Power Automate Approval Workflow 2.0
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- Опубликовано: 7 фев 2025
- Whats up Friends?!
FINALLY! I am remaking my most popular video ever! Multi Layered Approvals in the new actions!
To view the original go here - • Power Automate Approva...
To see John Liu's tutorial on Approvals Comments check out this video - • Power Automate Tutoria...
Learn about Approvals Attachments: • Microsoft Power Automa...
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As always please LIKE & SUBSCRIBE
Much Love from me!
Jon
Perfect timing, I just happened to be watching the old video when I saw this update. I do have a question: is it possible to have the nice look and feel of the email in the Outlook desktop app?
Hey there! unfortunately to get that inline experience you have to use the outlook web experience. The desktop experience will always take you to the Action Center in Power Automate
@@JonJLevesque Adaptive Cards baby!
@@louiscutmore Which don't work...MS bug. Unless it's been fixed (as of April 2020).
Thank you, great tutorial. We are having trouble with the update item action where people have then file checked out. Unfortunately the flow errors. I’ve added a run if parallel branch on fail to notify the author but seems the flow needs to start from the beginning of this occurs. Was also thinking about using the discard checkout action ahead of the update item action possibly. Also wondering if possible to record a persistent record of the workflow. I created a variable to capture and append the progressive comments and fed back to a SharePoint column but if the document undergoes another approval workflow the comments are overwritten. I tried to instead use the Content Approval feature but getting a 502 bad gateway issue. The idea was to add the outcomes and comments to the content approval comments so maintained in the documents version history. Actually, got this working, turns out it doesn’t work with minor and major versions... flow succeeds when only major versions are set for the library. also, there is a limit to how many times you can stack the condition. I had a workflow with 8 approval steps and it failed on step 7. In the summit last week there was an announcement on child flows... so this will probably help once available.
I'm late but thanks soooo much for this multi-layered approval. My agency has multiple approvals and for the life of me I couldn't figure out the workflow for my powerapps form. You are a life saver!!!
Looks great and can't wait to see if I can get this process working in my organisation.
Would be awesome if there was a followup video of a how to create a status tracking dashboard for a support team so we can tell at any point in time, who the action is on. Other than that, great video, liked and subbed! Thx
Brilliant. Clear, easy to follow and it works. I searched for a template and couldn't find one thats suitable for multi-level capex approval, this ticks all boxes. Thankyou
Great video Jon! The copy and paste to clipboard is super life saver! Great that you guys figured this out.
It was like fate that I saw your video!!! THANK YOU VERY MUCH! I have no training with using Power Automate and your explanation was so simple and direct, I was able to understand how the tool works!!! 🙂☺️🙂☺️🙂
Very helpful. Thank you. I couldn't figure out where a non-admin user who monitors a process might go to review an approval path. The list answers that.
Super helpful, thank you! FYI at 25:28 the email back to the user that says design was approved is using comments from the content reviewer, not the design approver's comments about it being "soooo good" :)
Great video. I was working on similar scenario 2 days ago. Some of the things you mentioned in the video answered a couple of questions I had.
This is amazing.. You always rocks sir...... very helpful video.. keep updating us.. thanks a lot
First time to see your video tutorial, very helpful, thanks Jon...
This is the perfect explanation of the process, i wish all the best on this job.
I like the video, thank you! But, as is with many other MS Automate videos on RUclips, my main concern is not addressed. How do we keep track of approval audit, i.e. where we can see the approval follow for audit purpose? It would be good if you can present that part as well.
Hey John - awesome video. So helpful! Thank you.
Very useful videos, thanks a lot. I wish you can make a tutorial for approval process when the main approval is out of office so it will automatically delegate it to the one mentioned in the out of office message.
Great update. Could you do a vid on sending approvals to many people and get to the next approval stage based on the majority response, while also recording all of those responses in a SharePoint list? Have seen this is possible but a video would be fabulous.
Great video. You can show how to edit sharepoint forms with powerapps so colums for approval can be only edited by power automate and not by users. Also turnig off quick edit!!!
Loving the new approvals, still missing the approval reminders options. how hard is it to check a box that says "Send Reminder" and then adding a time (Hourly, Daily, Weekly, ...). maybe someday.... Great video as always Jon!
