Power Automate Approval Timeout with Escalations & Delegations
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- Опубликовано: 21 сен 2024
- In this video on Power Automate Approval Timeout with Escalations & Delegations, we will explore flow approval timeouts with escalation & delegation based scenarios.
Topics covered:
✔️ Set flow approval timeout.
✔️ Escalate approval to users manager on timeout.
✔️ Delegate approval if user is Out of Office.
✔️ Delegate approval if user has defined delegate within a specific time period.
Timeout Duration format - en.wikipedia.o...
Learn Expressions - aka.ms/learnex...
Approvals Playlist - bit.ly/learnfl...
#ApprovalsCookbook #Flow #PowerAutomate #Approvals #flowapprovals #PowerPlatform
#ApprovalTimeout #ApprovalEscalation #ApprovalDelegation
One of the highlights of my week a new Video from Reza! Great examples, mail tips was a new one for me today!
Wow - Thank you. I try my best to provide relevant content and such feedback pushes me to work harder.
one of the best PP content creators out there. Thanks Reza
Thank You
Really Awesome !! Your videos are amazing Reza!!!
May I suggest a video topic that I don't see anyone else talking about? (despite it's a very common scenario in the companies)
How to handle hierarchical row level security in sharepoint lists. Imagine I have a sharepoint list that has records that should only be viewed/changed by specific people - and their managers should also be able to see/change their subordinate's records as well as their own...
I know CDS has these functionalities but it's also something that it's not easy to do and I don't see anyone explaining how to implement this:
- CDS w/ hierarchical row level security + Power Apps Canvas, or;
- Sharepoint Lists w/ hierarchical row level security + Power Apps Canvas
Thanks for sharing those excellent contents.
Thank you for such amazing feedback and the topic suggestion. I will add it to my backlog.
Wonderful Content as usual Reza. Waiting for next video handling 30 days timeout issue :)
Thank you
This allows to develop any kind of approval process. No matter how complicated it can be, since all mails can be obtained dinamically from external data sources. Thank you.
Most welcome
You are most welcome
Most welcome
Thanks Reza. This video has lot of information related to escalations and time Out scenarios
Glad to hear that! Thanks for watching
Hi Reza, Thank you so much for all your videos on Power Automate. This is making life easy and i am able to work efficiently at work.
Great to hear!
Thanks Reza, love it. This is all good and works perfectly when we only have a 1-step approval level, if this is your scenario great. Dear suscriber, please note that for a 3-step approval sequential scenario supporting more than 2 scalations-delegatins per approval level can get messy.
Completely agreed. For multi level approvals this could become complex.
I have my next video planned on state machine approvals and how to avoid the 30 day challenge.
Hopefully all those concepts will ease of some of these challenges.
@@RezaDorrani Thanks for the work you do, if possible please cover 3-sequential approval levels, want t see your take on that!
@@golikehaaron hmmn. I will add it to my backlog which has like 50 videos now :)
You are a way of teaching @Reza Dorrani like magnate, once start the session can't stop without the completed the Video. I have brought Udemy 2-3 Flow courses but honestly speaking Reza that is not better than yours.
1- I request you can you make a video FLow using SharePoint On-Promises like SharePoint 2019 etc?.
2- If we are using SP-2019 on-premises as well as we have Office 365 subscription (AD user same) so we require an extra FLow subscription for SP-2019?
Again Many Thanks for this excellent content, #Reza Dorrani
Thanks for the compliments Mohammed.
1 - The on-premises SP & flow will depend upon the data gateway to establish a connection. Once you have the connection established, the process of integrating flow and SharePoint is similar. Issue with recording a video with SP on-premises is that I need an on-premises environment which I do not have. Moreover, most organizations are migrating to office 365 and hence most of my videos are focused with data sources in the cloud.
2 - When connecting to data sources on-premises, a data gateway is required, and data gateway is a premium feature. Hence you would need premium licensing to connect and work with on-premises data.
Keep up your good work! Greetings from Austria!
Thank You 😊
Excellent video !! thanks for sharing this useful approval use case and let me aware of this 30 days approval timeout duration.
Thanks for watching
Hi Reza, great video. Thank you for sharing. Can you give me an idea how I would check if multiple approvers were out of the office. In this example you have one approver, what if we have more than one approver? Is there a way to make it more dynamic? Thank you, looking forward to your response.
