How to build Power Automate Approval Workflows for SharePoint | Step by Step Tutorial
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- Опубликовано: 27 май 2024
- Step by Step Power Automate Approval tutorial video that covers how to build Approval flows for SharePoint lists, dynamically define flow approvers, keep track of Approval History, set item level permissions for SharePoint List Item & provide users the ability to re-submit (re-trigger) the approval process.
Keeping Item Permissions in mind when Building Power Automate Approval Workflows with SharePoint is Key!
Scenario in video is an Expense Report application in SharePoint where users log expense details & we have a Power Automate Approval Process that secures the SharePoint item under approval (read-only) while the approval process is on-going.
The approval technique showcased in video also works with SharePoint Document Libraries.
Topics covered with example:
✔️ Get started with Building Power Automate Approval Flows
✔️ Dynamic approvers selection for flow approvals
✔️ Flow Approval Status Indicator
✔️ Flow Approval History Logging & Tracking
✔️ Flow Approval + SharePoint Security
✔️ Re-trigger Approval Workflow
🔗 My Power Automate Approvals Playlist - • Flow Approvals Cookbook
🔗 Expressions used in Video:
github.com/rdorrani/Microsoft...
#PowerAutomate #Approvals #SharePoint #flow #PowerPlatform
Table of Contents:
00:00 - Introduction to building Power Automate approval flows with SharePoint Lists (item permissions)
00:50 - Setting up SharePoint List for Power Automate Approvals
02:07 - Step-by-Step tutorial to build approval workflows in Power Automate
03:51 - Set Assigned To for start and wait for an approval action dynamically
05:23 - Check approval outcome and perform SharePoint list update item for Status column
06:40 - Log flow approval history information to SharePoint Multi Lines of Text (Rich Text) column
09:01 - Testing the Power Automate approval workflow
09:32 - Power Automate SharePoint approvals - what about security?
11:04 - Build Power Automate approval workflow with item permissions for SharePoint List
15:33 - Restart the Power Automate Approval workflow on item modified in SharePoint List
21:50 - Subscribe to Reza Dorrani channel
🤝 Let’s connect on social:
🔗 Reza Dorrani LinkedIn: / rezadorrani
🐦 Reza Dorrani Twitter: / rezadorrani 
Наука
Geez, I can't believe actually I was searching for this exact topic for a project earlier. How can this coincidence happen? 😲
A happy coincidence!
Ditto!
Exactly same for me, thanks Reza
same here 😁
We really love the work u doing and a big fan … Can you please help us with another interesting vedio to control an power app using voice …. I would like to access my power app using my voice… id it possible ??
Best Content Ever, Paid Courses will not cover your topics, you are genius
Thank You for your kind words 🙏
For our old on-prem workflows we used AD groups to get approvers. Now moving to SharePoint lists, since this is so much easier. Thank you for the video! Good stuff!
Glad to hear that! Thanks so much for watching
Reza - this is great information! You have expanded my knowledge for a project that I didn't know how I would handle it. This helps so much! Thanks again!!!
Glad it was helpful!
I wondered if this is possible to start the approval process based on a column change in a SharePoint document library. I have requests that go through committee. The committee decided Approved, Approved with Exception, Tabled, Rejected. If approved and Approved with Exception it does to committee lead and then a VP. Also I really appreciate the information on securing the list items. So perfect!
@@RezaDorrani
Ever since I watched your first ever videos, I knew you’d do wonders ❤
Thanks
Thank you, your concepts of avoiding loop actions and nesting expressions has made my use case a lot more feasible for my organization!
Glad to hear that! Thanks for watching
So much content in this short video. Thanks Reza!
Glad to hear that! I do try and pack in a lot in my videos :)
Had to review the last part in order to get my head around the Creator Email must be equal to Modifier Email condition, very clever, thanks, Reza!
Thanks Adi! I was so happy when I got that technique to work.
What an incredible video with so many golden nuggets that I could use for my own projects. The Security section was one of the best sections that nobody talks about, and you covered so beautifully step be step Reza.
Thanks again for sharing, brother.
Glad it was helpful! Thanks so much Aroh for the awesome feedback
@@RezaDorrani does this flow replaces state machine workflow?
@@ArohShukla No.
State machine -
ruclips.net/video/5Mypn4oCJdw/видео.html
Clear and crystal and very useful for the actual real world!
