SharePoint Designer like Approval in Power Automate - Part 1 (Selecting approvers dynamically)

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In this four part video series, we build a Power Automate Approval Workflow that has functionalities like SharePoint Designer approval workflows including:
👉 Selecting dynamic approvers for various departments
👉 Creating approval tasks for every approver
👉 Waiting for every approver to complete their approval tasks
👉 Allowing the requester to cancel their approval request
👉 Allowing every approver to reject and approve the request
👉 Allowing every approver to request for a change or ask for more info
👉 Sending reminders to only those approvers who have not responded
👉 Updating the approvers comments and responses in "real time"
👉 Allowing the approval workflow to run beyond 30 days timeout limit
Part 1: • SharePoint Designer li...
Part 2: • SharePoint Designer li...
Part 3: • SharePoint Designer li...
Part 4: • SharePoint Designer li...
Part 1 Video Contents:
00:00 - Introduction
00:58 - Comparison with SharePoint Designer Approvals
02:40 - Shout out to Reza Dorrani
03:12 - SharePoint Travel Request list intro
07:10 - Creating Primary instant flow
13:50 - Creating Main approval workflow
15:03 - Flow Trigger Condition
20:50 - Getting approvers dynamically
32:57 - Testing the flow
#PowerAutomate #SharePoint #Approvals

Опубликовано:

5 авг 2024

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Комментарии : 44

@miyattogan113 Год назад

Hello from Mexico, this information is very good and very appreciated, smooth explanation and everything make sense, life is good because we have people like you Asif, I'm hopping to see more videos from you about power apps and power automate

@niklassimacek6424 2 года назад

Hello from germany, i really appreciate that you spend your time on creating this content! It is right what i looked for and I found no one else who explained it better than you. Hoping for more content from power automate :-)

@Cynikill 2 года назад

Hi, picked up this video thread after also watching Rezas - appreciate the time and detail you are putting into this as it really helps as I try and understand how to do this properly. Looking forward to going through the next videos in the series..

@Dimi0631 2 года назад

you are really good in teaching! thanks for helping :)

@Shmank 9 месяцев назад

Very clear tutorial. Thank you!

@saojoaomeriti 2 года назад

Very good!

@1ZarakiKenpachi 8 месяцев назад

Outstanding explanation! Triggerconditions with AI is now more simplified ;)

@prashanth2341 2 года назад

its awesome explanation

@rawandamin543 Год назад

Thanks for the informative video,

@asifrais5995 11 месяцев назад

The Best

@tayongshakes8396 Год назад

good

@chrishudson8539 2 года назад

EDIT - Worked it out but leaving the answer for others :) Hi, any ideas where i've gone wrong? "The variable 'varApprovalEmailsArray' of type 'Array' cannot be initialized or updated with value of type 'Object'." My Expression is "outputs('Get_Approvers')?['body/value']?[0]?['Approvers']"

@emmanuelasare3099 2 года назад

Hi, Asaf, I liked your approval steps very much. I have a question, where do i edit in the flow to let the flow move to a second person for approval when the first approvals have finished their approval like a manager? I don't want the manager to be seeing the request when others have not signed on first.

@ayazalikhan84 2 года назад

Hi Asif Sir , I really appreciate your efforts , one quick query, how can we link department(IT) column from the approver's list to main list?

@elaizae17 3 месяца назад

Hi, so happy to have found your video about having multiple trigger functions. I’m just wondering if this trigger condition will work if i’m just creating the item for the first time. Like for example, not having another flow that triggers it. Like, if upon creation of an item in my SP list where the StartWF is Yes and the Status is Pending. Will the flow still start?

@alan_darr 2 года назад

In step #3 (Update Item), the Title field is required for me. That is not the case in your video. My list is a little bit different than yours but the main columns are there. Would the dynamic content be --> Get item: Title? That seems too simple and I'm not sure what it will mean down the line. Thx

@shawkeme 2 года назад

thank you very much for you effort , if you please i have one question , what if I need Get approvers (Get Items) return more than one item (multiple selection Colum option )

@bhujangaadapa7856 4 месяца назад

Does the approval send requests in the sequence given in the approver person type column?

@rawandamin543 Год назад

Would you please clarify what is the title type under the travel Approvals, I am having problem separating the email address of the Approvers. The problem is under Get Approvers Action, in Filter Query, the Dynamic content listed is only Department, I cannot find Department Value as it is under your tutorial?

@mtamitolanga 2 года назад

Hi Asif, thank you very much for the videos. In my case approvers of the same document are from different departments therefore I'm trying to Create item in the Approvers List on the fly in power automate. I have a doc library where users upload docs and my flow is triggered When a file is created (properties only) and status = new >> Get file properties >> Create item in my Approvers List. The Approvers (multi select) field in my doc library does not populate through to my Approvers List approvers field however the ID does go through. I tried outputs('Get_file_properties')?['body/Approvers/Email'] but does not work. Please help. Thank you.