That would be complex. May be via for loop.
Hi Reza, Thank you so much for the excellent videos.
I have 2 queries.
1. Can admin reassign the task of another user just like the SharePoint 2010 workflow task.
2. Can admin view all the active workflow tasks
1 - No. Only current assigned user can reassign.
2 - Yes, but for that you would need to query Approval Tables in Dataverse and that would be a premium feature.
Excellent video Reza!
I just have one doubt regarding the timeout scenario, where the flow gets terminated successfully upon timeout. However, I noticed that the Approval Requests are still active when we check in the list of Received Approvals in Power Automate for the Approver.
Could you please let me know how we can mark those Approval requests as rejected, when the timeout occurs?
There is no option to cancel an approval. Previous ones will still be active, just that if user responds to those, no action will be taken.
Hi. Thank you for your great sharing. I wonder, why whenever time out, it turn out as ActionFailed, but run successfully?
Not sure
I faced the same Problem.I set the time out P30D but its stills show Time Out but when I click the "Approve" Option in email it works !!!!!
@@jafrinajabin4438 I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
Wow what a great learning. Thank you so much. If I want to know what's the cycle time each approver has taken how/where can I find?
Check ruclips.net/video/lYE7NXTDPJY/видео.html
@@RezaDorrani You are Awesome Man. Big salute to you.
@@infy25 Thank You :)
Thank you Reza excellent video
Glad you enjoyed it
Hello Reza I cannot thank you enough for these videos, they are truly amazing and they have helped me a lot with my work. I have a question, I have a scenario where I would like the user to edit entities if the request is rejected how do I achieve that by using the when an Item is created or modified, with out getting an infinite loop warning? Can you please help. Thanks again.
You’re most welcome.
I have done videos on infinite loops and how to avoid them. Check my approvals playlist and flow trigger conditions playlist.
@@RezaDorrani will do thank you.
Hi Reza, Thanks for those videos , very helpful. Please, I have two questions related, for sure if possible: 1- How we can delete the "Cancel Request" option from the Team app. Normally, when I have created my flow by using the " Create an approval, I have received the notification by Email and also via Team application. But in team applications it's appeared with three options: Cancel Request, Approve, Reject ? 2- After the timed out for an approval, how I can disappear/disable the button options from the notification email the one sent to the first approval. Many Thanks and all the best.
I believe there is no setting to modify both of the above today. I know there are many updates coming soon which will alleviate some of these challenges.
@@RezaDorrani Thanks
Thank you for the awesome video Reza. I am new to Power automate and need some starting point for understanding expressions, loops etc. I do not have a programming background. Do you have a recommended video. Is the flow adaptable to a document management and control scenario where SharePoint in Office 365 is being used as the repository.
Yes, to all your questions.
To start learning expressions - m.ruclips.net/p/PLN-cZRQeAiDVQ-6ZWGr43yyTcpu6mUgrR
I am in these videos as well :)
Excellent one!! Though I know there is a limitation for SP groups to directly send email or assign anything, what would be the best trick to have multiple users or a SP group as delegated users?
Can be done. Here is my video on dynamic approvers - ruclips.net/video/GyoD0DD_fW0/видео.html
In fact in my current video on delegation, when user picks delegate in SP list in the person type column. You can set person type column to a SP group so they can only pick delegates from there.
Right- that’s the witty trick I guess. Thanks brother.
Thank You so much Reza for sharing your knowledge :)!!
If the approval type is Custom Responses - Wait for all responses, the timeout shown here can be used? Let me say the approval has been sent to 10 users and looking for their approvals within 5 days. 3 users approved it in 4 days so the flow would be timed out for the rest and gets finalized? How can I show the list of users who have approved the request or the list of users who didn't approve it. Thank you so much again for your hard work, May Almighty Bless and Keep you safe!!
For that you would have to query Dataverse Tables.
Check this video ruclips.net/video/ZupQ0AbDl0I/видео.html where I query Dataverse to send reminder emails.
@@RezaDorrani Thank you, I will check it out. Thanks as always!
Great work Reza. Could l suggest to have a trigger in power apps to approve the flow if a certain period laps.
Power Apps can call a flow based on condition. That condition could be the period lap case. Flow can then call the approval action.