Yeah, this is definitely something they should add in. I will check if its on the road map.
Hi Tim! it would be awesome if they add id... In the meanwhile, you can try this workaround by David Blyth flow.microsoft.com/en-us/blog/approval-reminders-using-parallel-branches/ it worked for me!
Great video, very helpful! But, how would I wait and restart the work flow upon rejection?
Great video! It helped me a lot.
Get video. The way that Microsoft tells us to do multi level approvals with attachments does not work but with a little bit of modifications this does!
Thank you very much.. Your video content is really useful for me :)
Thank you so much, this is great help!!!!
You're welcome!
Hi Jon, Thanks for this video ! I was looking for this kind of a multilayered approval process. Also, I am looking for a Flow which kicks off an approval process sequentially with almost 6-7 users, after the final approval , the document in Sharepoint or MS Teams should be converted to a pdf, stored in a different folder and this approval flow must also maintain an approval Log in sharepoint or MS Teams. Appreciate your help here !!
When you get that, please share..I need that.
Great video, is there any new update about the 30 days timeout?
Hi there - There are two options to take Flows beyond 30 days -
1. powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Build-long-running-Approval-Flows/ba-p/279890
2. ruclips.net/p/PLN-cZRQeAiDVSTrAPT8ugrlUY0nYNlv2d
Hope these help!
very nice and helpful video. Thanks
-Dayakar Reddy
Hong Kong
Hi Jon, any tips on how to create a parallel approval workflow where the approval emails are triggered based on the requestor input? Example: requestor ask for access to building A, building B but not building C, each building has different approvers so the worflow will send two emails, one to approver for building A and another to approver for building B. Once all approvals are received, trigger an email to building admin to process the request. Input will be much appreciated.
Looking for something similar too please.
Hey Stan - I will add this to the backlog! I love the idea.
@@JonJLevesque great, thanks Jon. Can't wait. 👍
Desperately looking for a solution for an approval workflow where the approval emails are triggered based on the requestor input and wanted to jump on this train :)
Thanks for all that you do! Your videos have been the most helpful for this newbie!
Looking for this too
Approval only by specific person who listed in form
Helpful video.... is there a way I can setup and alternative approver if the manager is on leave. We reading the user manager from AAD .... thank you very much.
Delegating approvals when managers are out of the office seems like the only missing feature I see - would really need this to implement into my business. Any update here would be appreciated!
@@andrew_mitchell To accomplish this, I have created admin account and added its email in the "Assign to" field of the "Start & wait Approval" action along with the actual approver's email. The approval email will go to both the actual approver and the admin account, so when the actual approver is on leave, the admin can approve the request. this works fine. Since we are using "First to respond" when one of them approves, the approver will not be able to approve again the same request. Hope it helps :)
In 2010 Designer Approvers could be dynamically assigned from access groups in form view upon creation. SPO no longer has form view and uses attention view which is terrible, in that meta data is done after upload, which leaves the general users asking where their content went. Statically assigning an approver in a flow is ridiculous for large organizations and is not a good general use case. This issue has been raised under MSFT user voice.
I have done one of these that required response from the approved - needed to check for those comments and other fields before proceeding. Lots of forks. Also got attachments along the way in each step and posted in next email. Had to update the list with status after each approval. Found I could only go 9 layers deep. It was a nightmare.
Great video. Is there a way for the approver to be set by the requestor? I'm looking at an MS forms flow and would like for the person completing the form to nominate the approver. Thanks!
Hi Christine, this is the exact flow I am trying to create. Did you figure it out? Thanks.
use "Add an Input" option
I posted this question on an older video, but thought I would post here as I didnt see this addressed in this video. With Dynamic Content- what is the difference between [Field Name] and [Field Name Value], and when should I use one over the other? Thank you.
where or how Can i get the Requestor Alias and other Dynamic fields... can you pls help me?
Hello John, I'm just getting into flow, and I love your videos. It's helped me so so much!!!! I went through your training videos and I couldn't really locate a video that covers my exact need, and I wanted to see if you can tell me if it's even possible to do. I need to create a Flow which the approval goes to the Manager of the Requestor + additional Approvers. The Approvers will change for each file as it needs to go to unique Approvers depending on who the end user would be for the file being uploaded, so I was wondering if there is a way for Flow to trigger a prompt for the Requestors to manually add additional Approvers' emails on top of the already present WF that kicks off the approval request to their Managers. Any help would be greatly appreciated!! thank you so much!!!