Glad to hear that! Thanks so much for watching
Awesome video Rezza, video like this is the reason why your fan base is increasing day by day that too organically :). Thanks a lot for doing so much for the society.
Thanks so much Ashok. Makes me so happy to hear the hear this. Organic growth is what I set out for and so thankful for everyone’s support.
Great video and so easy to follow. It's exactly what I was looking for.
Thanks for watching and liking the video
Thanks so much Reza. I have watched so many of your videos looking for help and always find exactly what I'm looking for plus tons of additional hints and tips. i wouldn't have a quarter of the know how and skills I have if you were not around to help.
You are so welcome!
Very clever stuff, Reza.
It makes me wonder how you would document a complex flow like this so that it can be supported by others in an organisation. In fact a video on how to document complex flows and/or Power Apps would be very useful.
I typically write comments for each action using "Notes" option for action.
I make videos when I get multiple requests on a particular topic.
Every quarter I ask subscribers for topic suggestions on the Community Tab of my RUclips channel.
Subscribers vote for topics and the highest voted topics get added to my backlog.
Make sure you post this in the next topic suggestion post. If it gets a lot of votes, I will add it to my backlog.
@chap666ish Please see this amazing tool called PowerDocu which automatically documents flows and app. ruclips.net/video/2-mH8vdVlaM/видео.html
@rezadorrani great video, thanks!
Very helpful content Reza Sir. When I have a question during the session, it gets answered the very next moment. Incredible explanation. I have seen others also deliver technical content but the way you explain things, exactly like how a developer will think, really appreciative. Thank you so much.
Thank You so much Radhika! So happy to hear the feedback.
@@RezaDorrani Good after Noon Reza. Can You please share how can age calculated using two date pickers(because while calculating age leap years also is there add a extra day) How can we get exact age reza. Please share your knowledge
@@khasimshaik2606 I do not have a video reference on this scenario. I will recommend posting your query on the forums at powerusers.microsoft.com
been struggling for 4 days with that infinite loop. thank you again reza sir
Most welcome!
No words, just excellent !!! even I was looking for similar use case of logging the comments in tabular format.
Thanks Pawan. Glad to hear the video is useful.
Reza, we are building a product configurator and your video will definitely help us in the process. Thanks for the excellent video as always.
Awesome! So happy to hear that.
You are the best. Thank you so much for all of your content. Especially this topic is so nice and useful! Great work, and thanks for sharing your knowledge
Wow, thank you!
Thanks Reza. This is exactly what I'm looking for now.
Great 👍
Post watching your videos feels like, its so simple. Awesome way of explaining so complex things and make them fun for all of us. :)
I’m so happy to hear this. Thanks so much.
Thank you so much. You save a lot of my time…great support for me!
You are welcome!
Thank you AS ALWAYS @RezaDorrani as your videos are so detailed and helpful and informative! I LOVE the HTML as I will use this as I had about 5 columns just as you have and it is "messy" and tthe HTML looks great and professional and clean!
Glad it was helpful! Thanks so much for watching and liking.
Permission is definitely a take home for me. Thank you Reza
Most welcome
This is better than my solution to create a new view and filter by name or approver. It removes the need for the owners to change the view to see all. I will try it tomorrow. Thanks!
Excellent! Thanks for watching.
Here we have complete approval system. Thanks Reza. Awesome
Most welcome
Thanks Reza , I am glad to have this kind of video.
Most welcome
This is great. Well done for finding a solution with the new actions and some complexity.
Wouldn’t it be wonderful if all this was just handled natively when assigning Approver permissions!!
Thanks Paul.
Yes, it would be great but not every scenario requires item level permissions.
+ Approvals is a general action in flow. It could be used with any data source or service.
Great hints with Trigger conditions especially this Creator = Editor rule. 👍🏻❤🚀
Glad to hear that! Thanks so much
as always a great lesson for me. Thank you so much Reza.
Most welcome
Hi Reza, this is great information, this Flow has a lot of information, which can be used in many different ways, always appreciate your knowledge sharing! 👍👍🌟🌟🌟🌟🌟
Glad it was helpful!
Great video, Trigger condition is very clever. keep it up.🌹
Thank You
I'm convinced that you are a Microsoft AI creating these insane workflows (on other topics as well) helping others to actually utilise tools from the Microsoft Stack. Anyway: thank you!
A.I bot Reza Dorrani says Thank You 😊
So thankful for your precious videos 🙏
So nice of you
Great video as usual Rezza! Might nick your idea of adding the approval info to the item using the html table! haha.