Hey Reza ! Can you point to a solution where multiline approvals can be done ? Basically Grouping by multiple records for a particular user and then requesting for approval ? Is it possible ? Please make a video as well if this topic is much needed to the community.
It is currently not a feature. Although one could build a power app where multiple items are selected and sent for approval. I make videos when I get many requests on a topic. I have ideas in my backlog with over 30+ requests.
This series is great Reza! Thank you for your work on in. From my testing, it looks like the initial Approval can be acted upon after timeout. While this doesn't affect the flow and the flow only moves forward with the escalated Approval, there is still the initial approval that maybe acted upon and create alerts in the Approvals app. For example, initial Approval times out, escalated Approval is Rejected, initial approver submits their Approval task as approved. The official communication from the flow would say rejected, but in the Teams Approvals app, the requester would be notified that the initial Approval was approved. Am I thinking correctly here? This does complicate things and makes approval and escalation not as seamless. Thoughts here?
That is correct! The cancel (timeout) logic only disassociates the approval action from flow. An approval action itself can live until eternity. There is no API available to cancel an approval as of today and hence that scenario of user having the old approval notification would be true.
There are ways to hack the backend approval tables of dataverse and actually set status of approval to Canceled but that is not recommended.
@@RezaDorrani Thanks so much for the quick reply.
Awesome video! I guess i missed it but how can you extend the 30 days limit?
In this video, we escalate or delegate to ensure the approval action(s) complete within 30 days.
For scenarios where approvals need to span beyoind 30 days, classic case for state machine workflows - My next video on approvals will cover it. So stay tuned :)
Delegate approval in Power Automate allows you to delegate approval to another user if the original user is out of office or has defined a delegate within a specific time period
With technique shown in video - Yes.
Delegate is users manager but could be fetched from a data source of choice where users put delegate information.
@@RezaDorraniwhat happens for the old approvals whose delegates were not set through power automate
And not you want to reassign it to Someone
What happens for the old approvals whose delegates were not set through power automate
And not you want to reassign it to Someone
@@mohitdixit6939 That would remain as is. There is no way to change them as far as I know.
@@RezaDorrani thanks
I thought there is some way where admin can check all the old pending approvals and reassign it to someone
Hi Reza! Another gem! ⭐How do I make the delegation within a SharePoint list work if I have multiple signers (in series) with Approval set to first to approve?
Delegation in flow?
@@RezaDorrani Yes correct. In delegation flow for multilevel approvers using a delegation SP list?
@@janicemendoza376 If multiple signers in one action, then delegation concept would not work. It would need an action for each one. You could try parallel branch flow or something.
Is there a way for Power Automate to check the first approver if away and if yes get backup from the SP list before sending notification and then repeating this in sequence for all the next approvers?
@@janicemendoza376 Not something I have tried so not sure.
Great video. Very informative. But did you know that when you timeout an approval, the person can still act on it? For example, say you set the time out to one day. Five days from then, the person comes across that approval in their mailbox, and they can click the buttons and to them it looks like they just processed the approval. I am dealing with this right now and I’m pretty shocked that this is the behaviour but everything I read confirms that it is.Do you have any tips on how to get around that?
That is true. This is one of the issues with the approval action. Even though it times out, the approval lives on. I believe there is a cancel approval action that is in preview so that would help in future.
Best option for now would be to send a notification email to the approver that the approval is timed out. Not ideal.
@@RezaDorrani thanks. That is what I am doing. Not ideal at all. Here’s hoping they fix real soon. Doesn’t make any sense why a timed out approval would still work
Thanks for all you do. I have learned a lot
Hi Reza,
Did we get any update on this issue as I am still having it, approval action still alive even after time out period... Thank you for your amazing video
@@shivamkumari8977 There is no update. Approval will never time out. The flow will timeout after 30 days. There is a cancel approval action coming.
@@RezaDorrani do you know if there's any update on this? thanks a lot!
Hi Reza, amazing video. Thank you! I've followed your steps exactly and checked it many times. However when I get to the condition where the mail tips expression is equal to blank (no value in the field), the expression result equates to false whether the out of office is enabled or not. I'm not sure what I'm doing wrong. Should I post it on the PowerAutomate community for help?
Hi Daniel,
Yes please. Post your query on the forum with screenshots so folks can provide help there.
