How to Setup a Holiday Approval Flow with MS Forms, Planner & Flow | Microsoft 365
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- Опубликовано: 6 дек 2020
- In this Microsoft 365 tutorial I show you how to setup a holiday request form, approval flow and how to push the request into Microsoft planner and Microsoft Outlook. This is a very simple process that can save you many hours over the course of a year and will help streamline your holiday processes.
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It's good that you don't hide the mistakes, we all get to learn from them as well.
This was extremely helpful. I have a team of almost 300 employees that will be utilizing this system to request time off from work. Our process will improve and I loo like a genius. Thank you so much.
This is awesome! What a great automation for holidays requests! Thank you and keep doing like that.
Good video. Thanks for not going very slow. I like the quick pace.
This has been insanely useful. Thank you!
Awesome tutorial. Thanks for putting this together .
Extremely helpful. Many thanks for making it so easy.
Absolutely awesome, thanks mate!
Thank you so much for this.. it helped me to automate my planning now!!!
Superb - worked first time! Just what we needed.
Perfect! This is just what I’ve been looking for. Very clearly explained and well presented. Thank you!
THank you. Awesome tutorial
Thank you very much for the tutorial.
Brilliant, thank you!!
Brilliant video. I enjoyed this, thank you
Amazing!! Thank you very much. Implementation successful
Awesome tutorial. Thanks so much!
Glad it was helpful!
This is just brilliant and has saved me hours of researching. My colleague and I have been learning PA during downtime over xmas break and this example is an absolute ripper. It's one of the few examples relevant to our organisation. I also like how you go back and fix things you've left out as the context makes sense in that order rather than do it all and try and explain every single component (the Compose for example). Plus I'm watching us destroy England in the Ashes at the same time
Thank you for this.
This is beyond helpful! You saved me a lot of time in building the form and approval request. Could I ask where I can find the video that you use the excel list instead of the Get Manager function here as our current org does not have a proper Line Manager structure on MS Team yet? Thank you in advance.
Thanks a lot for your video it reall helped me a lot
Excellent explanation!
Thank you for speaking in English !
Thank you for the tutorial. Was very informative. Can you create a calendar entry on any user's personal calendar with the dates. When I tried it, it would create a calendar under who ever is configuring it. Any suggessions?
Wow thanks I wish I had found this about 2 days ago. Thanks
This was great thanks
I have subscribed your channel because your video has been really useful for my team managing 👍
Super erläutert! Danke
Thanks for sharing this. I have a question. My organization doesn't have user hierarchy data, so I can't use Get Manager. But you said it's possible to do this through an excel lookup. Can you please share how this can be achieved?
This is in deed eye opening. Could you please share the link to the video where the manager details are retrieved from a lookup Excel file.
Great training video. thank you. In the Microsoft form, how can we do a drop down list from the name fields in which the data of the fields are either coming from Microsoft List or an Excel file?
Thank-you so much for sharing this. It's extremely helpful and I am excited to use it in my organization!
One question: if there are changes or cancellations to the schedule - If i delete the entry from planner, it doesn't get removed from the calendar. Is there a way to remove entries from the calendar should changes arise?
Really helpful video, followed it step by step. I don’t have Outlook setup in a way that allowed me to get the Manager emails to connect up. I’ve found a work around where I get the user to input their own managers email in the form, and then use that to drop into the flow. This works for me as we have a small company and I can trust employees to put in the right name.
@@yukokojima3901 In my holiday form I added an extra box to say “please enter the email address for your line manager” then later on in the flow, I use that as the email address for the Approval email to be sent.
Thank you for your reply! I will try that.
Thank you sir
This is a really usefull video. Thank you. Is there any way to build in each employees allocation for the year that reduces based on the days approved?
Hi! This was so helpful, can you make a video on how you look up the managers email in an excel??
I used this same idea to create a Hospitality form, that gets authorised by sales managers :D - thanks
Thank you! Works well. Can the final approved form be printed for a hard copy?
This video was SUPER helpful! Thank you so much. One question, I got it all to work until the step where it auto populates to planner in which you can then put it into an Outlook calendar. Why is it not automatically showing up in Planner for me like it did for you?
Hey I have question this can be used to submit handoffs/reports from a shift manager to a shift manager and than be viewed based on dates ? thanks a lot
Great tutorial, works perfectly but can you tell me how to change the date format to dd/MM/yy in approvals please?
Thank you so much for your informative video. Very helpful indeed. but I got stuck in understanding who is the Manager email? Is the manager the person approving the Leave or the person submitting the Leave request?