@woo jang I need the same. Have you figured this one out? any good vids to watch for this?
Great Video. How can I create a two levels approval flow if the first stage approver is different for each requester.
Nice video, but what if you sending a document for multi approval and you need the signature of all approvers to appear on the document, assume using pen input or sketch to sign the document
you would want to include the adobe sign connector and then place the output into the approval process somewhere!
@@JonJLevesque So I worked hard with AdobeSign reps to get them approved, but they will not be in Federal gov because it's another cloud and not secure...a cloud that requires another contract and manager of that contract and money that we don't have....we need a solution IN 365 cloud!!! When you work with secure documents you can't bop back and forth among clouds and uplicate everything all over the place. We need digital signatures for legal reasons and it's keep up from 365 adoption and killed any trust due to strugle to do simple stuff. When we upload interactive pdfs all the function is gone too..so we can't even download and reupload and hold digital signatures....People are sticking on premise until I can solve and get records, IT, and security to approve a work around....honestly if we invested in a document control product that can't meet our basic...this being one of the main things we do....not looking good. We just broke with google and if noe fixed...I can see people fighting to get it back!!...Truth.
Hello- Could you please point me to any tutorials about how to send an approval email in FLOW to a group/shared mailbox?
Great Video..I have a query..Flow Run history is maintained for 30 days. In case approver has not taken any action then what will happen?? Is it deleted or maintained in flow history??
Helpful video, thanks for your sharing!
In our actual approval process, sometimes we can't just approve a single new item directly, instead we need to compare it with the similar items that have existed in our list already, for example defining if the new one is the best one. It's better the system can group the similar items together and then send to the approvers with a link or table so that they have a full list of similar items to make the decision easily. Is it possible to do that? Would you pls tell us some method or share us another video for this?
Thanks in advance!
Great video.
I am currently working on the following flow with no success, would you share your idea?
1. Person A submits the request (when item created in SharePoint)
2. Person B proposes the value
3. Person C approves/ revises the value
4. If the approved amount (by person C) < 100,000, if flows to Person D for account set-up; if > 100,000, if flows to Person E for further approval, before it flows to Person D for account set-up
Hello, Sir @6:18.... "Outcome" does not pull up in my dynamic contents. Do you know how I can find it or is there a different option I can select?
Hi, Good question! I have the same issue. Please help!
How do I add 'requestor alias' to the flow. It's not a given option in power automate. How do I got about creating 'requestor alias'?
Add it to the source form or request?
Does every person involved need a license/plan for this to work or only the creator of the flow? Which plan would make this work?
For this flow, the creator would need a flow license, everyone else their e3-e5 would cover it all
@@JonJLevesque thank you!
Hi, how could I finish an approval flow that has a trigger with "When an item is created AND MODIFIED"? My flow is in a loop after the file is updated at the final approval. I have to use this trigger because my item is in a list and in case it is not approved the creator has to act and correct and then go to approval again.
Great video, by the way! very happy I succeded on creating my first approval flow.
What happens to flow if item is rejected? How does it get submitted again for approval with changes?
Hello! I badly need an answer to this question. How come it went more than the nesting limit of 8? There are more than 10 "apply to each". This has been my problem for a long time. Please answer me. Please, please. Thank you in advance!
Hi, if i am updating to an existing SharePoint list, which trigger should i use instead of "when an item is created"???
Interesting flow for recording approvals, but the actual document being approved is unaffected; only the column in your list changes. In real world I would think you want the ppt being approved to be hidden from public then upon approval published so all can see it. Can you an action be to change permissions on a file based on an approval workflow?
Hi there! I followed the steps mentioned in the video, however, when i get to the first 'update item', I am getting an Update Item-404 Output error...please help!
""status": 404,
"message": "Could not find list item."
Awesome explanation, I was trying to learned how to use this tool and we clarify very well. Only question is why in my case always that I click to answer (Approve/Reject) the Outlook open the web flow page and not answer directly of email like your video.