Hi Daniel,
Did you solve the problem about mail tips expression? I've got the same thing I am not sure what I am doing wrong. Can you send me the link from power automate community?
@@rash1079 Sure, it's powerusers.microsoft.com/t5/Building-Flows/Mail-tips-condition-expression-result-always-false-even-when-out/m-p/781655#M108733.
3 months ago when I posted the above, I didn't realize the extent to which I would gain from Reza's incredible content, wealth of knowledge and for truly teaching not just the tools but understanding how and why they work on a deep level. We are truly blessed to have someone like Reza to turn to. May you go from strength to strength Reza 👊
Hi Reza!! I've just recently join to the Power Automate world and your videos have been a huge support, I'm creating a big big flow for my company and I'm trying to incorporate this out of the office process that you mention in your video but when I try to use the Initialize variable option it give's me back this error 'The operation 'Initialize variable' can only be used at top level' and I cannot set it at the top because I have multiple approver's options depending on different ranges of amounts do you have a suggestion? thanks!
Thanks for watching and liking the videos.
I have no idea what top level means. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
Hi Reza, another excellent video, thanks for sharing, I got a doubt, when some one request an approval, the email arrived from my account, not from requestor email, do you know if there is a way to change that?
There is an option in approval action to set requestor. Check advanced properties of approval action.
Hi Raza, Thx for sharing this delegation feature. If we have multiple approvers for a request and multiple approvers have assign delegation to other approvers then in this case how do we implement this with the last use case that you showed (in which Approval Delegation list is being created)
The technique is designed for single approver scenario. For multiple approvers, you would need to query and update Dataverse approval tables to handle it and it would get complex + would require premium licenses. I do not have a video reference on that scenario.
Thanks for this video, exactly what I needed for delegations. I have one question though. If I want to delegate approvals for 1 day and in the secondary list From and To are the same date, for example 06.11. In the filter query "From le Utcnow and To ge Utcnow" is not met and the next condition (length) gives false, so the request goes to the original approver. Would you please recommend a solution? It would be much appreciated! Thanks
This comes down to odata queries with respect to date columns or date and time columns. Flow works with dates and times in UTC format.
There are some good posts on the community forum related to this. Here is one -
powerusers.microsoft.com/t5/Building-Flows/Flow-Query-Filter-Date-Range/td-p/192270
Will recommend checking out the forum posts - powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity
@@RezaDorrani Thank you, I formatted the dates in the expressions and it worked. I really appreciate it. Keep up with the good stuff :)
@@linsss13 Glad it worked. Keep flowing :)
Hello! I was directed to this video via a link from the Power Automate Forums. This video was posted nearly 3 years ago, so I'm wondering if this is STILL the best way to handle delegations? Would be nice if Teams Approvals allowed folks to designate someone else (within Teams itself) when they are on leave so that the Power Automate Flow automatically goes to that person. Would make it easier then having this kind of flow.
The problem I have is that I have an app where the end user designates the approvers when they fill out the app. Four of those approvals work in parallel, and when all four approve, then it goes to two more approvals sequentially. If the end user doesn't know if one or more of the approvers is on leave, then the approval process just stays there. For the solution in this video, it's recommended to use a person's manager or set up a separate list to be used as a look-up table. There are 200+ people with access to my app, so there are multiple people that will need to be taken into account when it comes to delegating who can approve in their stead; it's not always their direct manager; could just be another peer/engineer, so that's not the solution. As for a look-up table, I'm worried that it adds yet another "thing" that someone will have to update when they're preparing to go on leave, so it may be overlooked.
Teams is already integrated to show when someone is out of office, so it seems there has to be a better solution by now. Maybe a way to integrate within Power Apps itself to let the End User know that someone they designate as an approver is OOO before they make their submission? While I like the solution in this video for one or two approvers, the level of complexity it would add to my App is just not viable. If there is a more recent solution to this issue, please let me know.
I did not recommend using manager, it was a suggestion. You can add any user as a delegated user for approval.
I am not aware of Teams based integration delegation option available or planned for approvals.
I understand. I just think this solution would add too much complexity to what I've already built. Was hoping Microsoft had come up with something much easier to integrate, but I'm not finding anything through a normal Google search. There's another video I found that has the same look-up Sharepont solution from just a few months ago from someone else, so it doesn't seem like a more friendly solution from Microsoft is in the works.