Another thing i have added to a couple of my approval Flows so far, is to handle the Cancel button in Teams Approvals, for me when it is clicked the Approval will continue without an Outcome.
I test for this in a condition, notify the Approvers and do the same as rejected, giving edit permissions back so the request can be resubmitted. Very handy if a user has made a mistake and want to correct it without asking the approver to Reject, and stops them bothering me.
Thanks
That’s a great point Iain. Thanks for sharing.
Hi, this is what i'm looking for! How do you check if the Approval has been cancelled? Which step did you add in power automate for that? thanks in advance ;)
Hi Reza, I am here today to wish you and your family a happy wonderful holiday on behalf of the 60k Reza nation. And I'm proud to say I am a fam since the beginning, There were only 13 subscribers when I joined, And I knew your potential, where you'd be heading and I said hmm 100k sub isn't far he got a good deal 😊and now look at you it's happening . We are growing together You go bro, You have helped us a lot I owe you a good Pumpkin Pie but you're far🥧. May God grant you a bright and happy beginning in the new year.
Thank You so much Yehun for being a part of this journey! It means a lot to me.
60k or 13 subscribers, the support and love that I have received from everyone has been overwhelming.
100k is a definite possibility and I hope to get there but my focus is to keep producing unique and content quality.
Il wait for the Pumpkin Pie 😉
Happy Thanksgiving to you and your family!
Again, Exactly what I need in creating a 13 step Governance Approval flow. I probably need to put you down as a co-creator of my app at this point.
Let's create more apps/flows together :)
Hello Reza sir, Thank you so much for sharing important knowledge. You are out standing.
You are most welcome
Dear Reza,
Thank you very much for your contribution, it is really world class.
I would be very happy if you at least show or comment on how to connect two or three html tables, as I'm sure some will have the issue. I think it is very important for the flow!
Many people always have a different group, which first approves it, so that it then comes to the standard approval process.
Many thanks for your help.
Best regards from Germany
Most welcome!
Check my playlist on approvals. I have covered various scenarios.
Great video, no new stuff but it organises the issue nicely.
I alway look at the last 5 min of the Video for the advanced part -
May I ask:
I know you have many new followers.. but, still,
please do not forget those who follow you carefully in the last 3 years and remember all your previous videos and expecting to get up with you to higher advanced levels.❤
Thanks!
I thought video had new elements. The re-trigger flow scenario with Rejected status, the approval history logging table (which takes help of multi-line text column), the time calculation for approver response, etc.
With a growing user base, my idea is to include everyone when I build videos. Most users are at Beginner to intermediate levels.
Every quarter I ask subscribers for topic suggestions on the Community Tab of my RUclips channel. Subscribers vote for topics and the highest voted topics get added to my backlog. This helps to ensure folks have a say in the video topics.
Many a times the topics I select also depends upon my work schedule. I have a full-time job and a personal life as well :)
I try my best to balance things & not compromise on video quality.
I wish to do advanced topics in future, but they require more time, more investments in terms of proof of concepts, ideating, etc.
Thank You for following & supporting my channel.
I will keep trying my best to produce quality content & as and when possible, make videos with advanced topics.
Regards,
Reza
Hi Raza Every time, you deliver excellent videos. I appreciate your support.
Thanks so much
Thank you Reza for another great video. We really appreciate them and how you go straight to the point, no wasting time. I just have a question regarding the multi-line text field with the 'append' option enabled. I am currently facing some issues to directly displaying that info in Power Apps. The only solution I have found is to address users to the current item itself and see all the information, but it would be great if I could manage to show the multi-line content live. Any idea/expression on how to do it? Again, thanks for all your contributions! 🥇
Thanks for watching and liking the videos!
Multi-line append text uses versioning behind the scenes and hence with power apps you wont get those values unless you call flow to get all the version history info and then show it.
Thank you, so helpful!
Glad it was helpful!
you're my favorite youtube creator, always saving my life😅
Wow! Thank You
Hi Reza,
Thanks for the helpful videos. I changed this solution a little bit for my scenario, the trigger is “when an item or file is modified”, trigger conditions are 1) approval status is “Rejected” and “modified by email = Requester email”., I am not sure why it doesn't consistently trigger despite meeting these conditions during tests.