Hi, thanks for sharing. The video is perfect. I followed all the steps and created an approval workflow. However, even though approvers approve the requests, requesters always receive rejection emails. Could you please let me know what may go wrong ?
Hi, great video but I have a question, how can our leave directly show up on the teams & outlook calendar without an extra step, is there a way to do this by power automate?
Thanks guy,
Please there is option also for insert also time for the form?
is it possible to integrate an "out of office automatic flow based on approval for responders address if aproved?
Great Video,
Can you also show how to insert the excel file incase Office 365 doesn't work..
or any video that can guide me for the same
Could you pls explain more on the Test List in the Plan ID?
This is great. Just what I’ve been looking for. How would I go about adding half days?
I have the same question, how can we set a specific time off during a workday ???
Great question. Is there a time and date option?
Hi, Perfect demonstration and thank you for this video. I would really appreciate if you could help me in getting my project completed, which is somewhat similar to this, however, there are a few more conditions applied. Please do let me know if you can help me on this at the earliest.
Hi,
great video.
Is it also possible to fill the form with multiple people based on certain entries within the form?
So as example the form should go through a whole department consisting of 6 groups and each group needs to fill in information in the form and then the form is send to the next group until all 6 groups have entered their information. It could also be that based on certain form entries that only lets say 4 out of the 6 groups need to enter information, so there should be also different branches to steer the form through the needed groups.
Thanks in advance!
Thank you for this. Really helpful. Can you point me to the video where you look up the manager please in an excel spreadsheet? Thank you.
me too
I've set up both the approved and rejected emails yet it will only send the reject email regardless of what I pick. Any idea why it would do this? Thanks for the great video.
Hi I had a hard time working on the planner, it will not update, pls assist
How do I get this to show on a SharePoint calendar?
Hi Nick, can this form not only response to outlook calendar but also response to excel? I need to creat a annual leave application form, then collect data to an excel record, and finally goes to calendar. How should it work on the flow? Thanks
This is great. How about multiple department using 1 form? Does it have an option to select who applies and directed to the correct manager for approval?
Did you find a way for that?
Coz even I’m looking for the same condition
Me too!
Up
This was a brilliant tutorial. I was able to follow it from start to finish. Good Job! Is it possible to add the "add to outlook" phase in the flow if the holiday request is approved?
Sorry to be off topic but does anybody know a tool to get back into an instagram account?
I was dumb lost the login password. I would love any assistance you can give me!
@Francis Casey instablaster =)
@Ira Denver thanks so much for your reply. I got to the site through google and I'm trying it out now.
Takes quite some time so I will reply here later with my results.
@Ira Denver It did the trick and I actually got access to my account again. Im so happy:D
Thank you so much you saved my account!
@Francis Casey No problem xD
Hello @thatofficeguy, I would like to ask I get an error message on "Get Response Id". Also on the new Power Automate I don't have a dropdown option where I could select the response Id as shown here on your video. Hope you can help me, thank you!
Grest vid. How could you add send a calendar invite to a shared calendar. For example we currently just invite 'holiday chart' to any calendar holidays. Be good if this was automated too
Is there a way to limit how many submits you can do for a certain date? or dates?
Hi,
Can we have some option to swap the already applied leave to some other employees name
Could you please tell me how to have multiple flows behind one form with a condition of a field value on that form.
For example if type=A then goes to flow A, if type=B then it goes to flow B and etc.
Will this work for a company that has crew members that aren't on office 365. Say they all have gmail or hotmail accounts outside of company emails. (truck drivers). I want to give them the same ability to fill out a leave form like this and have the flow work.
Hi! Is it possible to avoid employee vacation crossings? how would it be done
Very nice and works fine nevertheless i face an issue which i can't understand and maybe you can help. Although everything works as should every time a colleague uses the form and requests a leave the automation finds the correct approver through the excel file and sends the approval request to the correct approver BUT the email the approver receives mentions as "send from" my email and NOT the person that requested the leave and filled the form. Why is that ? when the form is approved or rejected the requester receives the reply correctly as should... Can you help ? Thank you
Hi Nick, I followed all the exact steps and somehow i am having issues when i approve the holidays
Can this be modified to create approvals for booking resources such as mini busses in schools? We can't use MS Bookings as we are E1 tenant
Great video, but I am stuck on " the create a task section "I do not have TEST List under Plan ID. What should I put? Your help is appreciated
Loving this video, thank you. One question, my form is set up so that only members of my organisation can submit it, and it's recognising their identiy based on their log in, so there's no reqirement for them to manually enter their name in the form. How can I access their name if it's not part of the response details?