@@Ed-Salinas I am not aware if any solution is in the works. Currently, this method is an option which is complex.
Hi Reza. I hope you find well. Is there a way to set dynamically the duration time out field? Thanks
Not something I have tried but may be try giving it a variable value via an expression.
Great video. Unfortunately I´ve the problem that all the approver comments will be overwritten by the next comment. So at the end I´ve only the last comment. How can I avoid this. My column Approval text is single line of text. Thanks in advance and greetings from Munich.
Firstly, make column multi line of text since single line of text can only hold 255 characters.
For approval comments, you will have to add the value of the current approval comments and then append the new comments as shown in video.
If you still facing issues, then I would recommend you post your issue with screenshots on the forums at powerusers.microsoft.com/
@@RezaDorrani Thank you Reza. You solved my problem.
Hi Reza, How do you insert these little icons in your flows? See the X icon in 'approval comments on 3:54 for example. you're content is really usefull thank you for sharing!
Thanks Justin!
Those little icons are emojis. Try windows key + . and it will open the emoji selector.
Here are some icons for you 👍✅ 🙂
@@RezaDorrani Thank you very much!
I can't find the responses response date as an option for the update item, is it because I don't have a premium subscription? Great video thank you, greetings from Italy
Flow approvals does not require a premium subscription.
I have not come across the mentioned issue and hence not sure what the cause could be.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
@@RezaDorrani after a lot of tears and sweat I figured out, my connection was deprecated, everything is working smoothly, thank you for replying back
Thanks for the (as always) awesome video! How do you format the JSON code in VS Code? I am new to VS Code and couldn't get my code formatted :-( Thanks!
Glad you asked this question.
Alt+Shft+F
@@RezaDorrani VS Code says "There is no formatter for 'plaintext' files installed." :-( I'm a VS Code newbie...
@@dominikpetri2120 ensure you have the file extension as .json.
@@RezaDorrani But didn't you just copy the action's output into VS Code? Or did you save it first with the. json extension?
@@dominikpetri2120 I did have a .json file open in the editor. In video I just pasted the text in that file.
Hi Reza, great tutorial as always. However, I am encountering the following issue: although the initial approval is timed out and the flow goes through the reassignment and executes until the end, the approval task from the initial Approval is not cancelled. Can you please check how to rectify this? Thanks
Approval tasks cannot be canceled. It would still persist. User can respond to earlier task but it would not take any action.
@@RezaDorrani Thank you, Reza. It is somewhat confusing for the users but it at least it does not affect the approval outcome
Hi Reza, Thank you for the detailed Video. In the Scenario 1, once the approval is autonatically approved after 1 minute then how can the flow move to approval 2 rather than terminating the flow ?
I did not understand the question. Did you try the scenario?
Yes I tried the Scenario. I have a total of 6 approvers who will be approving in sequential order . If the first approver does not approve in 1 day then it should auto approve and move to 2nd approver and then 3rd till the 6th approver
@@ishanbansal1204 I would have to try this out to know more. I will recommend posting your query on forums powerusers.microsoft.com
Hi Reza, thanks again. Out of curiosity, is it good practice to use Power Automate to change for example the 'AssignedTo' column of a record in a Dataverse table based on some rules & conditions coming from a List? Thanks
Yes, it depends upon the use case.
Hi Reza, I'm trying to combine the 'auto-approve' parallel branch where the first approval action times out but inside a case of a switch control nested in a do until loop (as per your video on the state machine). The problem is that when the approval times out, the flow repeats the approval action instead of going down the parallel 'auto-approve' branch. Is this expected behaviour (and limitation) of trying to do auto approve inside a switch case in a do until loop? Can the 'auto-approve' concept you've demo'd here only work outside of the state machine? Thanks again for all your amazing videos.
It should work. I will have to look at your flow in action or try out your scenario to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, great videos - thanks. I have a question. If I have follow-on actions after the approval request, the flow status changes to failed when the approval request times out - and then the follow-up actions only execute if I set the configure to run after to include if failed. I would prefer to set the status to success on time-out without actually terminating the flow. Have you figured out a way to do so?
You can add parallel branches and define run after for each. There is a terminate action in flow where you can stop flow and set it to success.