In general, I mixed up the points from different videos to cover my scenario, my setup consisting of three flows. Flow 1 receives CER requests from MS Forms and transfers the data and attachments to a SharePoint List. Flow 2 handles approvals based on the department selected in the form and can involve 0 to 4 approvers, sending it for hierarchical approval. If the decision is 'Rejected,' it allows the form submitter to modify and restart the approval process. To handle Rejected items, I've set up Flow 3 with trigger conditions 'when an item or file is modified' and conditions 'approval status is 'Rejected' and 'modified by email = Requester email.' the trigger of Flow 3 doesn't work consistently.
Can anyone offer insights or suggestions to resolve this issue?
I have not come across the mentioned issue and hence not sure what the fix for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
You are the best tutor. Thanks Reza.
Thanks so much
Hi Reza, your videos are the best, most helpful tutorials I’ve found. Thank you for your work putting them together! In our company, we need to validate items in a SharePoint list on a regular basis and I tried to apply to each item an approval workflow, but it waits for one to finish before starting the next. I would rather not need to create 50 separate flows manually each month. Should I try to use the Flow Management Create Flow function, or is there an easier way to have multiple approvals running simultaneously?
Thanks so much for the feedback and appreciation.
Approval workflows cannot be run on multiple items at once (current scenario) + once the approval action is started - it will wait for a response and hence the need to finish prior to moving to next item.
Create a separate flow for each item would be an overkill.
One option could be to trigger a flow when an item gets modified (conditional trigger based on a specific column being updated) - and write a job (flow) that updates that specific column for all items in the list which in turn would trigger the flow for validation/approval of items.
you are a real genius!!! thanks!
Wow, thanks!
You saved me from the Automation approval hell, many thanks!
Glad it helped!
@@RezaDorrani I am very glad to see you and your video, where can i learn the power automate? in Korea, no lectures in online and offline.
@@ABCDEFG-zk9tj I have a playlist on power automate that may help.
This is really helpful, i searched for this like a long time ago.. thanks sir
You are most welcome
@@RezaDorrani but I have encountered some problems like looping for rejection. It always appears approval notification when manager click reject
@@syarilahmad315 I have not experienced this hence not sure. I have done 17-18 approval videos. They are all in a playlist on my channel. You can try exploring them.
@@RezaDorranialright sure.. btw is there any solution in SharePoint if other managers can't see the data from another manager's employee. Example, the manager only can see the employees under them
@@syarilahmad315 SharePoint does not support hierarchical security.
You are always delivering good content with scenario based. Always love your videos.
One query- will Trigger condition work on default value of column(ex. New)
Thanks for watching and loving the videos!
Yes, since when item is created, created by and modified by user is same and default status is “New”
@@RezaDorrani i will check ✔️ again as Trigger condition was not 🚫 working on default value when item get created
Great content. Thank you!!
Thanks Mel
Thanks a lot
Very helpful 👍🥳
Thanks
Thank you, Rezza!
It is a great video to understand the use of state machine
What I want to know if there is an option that the approver complete some extra fields and add some new files.
Welcome!
Currently, the approval action does not have any option for add extra fields or files.
Hi Reza, thank you for all your videos, there have been very helpful!!! A quick question, I have tried to add a multiline field in a DCUMNENT library and under more options there are NOT the append or RTF toggles. Any ideas how to overcome this? Am I doing something wrong?
Good catch! Modern Lib does not have that option.
You could instead log approvals in a different way.
Example: ruclips.net/video/GyoD0DD_fW0/видео.html
Hi Reza, Thank you for all of the video's you post! It has helped me gain a better understanding of the entire Power Platform. I have a question regarding the HTML Table. I was able to adapt my Invoice Approval flow based off of this video and have hit a wall. I had to add a 2nd "start and wait for an approval" due to their actions being different from the 1st approval. How can I put the response from the 2nd approval within the HTLM table? Thanks
I do not have a video reference on this scenario and would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Thanks for sharing, great content. One question, the flow will be running until all the approvers do approve the document? Isn't that expensive in computation time?
There are various types of approvals. I would recommend checking my playlist on approvals
Thanks Reza for the video. Have you created any video to post the adaptive cards for approval process to Teams ?
Most welcome.
I have done several approval videos (all are in a playlist)
May be one of the videos covers approval in teams.
Hi Reza, another great video, thank you! Do you know if this same use case would work if the input to the list was through a Power app? I assume it would, since the app in my case is mostly just a user interface over the list. I'd have to figure out the link to item bringing them to the app instead of the list though. Thanks!