You can use the Get User Profile function in power automate, use the email address of the person who submits the form and then you’ll be able to return their full and or given name
Anyway to add the holiday to an existing, shared calendar?
Hi, great vid, could I ask how I would add steps if we have different numbers of authorisation steps, so some people may have 1 manager then the CEO others may have a manager and a senior manager then the CEO, there could be up to 4 levels, all have to get to the CEO once the other authorisers have approved, ? managers are set in AD. Is this possible?
i used switch
Would you be able to tell me how I would be able to set up the organization chart in teams to be able to pull the manager email address?
Add the 'Who' app in Teams
Hi Help me where we find task list while creating task , and where i can create
Is there a way to see all the requests on a sheet before approving?
Is Microsoft 365 Dynamic license a must for this workflow process to be complete?
Very useful - I have managed to add another step to add this to the requesters calendar too but even though I make the event all day it ends one day before the calendar invite that goes into the new calendar. How can I adjust for this?
I am having the same issue did you happen to find a solution?
Building upon insights gained from informative RUclips videos from your account, I've successfully implemented a holiday request system complete with approval processes. To further enhance this workflow, I'm now in the process of integrating a dedicated calendar. This calendar will comprehensively display the annual leave schedules for all personnel. Upon receiving approval from the respective line manager, the system will automatically deduct the approved leave days from the total entitlement of each employee. Do you have any advice how to connect these flows together?
what if some of the users do not have Office365 accounts?
How can i add a signature for user to to sign, say running the Form on an Ipad?
How to do this, when you've created the forms form in a team?
We have a managers team and each of them needs to get to look at the data (how many days each person has had)..
When I'm trying to do this, it only shows my own forms that I have created...
Hi, So the process works Great. My Only challenge is the "'Add To Outlook". It seems that only my first ever approval moved from planner to the calendar. the others appear in the planner but do not automatically appear in the calender. Any way to resolve this. Thanks once again for this awesome tutorial
Turns Out calender on outlook takes sometime to replicate/update.....
I am having difficulty with the form set up, how do i set up the form so the flow will recognize it in the drop-down?
why im seeing an error when i try to publish my calendar in the outlook..
Error: Outlook cannot add the folder because creating a new Outlook data file (.pst) file isn't allowed on this computer.
Can I request a copy of full apps or data?
I always get the error message on Get manager "Forbidden" any idea how to fix it??
I am trying to include attachment in the form but the flow from the Power Automate to SP list always fails and I get error message "The 'inputs.parameters' of workflow operation 'Create_item' of type 'OpenApiConnection' is not valid. Error details: The API operation 'PostItem' requires the property 'item/field_Approval_x0020_from_x0020_VP' to be a string of maximum length '255' but is of length '491'." can you please help what should am i doing wrong?
but how we can add limit od the days for example 20?
Hi
Tried to set this up a few times but it keeps failing in the condition i get the message (ActionFailed An action failed no dependant actions succeeded) any help would be greatly appreciated.
thanks
peter
Interested on how you did the email notification based on excel spreadhseet, can you send me the l ink to the video
Cheeky!!!
I setup this flow using this tutorial and the planner task dates are always a day earlier than the form request. I've tried numerous templates with the same outcome, the create planner task always adds the start date and due date as a day earlier than it should be. I was hoping your compose steps would resolve it, but got the same result. Any ideas?
Were you able to find a solution I have the same issue.
what is the test list in plan id ?
Were you able to figure this out? I can't get past this - I assumed I just needed to first create a Plan in the team site. Which I did and its still not seeing it. Appreciate the help if you are able to share.
Weirdly I followed this exactly (without get manager, just my email for approvals) and despite whether I approve or reject, it sends a rejection email. but says approved in teams approvals. I'll run through it again and see what is going wrong
Worked it out, my Approve on the condition was lower case "a". Changed it to capital "A" and it now works fine, thank you very much, worked a treat
For some reason, this now fails on send email to say approved/rejected. Comes up with an error as if it is sending to anonymous as opposed to the responders email
What if someone wants to cancel a time off request?
Not only do I appreciate your crypto analysis, I appreciate your ability to help me at work!
Help! this was totally working till we got to the create a task
Mine too, were you able to figure it out? Any ideas in how to would be appreciated. Thanks
you can easily create an event on holiday calendar sirrrrrrrrrrr dont make ya life complicated
this is screen shot