This is great and the get mail tips will solve an issue I have where I have to have something approved on a Tuesday but if the normal approvers are not in it has to ping to the next person however it is not liking the outputs formula I am using outputs('Get_mail_tips_for_a_mailbox_me')?['body/value']?(0)?['automaticReplies']?[''] - but it is saying invalid formula? I have tried it a few ways,
I have also noticed that you can now pick up the automaticReplies on the dynamtic content and this automatically puts it in the an apply to each value loop.
So I did the condition of automatic replies equal to blank but this didn't pick up the fact I dont have my out of office on?
I love this feature and really want to pick it up but cant seem to get it to work at the moment
I will have to look at your flow in action/screenshots to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani I am having issues logging into the forum at the moment I think my IT have changed my access rights I have requested for them to be reinstated. body('Get_mail_tips_for_a_mailbox_me')['value'][0]['automaticReplies'] to work and return {} but then if I add this to a condition equal to and leave the field blank. then run the flow with no automatic reply added it comes back as false but it should be true and the automatic reply is blank.
@@lornabrooke9848 Forums is fine. I logged into it 5 mins ago. If you running into issues then report it to twitter.com/heddanewman?s=21
@@RezaDorrani hi no it is something to do with my IT I get an internal pop up so I have logged it with my IT
@Reza Dorrani, sorry me again my IT team are being super slow and giving me access to post in the forums again however I have realised the schema has changed from that in your video when you test the Get mail tips in your video it is
"automaticReplies": {
"message": ""
}
however now when the out off office is turned off you just get
"automaticReplies": {}
Could this be why I am having issues with the outputs formula? I have changed it to
outputs('Get_mail_tips_for_a_mailbox_(V2)')['body/value'][0]['automaticReplies']
however this just returns false in the condition even if I have my out of office on.
Hello Reza,
How about stopping or skipping the approval flow if the approver approves from PowerApps app? I would like to skip or stop that flow approval. I have users approving items from Teams, outlook email and powerApps app. So, when they approve from the app, I want to skip that flow. Hope I'm clear. Thanks
Approver cannot approve from power apps unless you are updating the approval tables in Dataverse. Flow will move ahead once approval decision is taken in outlook or teams.
Hello Reza,
Please what is the best approach to deal will reassigning the items.
Thank you
It is an Out of the box feature and is on by default. You can turn it on or off depending upon your scenario.
@@RezaDorrani Yes i know. But what if i need to implement feature to people able reassign it. But I dont want to go them to power automate and reassign there, but for example they can reassign in the approval notification or on the sharepoint?
@@bobknight1427 You cannot do that without querying the backend tables and modifying the data. Those are Approval based tables and recommendation is not to modify them. Best to wait until the feature comes into the product.
@@RezaDorrani yes indeed. Hopefully it will come soon :)
If we have multiple approvers, can we use an array for the variable instead of string? For out of office delegation? To check if any are out of office... Minute 27 of your video...
Possible but not something I have tried.
Hi Reza, Thanks for the video. I have a question that why did you add a "Terminate the flow" action? Is it because that branch is optional & configured to run only if there is an error in the "Approval" action?
Without the terminate action the flow does not close out successfully because the action was timed out. The flow will still work but status would be failed. I wanted to keep the status as Suuceeded since I did handle the timeout.
Thanks for sharing this with us,
I tried to add the update status as you showed in flow but it's not getting updated , it's showing empty
Difficult to pin point on why its showing empty in your case without looking at your flow
I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Hey there! Nice video! Iv an doubt, about the approval process in power automate, is possible works with the field of approver empty. For example, i'v 2 step of approval, but i wnat that the second step only be tarted when the first step of approval is equal "approve or empty". Its possible?
Approver field must have a value.
Your scenario is possible but not something I have tried.
hi reza, ive seen in many of your videos that you add these emoji, can please share how you do it, is it copy paste form any image, or there's a code you write?
I just searched for emojis on the web and copy pasted them. Here just copy these - ✔️❌
@@RezaDorrani amazing reza thanks alot for the fast reply
Hi sir you Video are very good I have one issue I have created an approval flow with Approve/Reject first to response when user is creating multiple item in SharePoint list the flow is going as Waiting status, only the first Item is showing as Running status, remaining other is showing as waiting, now when the first item is getting approved or rejected then only the flow is running for the second item till then it is showing as waiting can you let me know what mistake I am doing. Ideally it should showing running status for all the item and which ever item response is given it should show as succeeded. Can you please help me
I will have to look at your flow and scenario in action to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Thanks, Can/How we customize/modify the "Approval object" to be "Task assignment ". Example the assignee can Accept/Rejected/Delicate the task.