It should work
Great video, Reza, like so many others you have made. If I may make a suggestion for an additional video: Can the flow be modified that if the item gets approved, the approver (or rejecter) must authenticate, e.g., username/password? Then, the successful authentication event is listed in the list or an associated list.
Thanks!
Why would you want approver to authenticate? Aren;t they already authenticated to take the approval decision.
great video. thanks
Welcome
Thank you for sharing this. Anything on approval process and sending reminders?
Check the Approvals playlist on my channel. It has a video on reminders.
Nice work Reza 👍👍💥💥
Thank you! Cheers!
Amazing video it is, I have a question, All members of the site can be able to see all submissions request in the list?
Member should only see his request?
Please advise!
That is related to SharePoint security.
Check ruclips.net/video/EJyZfYMi4n0/видео.htmlsi=5K4N4UakzonykP5o
Thanks for the great content, Reza.. My goto learning corner! Its very interesting the way you cover every single notes.. I've a query - Is it possible to lock an item in dataverse for restricting others to edit it?
You can do so with Dataverse security.
I just joined. I love your channel. I need help on changing this workflow. Instead of pulling from an AD group for approvers. I would like to add a column to the list (which I did - I added person) for approvers so you can put in an approver of my choice. I then need to pull the people from this input.
Welcome!
I have a full playlist on approvals covering various scenarios. You can check the playlist to see if I did cover the mentioned scenario.
it's perfect, thanks!
You're welcome!
Great video! I have a question. What are permissions for the account used to build the workflow on the SharePoint site? I believe all the updates on the item are done by that account. Thanks
Account must have Site Owner access
Thanks Reza, your videos are so helpful for a first-time user! Do you know of a way to show the date the document was approved in a column of the document library? I have hit a roadblock with the content approval turned on. When I try to use the trigger "update the file properties" to update an approved date column I added, it kicks the document back into draft mode, even when I set the trigger for the status to change to approval below that action. Thanks!
Not something I have tried but your outline seems right. I will have to look at your flow in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com in case someone has done something similar.
Hi Reza. Excellent video. Just a question. Is there another option to create a list of approvers, instead of Microsoft Azure?
It can come from a SP list, Azure, or any other data source of your choice.
ruclips.net/video/WT08hJ1zDyw/видео.html
Hi Reza. Love your videos mate and huge fan. Keep them coming. Can I ask how you managed to get your HTML table for the "Approval info" to stretch right across the full width of the page. My one has come out as a very condensed table that doesn't look that great. Thanks.
Il show this in a video releasing this Monday (coincidence)
@@RezaDorrani Brilliant and yes great timing.
@@256hawkins One of my demo scenarios will show how easily it can be done
@@RezaDorrani Thanks Reza, I saw your video. It turns out to be a a bit more complicated. As per your video "Customize SharePoint List forms using JSON (1), I implemented JSON into the "Body" so I have three sections with three columns in each section going across the page.
The HTML table has been set to 100%, but it sits in one of the three columns and will only expand the width of that one column, and this is why it is so condensed. Any thoughts / ideas on how I could make it work better without removing the JSON and going back to a singular column on the SharePoint list?
@@256hawkins list form customizations using json do not allow widths to be controlled.
Always excellent tutorials. The stop sharing did not work for do you have any thoughts why?
Also how are we able to create a file with all the approval history- I do have premium connectors
I have not experienced this issue hence not sure what the reason could be. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
Hello Reza,
Thanks a lot for the tutorial. I managed to implemented it together with your other tutorial about the multi level approval sequence.
The output of the multi-line column "approval history" got a bit different, but overall OK for me.
I was wondering if there is a way to set the column width of the HTML table to a minimum width size to avoid text break in the table. I tried using min-width, but it didn't word.
replace(replace(replace(body('Create_HTML_table'),'','
Glad to hear the videos are helpful.
There are certain styles that are simply not supported. This might be one of them (Im not sure of the list).
Great video Reza! I'm looking forward to watching more of your videos and putting it all into practice.
I have a question related to modifying the item. When the modifying person opens the notification of rejection, it appears to trigger the flow without them making any actual modifications. I'm wondering if there is a way to stop the flow from triggering until the modifying person "saves" the item after modification?
Try turning off the feature "Allow items in this list to be edited using Quick Edit and the Details Pane?" in the list settings under advanced settings.