I share the same concern with You. Jon where are we going wrong?
Nice video
@Jon Levesque can you please help and share how i can create manual triggering approval flow by choosing list of approves before i run it?
Excellent video - thanks for sharing. Is there a way to use Project Online - change requests or PDP page fields to route through this approval processes?
I have encountered error says The power flow's logic app flow template was invalid. The template actions 'Apply_to_each_10, Apply_to_each_11' are nested at level '9' which exceeds the maximum nesting limit of '8'.
Is there a way to exceed maximum nesting limit of 8???
I have 5 layers of approvals. But when I saved my flow with 4 levels, I encountered this error.
i am using Microsoft form and trying to build approval of 5 level. how i can do this. Thanks in advance
is it possible to have a approval from a list of people? example HR, IT, Finance
Yeah absolutely. Set them in a SharePoint list or data verse and then call them with a get items or get records
@@JonJLevesque can that be used in new approval feature in ms teams? So that user can submit an approval from teams and sends it to the right department?
@@JonJLevesque please include how to pull approver emails from a SharePoint list this in the next video. Thanks
So, I did everything the same.. But my approvals just keep loading up until 2 minutes and then fails.. Is this a common thing & do you know how I can solve this?
Hi. I have a problem with flow, because I have 5 approvals and 4 of them got a notifications (from mail) and message with approve or reject but last of them did not get anything. Maybe someone has similar problem? Or limit for user who are attached to this?
Is there a list of all approval to keep track of what's approved and not?
Yes! The action center in flow tracks all open approvals! :)
@@JonJLevesque Thanks makes sense !
Hi Jon,
Really Nice Video. Can you tell how can i attach PDF file for the approval in the email?
The video is great. I have many errors when I get to the section about updating the item in back SharePoint after the approval. If the fields in the SharePoint list are identified as "must contain data" it will not let me complete the steps identified in the video. I don't want to change the list setting because I can't error proof the list when someone is entering data. I have spent 2 days trying to get this too work...very frustrated because it seems so simple in the video. Any suggestions?
hi, when i use a premium connnector (HTTP), must pay our customers for it for a specific plan than he can use it or can they use it with the normal office licence ?
Http is premium and not covered in an office license
@@JonJLevesque oh okay ,,,, only for developers or users of the flow?
Hi Jon, would love to see a video from you on creating a simple Power Automate flow that will take the place of a SharePoint 2010 workflow for classic page approval. I can't be the only one who is scrambling to do this for my classic publishing sites before November. I tried to use the out of the box modern approval flow and retrofit it for classic pages, but Flow doesn't recognize the "publish" button on a classic page as a trigger.
Is it possible to allow the person uploading the document to add email IDs of approvers while uploading the document?
My thought is a list or two at the moment. with those names being pulled via indexed ID# or something...but also looking for this solution.
Hi Jon, what if the approver didn't neither "Approve" nor "Reject" and you want to send him the approval request again " after a delay"? would you use the "Retry policy" within the settings?
Hi, if an approval process is rejected as some changes need to be made and it has to be approve again. how we can do this in flow?
Thank you for this tutorial. This is really helpful. Question: How do we lock down the information that was submitted for approval after approval has been given?
Good point
This is great, thank you. If I wanted to add more fields that the Approver has to fill in before authorizing the document is this possible? I'm looking at a chain of authorization for specific document sets. As the document moves through the authorization chain each person further up the hierarchy requires specific sets of information from the previous in order to approve. Relying on comments and including previous sets of comments is going to leave room for error. Thank you
Hi Jon, may i know possible to insert a comment to the word file once get the approval from manager ? lets say i upload a word file for approval, once approval obtained, to auto insert details such as approved by, approved date in word file
Hey Jon. Great video man.
Quick question:
Is it possible to use Flow and Forms to allow the person who submitted the form (for approval) to fix the original form they have submitted if the form was initally rejected.
Is it possible to edit a Microsoft Form that has submitted by a user
Hello Jon, so at 7:34 where we select the person to whom the e-mail is going to be sent - if, let us say, I would like to send it to the person who created the request. How do I do it without he person having t to input their e-mail address as a Requester alias in your case? Also, am I able to create a group and select this group (a couple of users) and send the email to them? Thank you, Lukas
Jon,
How would one go about creating an approval that is based on sum of approvals? For example, I have 4 potential approver. Once 3/4 of the approves approve, I want to consider overall approval and then proceed with the next steps.