It is like a task. Approver can approve/reject or reassign.
@@RezaDorrani Yes , that why I need to modify some default wording are build in "Approve objects " but I have no idea , how to do that. Do you any suggestion ? Thank you very much .
@@akkaradechsrithongchai7766 Use custom approvals option. I have a video around custom approvals coming this Tuesday.
@@RezaDorrani Woww i ll keep eye on this!!!
Thank you once again for another useful video. I've implemented the same, but getting error-, There's an error in your flow preventing the creation of Approvals. It's occurring at Escalation Approval. Any idea? Single approval is working, but 2nd approval throws error. Thank you.
This looks like some error on the Approvals entity rather than the pattern. Try posting your issue with screenshots to the community forum at powerusers.microsoft.com/t5/General-Power-Automate/bd-p/MPAForum
@@RezaDorrani Thank you for the reply. I was trying to assign task to an O365 group, (Not licensed). I changed and it worked.. Next time I do post in forum.:)
Great video Reza, but my teams approval for the 1st approver stays open ... and if the 1st approves before the 2nd, we have a problem. It isn't saying in Teams/mail 'escalated to new approver(s)' ?? Is there a command in mail and Teams to accomplice that?
I will have to look at your flow in action to provide any guidance. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
hi there....i have been watching a ton of your videos, i am trying to get a last minute approval flow set up for my project. I have a sharepoint field that is supposed to feed the approval, i have tried every option to get it to work, but it keeps failing, any thoughts? I have a straight text field and Person/Group column. I have tried using the email, display name, name, etc...any thoughts? setting a variable, using the actual list column name....i know it it something small that I am missing....
Thanks for watching my videos.
For setting approvers dynamically, did you follow this video - ruclips.net/video/GyoD0DD_fW0/видео.html
What happens for the old approvals whose delegates were not set through power automate
And not you want to reassign it to Someone
They stay as is
@RezaDorrani, not sure if this question was asked before... possible to delegate to approver we want from outlook email. I want to escalate to one/set of users if the approver is OOO and user should be able to delegate to available approver from the outlook email....?
Currently user can only delegate from approvals dashboard and can select any user of their choice
@@RezaDorranigot it. Thank you.
I need my approval to be marked as "Cancelled" for the approver once it has timed out. I re-send the same approval after 27 days if they have not approved yet, that part is working, but the previous approvals still appear to them as if they are working.
If I add the terminate action, will the approval appear as "Cancelled" on their end?
I don’t think there is a cancel approval action available as of today
Hi, Suppose My work hours are between 8 and 5, Someone initializes a req. at 6 and the timeout is set for 4 hours, then by 10 it would be escalated but beyond working hours. How to tackle this kind of scenario.
I do not have a video reference on this scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hi Reza, I am developing a sequential approval flow, if an approver is not responding after 3 follow ups, how to automatically reassign the request to another user
You would need to put some time limit on approval action so it times out and then you can assign another task as shown in video. I am not aware of any pattern to do this with number of attempts.
I would recommend checking or posting your query on forums in case someone has done something similar
powerusers.microsoft.com
Do we have any solution for making the approval button inactive or disable if the approval is timed out?
Or if the approval is timed out, if user want to try after that time, while clicking the approval button in mail should give any error saying "this is timed out you can create a new request".
This feature is not available
If the approval process has the email, and waiting for responde, but for a big problem is not able to take action, can I re-start the process and add other email? if so, How can I do that?
Once an action is assigned, approver can respond or assign to another user. Escalation technique shown in video helps time box that action. So if they cannot respond in time, it can auto approve or assign to another user.
Hi Reza, What if sharePoint groups are set instead of a specific user for an approval action? So in the flow, if a single user in the group approves it is okay to go ahead but if the group contains only one user who has gone on vacation, how do we delegate the task to another user? I am referring to SharePoint group users here.
You will have to get all group members in flow and check to see how many users and/or if they are on leave.