@@RezaDorrani Thank you, but that didn't appear to work. In fact, the secondary approval request was sent before the modifying person could even open the file to make changes.
@@user-mw4po7bh1z I have not faced this issue hence not sure. I was thinking that setting may fix your issue. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani Will do. Thank you!
Hi Dan, Reza, same issue, did you find a way to solve it?
Hello Reza! Tks for your video. Quick question: is there a way to grant access just to edit the column Attachment when a request is Rejected in this case?
SharePoint does not support column level security. Its either the entire record in edit more or view mode.
very insightful. thanks a million @Reza
Most welcome
Hi Reza, Thank you for this vid. Question, I'm using a document library instead of a list for this approval type. However in the document library I don't get the "use enhanced rich text for table and links" nor the "Append changes to existing text" options. Therefore the approval summary link does not work in the Document Library "Approval Info" column. Do you have an example where I can get the same method that you use in the list, and use it in the Document library "Approval Info" column? Thank You.
It is a not a feature for document library. I have done 18 approval videos (playlist on my channel). I show various other techniques which may help.
Another Great Video Reza. Thank you. Any advice on how to create a bulk approval?
The desired outcome is for a user to be able to send eg 5 expenses items to their line manager for approval (the trigger is a field called submit to LM=Yes). The line manager only wants to receive one email. The line manager will either approve or reject all if they cannot specify with has been approved
Bulk approvals is currently not supported. You could send a single approval and include details of items in approval body. I do not have any video reference on this though. Might be a good idea to check on forums in case someone has done something similar
powerusers.microsoft.com
Fantastic Reza. I saw that there was an email that got triggered from Microsoft flow to the approver. Is there a way we can trigger an email from a person so that the experience is good as in big companies, people may not look at emails coming from such email addresses. If there is a video on similar lines, pls do share. Once again a fantastic content.
Build the flow with a service account then it will all look good
Hi Reza, your videos are the best!! One question I was wondering about. We are trying to do an approval process with a document library, and I noticed that it won't allow me to make the approval info column rich text enabled. I think it's a limitation or maybe even a bug for doc libraries. Will this prevent me from adding the table formatted comments? That was the coolest part! Thank you!
Its a limitation with doc lib.
Hi Reza, thank you for this amazing vide. This is exactly what I was looking for. The only thing I am not able to figure out is the HTML style output to SharePoint column. My approval info column shows the formatting and padding texts as well along with the approval information. How were you able to show the information in the form of link that says 'View Entries'?
I did this video a long ago so do not remember the specifics. I think I made the multi line column rich text append text.
@@RezaDorrani thank you so much! :) That did the trick.
Hi Reza, This was very clear and easy to follow.
Please my requirement is to allow user to select who should approve before submitting. What changes can I make to address it? I have followed your steps and it is working fine
Great to hear!
I have a playlist for approvals on my channel. It has over 17 videos. I have covered dynamic approvers in it. I will recommend to take a look at those videos.
You have the BEST content, Reza! How can we create a .PDF from a Word.doc after the document has been approved and save the .pdf to a "Approved document " folder?
Thanks!
I do not have a video reference on this scenario and would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, thanks again for a excellent tutorial. This is brilliant!!. I was up and running in a matter of a couple hours.
in your demo when you clicked on the Approver or Reject buttons in the email, the user focus remained within the email experience where you can add a comment then click Submit.
Today, when I clicked on the Approve or Reject buttons in the email, the user focus now leaves the email and goes to the Power Automate Approval page where the user can add a comment then click Confirm. Is this new behavior of the Approval process since your demo it in 11/2022?
I wish I could keep the "email-centric" experience that you demoed b/c I think it is more user friendly, than taking the user to a completely different page in Power Automate Approvals to complete the approval process.
Depends upon the version of Outlook you are leveraging. I believe somewhere in MS docs, there are details of outlook version needed.
Very good video, Reza I have a query if I don't have access to create groups in Azure AD, how can I handle that step in the flow you created? do you have any video you recommend, derrepente working with sharepoint groups where I am an administrator?
ruclips.net/video/WT08hJ1zDyw/видео.html
Great video! I still get the warning from Flow Checker regarding infinte loop but it seems to be working. I need to triple check. Question:
As the group owner, will I always have edit access?
Warning would be there. As long as you have handled it, it should be fine.
As Group Owner, edit access to what?
@@RezaDorrani to still be able to edit items even after they approved
@@andregabrielse2605 Yes, owners can do that.