@wyattparsons9799 Год назад

very nice video. I am running into a problem that my approvers cannot open the document. Do you know if there is a way around this besides opening up the library settings?

@melfleming6675 6 месяцев назад

Hi, this was well explained. Very easy to follow. Thank you! I have one question. How would one solve if they wanted to allow the submitter to select ‘Multiple’ department (Ex: IT and sales)? How would I call those action back in Power Automate so that both departments get the same email all at once?

@olaoladeji4600 Год назад

Thanks a lot Mr. Asif for this tutorial. The get approval emails section of the flow ran successfully without giving the output values for the varApproverEmailsArray. Could there be something I am missing sir. Appreciate your attention. Regards.

@tayongshakes8396 Год назад

Good day sir i have an issue with start my flow on share point to start manually, when i click on Automate i don't see the option start Approval how do i go about it thanks ?

@gerardoes87 2 года назад

Hi Asif i have some troubles declaring the intitialize variable, when i place outputs('Get_items')?['body/value'])?[0]?['Aprobadores2'] it giving me an error, the column name is "Aprobadores2" and it has two person, aslo the Get Items i didn't change the name? Any clue on this error?

@kumarvelu2920 Месяц назад

Hello sir. This is consolidated video. How we can integrate power automate with docu sign for the SharePoint list output. Kindly suggest your thoughts

@broodled 2 года назад

Great video Asif Sb. In case the approver is out of office, how will the automated flow function. Would there be any additional steps involved. Appreciate your guidance

@stevehearn8162 5 месяцев назад

Hi Asif, I need some specific guidance as I have a simple task yet for whatever reason after watching your very informative video, my simple brain still cannot crack the task of populating some Sharepoint list columns. What is the best way to contact you to discuss? Steve

@sanilschithambaran7268 9 месяцев назад

Thank you so much Asif, a great series with complete package of scenarios. Looks like you did a detailed study of the requirements prior to prepare the 4 parts of these videos, Amazing. I have a query about the final output " Save As PDF" button which will be part of the Approved notification. Is it possible to download the PDF automatically after the approval. Please share your email id if I need to send the screenshot. 2nd query about how to Reassign the workflow if the approver is not available.

@mirar1664 2 года назад

how can i trigger this from powerapps ?

@BrandonUttleygplus 2 года назад

Hi @Asif - is it possible to specify multiple departments in the requests form? For example - if 2-4 different departments (with multiple people each pulled from the Approvers list by departments) can all be assigned as Approvers.

@asifkhawaja 2 года назад

Hi Brandon, yes that can be possible. You will need to make the dept field on the form a multiselect dropdown and then in the flow you will need to iterate through each selected dept and retrieve the relevant approvers from the approvers list and save them in a variable or array to use them later for approvals. Hope that helps.

@emmanuelasare3099 2 года назад

@@asifkhawaja the columns I have doesn't give me the option of choosing a multiselect dropdown, it only give me choice option which only can take one choice not multiple. How do I get around it?

@crystalnichols385 2 года назад

I have the same question Brandon but none of this is working. :(

@abeeralshahrani148 Год назад

how did you creat the list in Sharepoint? did you upload an excel sheet or by using Microsoft list software?

@asifkhawaja Год назад

Just created the list in SharePoint using one of the travel the list templates that Microsoft provides.

@ExplorerheNorth 2 года назад

I seem to be hitting a wall here. When I write the code in to get the emails the flow fails. With the message below: “The ‘Varapprovalemailarray’ of type ‘array’ cannot be initialised or updated with the value type ‘object’. The variable ‘varapprovalemailarray’ only supports values of types ‘Array’ Can someone give me a steer as I have tried everything’s and it’s doing me head in.

@guigamerboy 2 года назад

I'm having the same issue

@ExplorerheNorth 2 года назад

@@guigamerboy I saved my work, removed the formula and refreshed all my connectors and it worked.

@lucashofer6550 2 года назад

Hi Ross, I’m facing the same issue. Could you please explain a little more detailed how to resolve this?

@asifkhawaja 2 года назад

@@lucashofer6550 Hey Lucas, I saw your email message as well. I am pretty sure there is a typo-mistake somewhere in the expression formulas that is causing this issue. (or you might want to try what Ross did above.) Please make sure that the data types of SharePoint list columns as well as the variables used in the flow are correct as shown in the video. And for the Value of the varApproverEmailsArray variable, please make sure that you follow the instructions from 22:55 to 25:55 in the video correctly. I made a mistake in the code which I corrected around 30:15. Please make sure you don't have that mistake. Hope that helps you, Sara and others too.