You want the Quorum approval pattern. Check out this link by Serge Luca - www.google.com/amp/s/sergeluca.wordpress.com/2019/05/07/microsoft-flow-majority-pattern-approval/amp/
Can the approval also include or be a form with a digital signature?
You could use the adobe sign connector to get a signature, then put all the approval info into a Word template. I haven’t done any videos on Adobe Sign.. but i have quite a few on the Word Connector
@@JonJLevesque The issue is we cant use Adobe sign connector...they are selling SAAS and will not allow use without cloud. They talked about just dropping in cloud for a second during signing, but that is security nonsense...only takes a second outside our firewall...and answer is no way. I am looking at word doc signature flows, but stumbling because all our forms are multi-signature and if you have to check a box or add a comment, I haven't figured out a way to lock it from changes before the next signature....something really complex with locking and versioning every level and then deleting trail?....if is can't be done that is something I can say...just seems like there are so many tools in 365 and I just haven't found the magic brush yet.
I like you man thanks for sharing this one is awesome. Now can you do the video for the leave request .
Hi Jon, I am trying to create a multi-layered approval flow with power automate where I need to customize the Approval branch. So, let's assume, we have already updated the Sharepoint List and sent the email as you have in your video, but now, we need to branch out a request condition to another department where we ask if there is a "Reward Card"
so that the response = "reward card" and then if there is a reward card - send back the response to the approver, and then forward that response once again to another department, to get the Card # and send the response back to the approver. So, in fact, there is a 3 level approval process where all gets captured in a Sharepoint List of the multi-approval levels. How to?
Is it possible to approve at approval1 but reject at approval2 and notify a specific person for their attention to make the revisions, then trigger the flow from approval2 again since it was already approved at approval1? Thanks :)
What if you have no lists, how do you make that?
You first make a list. Or use sql, or dataverse.
Never use excel.
Hi can you do a tutorial for when a file is uploaded to a library? I have a site with multiple document library that I need to set an approval flow when a document is uploaded I tried to do when an item is uploaded but it didn’t work
Any idea how to have a file uploaded to a Microsoft form connect to a word document using flow?
Hi nice video, little question can you put in a condition that starts a validation flow if a field of the list contains x if contains other value don' t start de validation flow, i try but don' t get it right
Is there any chance that this multi layered process connect to excel and update data excel accordingly? I saw your old videos where you showed the excel and email connection updates. Correct me if im wrong. If I would like to combine both this multilayered process approval and excel data input, I need to add the "excel video steps" somewhere in beteern after aprroved/rejected right?
Don’t do it. Trying this with excel will cause nothing but headache. Excel isn’t meant for large scale automation. A SharePoint list or SQL or dataverse will suit you much better in the long run
Hey John, Any idea how to assign an approval to multiple people?
Sure, there’s a few ways. The first is to choose the “all must approve” option or you can simply send parallel approvals to each person
@@JonJLevesque Thanks, I got this - having success assigning to individuals, but no success sending to a distro group
Hi Jon, started reviewing your series, but keep getting lost. You keep mentioning a previous “*?” Whatever, but never can find it. Since PA has basically intermeshed Flow, I am really running into a roadblock. Can you give me a good place to start? As an example I am at Add dynamic content. When trying to select I get a MS support screen that says nothing about adding dynamic content. Can you provide a roadmap for a newbie? My Dynamic Content is blank and has no list like yours.
Hi Jon!
Is it possible to cancel the approval flow? Say, for instance, I triggered the flow by accident. Is it possible to cancel it when it´s aready running? Another question: I don´t want two approval flows to run at the same time. Is it possible to prevent the flow from running if it was already triggered? (If a document was already sent for approval it doesn´t make sense if I send it again before te documnt gets approved/rejected)
Any ideas on how to have multiple approvals at the same time which could vary in number (there could be 1 to 4 max) and only when they all are approved the list updates to say approved and the requester is emailed to say all have approved?
