph 8 месяцев назад

@HeatherMajors, because once the flow is started and approved, I receive other approval notifications for the same document on Microsoft Teams. Many thanks!

@HeatherMajors 8 месяцев назад

Glad you could find some information that is useful for you. 😀

@chrisbellerby 2 года назад

I want to use approvals to approve leave and sickness and populate to a shared teams calendar, do you know if this is possible, thanks chris

@HeatherMajors 2 года назад

Hi Chris, I just checked in my Power Point environment and I don't think it is possible to add the event to a Teams calendar because it looks like the connection needed for Teams calendar does not exist. Teams does not have a real "shared" calendar at this time. It has channel calendars but they are meant for scheduling meetings with everyone in that channel. The problem with that solution is that every leave or sickness would be added to everyone's personal calendar as well. Not ideal in most cases (at least where I work). It might be better to investigate using a shared group calendar that you then pin in Teams for everyone to see.

@catalinneacsu8465 Год назад

Hi Heather , I created a flow just as yours and i still have the issue with the flow going to "rejected" side even if the request gets approved. What could be wrong ?

@HeatherMajors Год назад

Hi Catalin, the most common culprits when this happens to me are the two following things. First, the fields in the condition control are case sensitive. For example if you put "approve" in the control with a lower case "a" it will show rejected every time because the approval feature in Power Automate uses an upper case "A". I tend to type fast and not pay attention to capitalization so learned that one the hard way. The other is whether you use outcome or responses for the condition control. Outcome is newer and easer to use because Power Automate will let you process it as a single response. Responses will make you put in an apply to each loop on the next step.

@Lokesh.Singara Год назад

Do you know how to assign the Existing site design template id to the Newly created website.

@HeatherMajors Год назад

Do you mean applying a template to SharePoint? Sorry, now sure the context here since this power automate video does not talk about design template id.

@livefreeNH603 Год назад

I am trying to build an approval flow that will assign approvals to certain people based on what is submitted (eg Mary approves car requests that come in and Joey approves motorcycles). Do you have any pointers?

@HeatherMajors Год назад

Hi, I have not tried to build a flow of that kind. Condition controls are my go to when I want to have a flow do two different things.

@livefreeNH603 Год назад

@@HeatherMajors Super appreciate the reply! I'll give that a try. Sometimes it's hard for me to get my mind around what I'm asking Flow to actually do haha. This helps

@HeatherMajors Год назад

Glad you found it helpful. As a person who is still trying to learn the more complex flows I often stare at the screen and ask it what I should do next, lol.

@ranatahirtahir9980 Год назад

Nice 👍 I want to create and send a documents and get response of this document when documents signed by client in power Automate

@HeatherMajors Год назад

You might need set up some condition controls but it can be done.

@ranatahirtahir9980 Год назад

@@HeatherMajors Thanks 👍 I Used Third party API To create And send documents To client for Signature after Signature than I want to share documents to Account's team Please Can it is possible you Create a video on same task or Also tell me Other Method how I can Do this ?

@ranatahirtahir9980 Год назад

@@HeatherMajors means?

@CherryBerrytales 9 месяцев назад

I am still getting rejected email picked for approval flow

@HeatherMajors 9 месяцев назад

Often times when I get rejected when I think the flow is correct it is a syntax error or it is a capitalization error. For example in my flow I kept putting approved (lower a) when the list it was connected to had a capital A in the column header. Once that was fixed the flow ran as expected.

@user-ne1un8cb2v 6 месяцев назад

Is the request data collected via MS form?

@HeatherMajors 6 месяцев назад

Hi, in this example I use SharePoint Lists but you can use forms. The goal of this example was to get the information and then keep the results somewhere. Thus Lists for both parts. But you could use a form to gather the data and Lists to save the data. Up to your business process really :)

@WaliSayed Год назад

Useful tutorial! but I have the challenge to create multi-level approval inside Power Apps, not on the surface of emails.

@HeatherMajors Год назад

Hi Sayed, full honesty here I am not the best with Power Apps. May I suggest looking at @PowerAppsTutorial or @AprilDunnam. Both have a lot of Power Apps videos and they may have more detailed advice than I can offer.