Very informative..
Thanks
i just make my own approval workflow 2 weeks ago :(( every things is very similar like your approval.
And it take me 3 weeks to build it :(( and now you just make every thing clear in 20 min!!!!!
:((
why ditn't you do it sonner?!
---
anw, thank you for sharing.
another big thank from Viet Nam
You are most welcome!
Wish I had made this earlier as well. It was in my backlog for a long time.
Thanks for the video Reza! One big question.. i have been struggling with an apply to each function when i try to get the response from a previous approval and try to add it to the next flow of approval, how can this be managed? as the flow keeps failing
Question is why does your flow fail in the first place. I have done many approvals based videos. You can check to see the various patterns I have showcased. They are all placed in a playlist.
Thanks Reza! Great video. Do you have maybe a video of how to create gantt chart using power apps? I found nothing
I do not have a video on gantt chart
Hi Reza,
Thanks for sharing the approval process this is amazing.
The only point you haven’t covered is the licensing element, this has been a big blackhole to me.
will all users who have access to share point need a license to execute the flow ?
Or how much does it this approval cost.
Thanks
Approvals connector is a standard connector.
@@RezaDorrani Thanks Does this imply we dont need subscription for this flow , i.e. no cost invloved than this is great.
@@zuah04881 You still need a standard office license that has power automated covered.
This is great. Explains a lot of good concepts and I have it running. There is one catch for me that I can't figure out. You can enter comments in the email approval. Mine doesn't open to comments it jumps to that item in the list allowing the approver to add comments over there. That is less than ideal, no need to leave email. How do you allow the comments in the email?
Outlook needs to have a particular version and above for it to support actionable emails. Check documentation for actionable emails.
Wow. Great explanation and it will be very usefull for me. One question.
I would like to create on same base application to order equipment for users. In fact it would be "two step" app.
User in our organization will request for new mobile phone or computer. Since user don't know prices etc it would include me to attach offer and pass it on to approvals.
How would best do this? Probably I would need two seperated lists?
Welcome!
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Hi! Thank you for this content! I wonder why the format script for the table won't work. Any tip I should be considering? thanks!
Format script?
Hi@@RezaDorrani , I mean the expression to give format to the html table (replace(replace(replace(body('Create...)
@@user-zo3wd8ox6q I must have covered it in some other video. I do not remember which one.
Great video, Reza! Really Helpful.
I have one question though: can I hide some files from people with a certain job title? Suppose managers and VPs can create files within the same folder and request approval from the Board of Directors. If the files created by the VPs contain sensible information, is it possible to hide the file from the managers dinamically? Thanks!
Hiding and showing is not a good option. Ideal state would be to secure the files in sharepoint itself. You can set item level security.
@@RezaDorrani Got it. Thank you!
Hello Reza Dorrani.... I'm regularly learning lots of things from your videos. I always thankful to you for your knowledge sharing.🤗
I have to create a flow in that I need to send notification mail when our status is rejected and send back to user for resubmission of form.
Could you please let me know how the flow should be or please suggest me if related video for that.
I have done 18 approval based videos. They are in approval playlist on my channel. Check one of the videos on state machine approvals.
Hi Reza, thanks for another excellent instruction. This was almost exactly what I was looking for. I am using this for a library where people can upload images (through a Form). These images needs the approver to approve and also set the Meta data fields in the process. I guess it would be nice to have the Metadata filled in whilst approving. Do you have a solution on how to do that?
I did not understand your question. Im assuming you mean have approver option to update metadata in approval task itself. Currently, custom approval forms is not supported.
@@RezaDorrani Yes, that is meant indeed. Thanks for your answer.
Great videos. Can you add approves outside of your organization?
External approvers can be added
Hi Reza,
You are amazing. Have you got any video for Microsoft List and reminders based on due dates. Let me know if you got any. Thank you again
I have done videos on sending reminders with flows. You will need to check those. Microsoft Lists and SharePoint lists are on and the same.
Hi Reza- Thank you for all of your videos. I want to do something similar to the security -- stop sharing/grant access. But, I just need that once the status goes into pending it goes into view mode. But the issue I run into is, i can to the grant access-view but it makes me put in specific users. I need this to be able to be seen but not touched by anyone coming to the site after its in pending status
There are SharePoint apis you can call using http SharePoint action in flow to set permissions as well. You may have to explore them for your use case.