If you use the “all must approve” selector in your approval it will do just that! :)
@@JonJLevesque Thanks - I have that, my problem is I can't get it to send me 1 notification when all have approved. I get a notification for each approval instead.... I also want it to update my list in sharepoint to say it's approved, only when everyone has approved. Any ideas for this?!
Hi @jon
I am stuck at one point.
I got all the responses using response summary but the problem I am facing is that in "start and wait for an approval" with "everyone must approve" user will get all the response only after all approvals are done.
So in between if I want to know where that approval process is stuck or like what is the status of the approval(who has already approved and who are yet to approve.) That I am not able to display.
Suppose there are 8 approvers, is there a way that we can show or highlight that those many have already approved and those people have yet not started approving, in between?
Please let me know
This is great Jon! I have a question how about the signature approver/. they can view the attachment then signed and saved then approved.
Good video but I must tell you I have designed a more powerful flow than this. You didnt mention the rejection side. In your flow, if it is rejected the flow still goes to the next approval level. That is wrong. Many people do terminate after rejection. The is also not perfect because in multilevel approval, if the last person rejects do to a small correction what happens?
Thanks for this, very useful. Any thoughts on using the manager for each step to dynamically pull from AAD until say approved by a manager with key info in their title.
Looking for the same.. Approval across departments and job title
Hey Jon! Would this work in Teams? If so what are the differences?
Hi, I just watched your video. I have a similar situation, but not for approval/rejection. I need to set up a email flow for when certain people and locations receive an item. Is it possible to do with flow?
Great video! Thank you! But what if each person has a maximum of let's say 4 days to review. If a person did not do it's review in the first 2 days they receive an email each day until the 4th day. In the 5th day all the people involved in the review receive an email saying that the review process stopped because one of the reviewers did not review in the set 4 days.
CAN YOU PL HELP CREATE MULTI LAYER APPROVAL FORM IN MS FORM
This. Is. Amazing! Thanks Jon, this was incredibly helpful. One question, if you have multiple approvers for a single approval step how do you handle that on the SharePoint list side? Do you need to know ahead of time how many approvers there are going to be and put in a column for as many as you're going to have? Or is there a better way to handle this scenario? Thanks!
Is possible to do remainder approval emails for the multilayer approval ?
Good flow, but what about error handling? When you have a multi layer approval flow and something goes wrong, you have to start all over again. I don't think that the people who already gave an approval want to approve again.
For a complex approval Flow like that you will want to build something like the "Controller Flow" or state machine - ruclips.net/p/PLN-cZRQeAiDVSTrAPT8ugrlUY0nYNlv2d
Hey Jon, thanks for posting this updated approval workflow. I am building the approval workflow using (CDS connector) in which i am updating the "Approved by" field (which is a lookup field to system Users) case entity. I am using "Start and wait for Approval-First one to respond". I am using the "Response comments" to update the case entity record - which makes it "Apply to each". My flow is failing as the Approver (user ID) returned by outlook (if approving in outlook) or Power Automate (if approving in PowerAutomate) are different than the same user's user id in D365. User ID from outlook and powerautomate are same. So with user id being different how do i get "Approved by" updated on Case entity in D365?
Perfect Information. I just have a question related to the dynamic content, is it existed already or we need to add from apps or create? since from my side it is blank. Thanks
It gets created by the list in this case.
Hey Jon - how would you suggest I add reimbursement documents from a SharePoint library in the approval process? I have managed to create an approval variable, and used the HTTP Sharepoint trigger to get the file contents but I can't get passed the content-type erroring out when I Append to Variable.
Try to wrap it in base64toURI
Would it be possible to ask for "Read and acknowledge" -receipts from users using Approval (or something similar)?
End goal is to show the end user that the page they're reading should be "signed" by clicking on a "Read and acknowledged" button on the page, and if possible show a status "X of Y users have approved this document". The page shouldn't really ever end it's approval cyclus, but is to be continously prompting any new users to sign acknowledged or re-request signing if a update happens.
Can anyone point me in the right direction for how I could achieve something along these lines? 🤔
can you talk about the column types? I noticed that you are using plan text for even your people field. how does this work?
I do, i use text for everything. I don’t find any need to use types as that just makes Flow building more complicated.. and if i want structured data, I’ll use CDS (the common data service) as it’s a much better long term data store for that kind of thing.