I did a video on getting SP group members in flow - ruclips.net/video/WT08hJ1zDyw/видео.html
how to delegate approvals for a person not in the organization +powerautomate
Approval user must be internal or external (guest user).
Hello Reza, Greetings. I have a question. How to create a HYPERLINK for "Link to Item" while creating approval flow
Hi Suresh, in the following video I set the hyperlink as link to item - ruclips.net/video/GyoD0DD_fW0/видео.html
@@RezaDorrani, Dynamically we can select "Link to item", but when seen in my outlook i am getting full link but not a short URL. Can you help please.
can i have your mail id so that i can send you a mail with screenshot for better understanding of my query
@@sureshgupta2465 reza.dorrani@outlook.com
Hi, can clients and vendors do approval even though they don't have O365? using their business email or non-business mail like yahoo or gmail?
They would need an Office 365 license to be involved in the approval process. The license could either be in your tenant or theirs (guest users).
Hi Reza, thank you for the video. If I have 2 approvers and only one has to approve. The email goes out to the 1st approver and if they do not take an action it is escalated to the 2nd approver. How can I send an email if the 1st person has approved?
Not sure what approval style are you using - serial, parallel etc. and what is your approval type?
@@RezaDorrani a serial
@@chiragdhameja6674 You would need a parallel branch after the first approval. If decision taken then send an email else escalate to approver 2.
@@RezaDorrani So I am building a flow where if the first person does not approve and it times out after 120m it should go to the second approver and if the first approver approves it should not go to the second approver. But now even after the first approver approves it is still going to the second approver, which should not be the case. Is there a setting I need to change?
@@RezaDorrani or do you think I should add both emails addresses and use first to respond?
If an approval timeouts, will you still be able to get the majority of the responses submitted?
No, once timed out, the flow would move ahead - even if responses are made later, they will have no significance.
@Reza Dorrani How would one go about getting the replies that were submitted after the flow timed out? I think i seen a post before on CDS but i havent seen a way on how to do that for non premium members.
@@ShawnSmith-xp6lg It would be a premium feature. No ways around it since you would have to query dataverse.
@@RezaDorrani Thank you!
Is there any way to get responses as they come in? Or would that need an approval for each individual approver?
@@ShawnSmith-xp6lg For that you would need to query dataverse approval tables.
Reza, How do I forward an email to another department once the approval flow has been completed successfully?
You can use the send email action as the last step of the flow to send email to department after the flow has completed successfully
@@RezaDorrani Thank you Reza. I don't see the email address in the list of variables at the end of the workflow. I have a list which contains departments and lookup which populates the request list. Somewhere this gets lost. Do you have a video on this?
@@grobbelm I do not have a specific video
on this scenario.
I will recommend posting your your query with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani Thank you sir, appreciate your help. I will post a query on that site.
Every time I copy to clipboard it errors out. You know why that happens?
Copy to clipboard has limitations in loops & conditions. Its a preview feature :)
@@RezaDorrani It's the only time it's useful lol! I have a great flow that I have to retype out because of a root condition. Come on microsoft! :)
Also, can Microsoft give you the ability to put your flows in folders? I have 115 flows sitting out loosely and it's irritating.
@@Collinmcd87 I would love to see an option to tag flows so that we can easily search for them & categorize them. Its best to follow a naming standard for your flows. Example: Application name - flow name. That ways when you need to search for flows, you can simply search by application name.
Hi Reza, I want the approval notifications to be expired and after being escalated to next approver the first approver shouldn't be able to approve or respond. In my case, even after doing time out- the first approver can still approve or respond to invoice,
I believe it does not expire the action itself for approver, just that the flow moves ahead. This is by design.
@@RezaDorrani We are building a flow that escalates to next approve if the first approver doesn't respond in 4 days, and the status is recorded as escalated in first approver, but just in case the first approver reacts to invoice after 4 days, this bring changes in whole approval flow. So, how do I stop first approver from responding to invoice after 4 days though its escalated to next approver.
@@aasheekakarkee4800 If it is escalated, that means flow has moved ahead to next action. Even if first approver responds, it would not be read by the flow and at that point their decision has no value.
Is there any possible way that causes the approval request to expire after time out?
@@aasheekakarkee4800 Same as my answer before. I don’t believe there is a way.