Dynamic Approvals in Power Automate | SharePoint List based Approval Tutorial

[@MrClux4]

Reza, your videos keep getting better and better! I will be adding this to my faculty appointment flow first thing tomorrow!! Thanks for another great video. Cheers,

[@RezaDorrani]

So happy to hear that! Thanks Steven

[@joeycummins6983]

This wasn’t exactly what I was looking for, but gave me a lightbulb moment with the issue I was stuck on. Thank you!!!!

[@RezaDorrani]

Glad it helped!

[@merristenzel7711]

This is Perfect! I've been searching through your videos for this solution! THANK YOU!!

[@RezaDorrani]

You're most welcome!

[@johnscraper6312]

I have been looking for something like that for over a year now! My Power Automate confidence increased all of a sudden. Thank you, Reza!!

[@RezaDorrani]

Awesome! Thanks John.

[@Artiqx]

Reza, the speed of your tutorials are just excellent. Love the density of information and how you respect time of your viewers!

[@RezaDorrani]

Glad to hear the feedback. Thank You so much.

[@ActionHero29]

yeah but its way too fast for a beginner...

[@TheHub047]

@@ActionHero29 I was watching with speed 0.25 and still got lost 😆

[@TheEdmundNetwork]

Thank you Reza, you just saved my £450. I can't thank you enough.

[@RezaDorrani]

You are most welcome!

[@mdhidayat5706]

Thank you Reza! Finally got a a change to apply this to a problem at work today.

[@RezaDorrani]

Great 👍

[@ArohShukla]

Another fabulous video. Your video shows how expressions are so important to Power Automate and minimize the API calls.

[@RezaDorrani]

Thanks Aroh! Expressions are the 💓 of flows.

[@karun036]

Thank you video was very helpful. Although I am a first-time creater so had to switch to a .50 spread. But overall it was very informative.

[@RezaDorrani]

Thanks Arun. This video is definitely more advanced. I have an approvals playlist that has many videos which begin with basics and have more advanced scenarios

[@clabpr79]

Saved to my Favorites videos, excellent source of information.

[@RezaDorrani]

Glad it was helpful!

[@cmacdhon]

How on earth did you figure this out? I wouldn't have been able to get past the first step 😒. Thank you so much Reza. I can always count you to get me over any hurdle I am faced with.

[@RezaDorrani]

Let's count on each other and keep sharing knowledge :)

[@dingersu]

Sometimes I want to hit the Like-Button more than once 👍

[@RezaDorrani]

Thanks so much! I’ll take that as more than 1 like :)

[@user-fb8jb5yi6g]

Brilliant! I'm learning so much!

[@RezaDorrani]

Great to hear!

[@meaganwest6732]

Once again, you're the best out there. Thanks for this!

[@RezaDorrani]

Wow, thanks!

[@Przemanos]

Fantastic movie Reza. Much appreciated!

[@RezaDorrani]

Most welcome

[@ramonillarramendi3191]

Wonderful!! Thanks for the clear explanation.

[@RezaDorrani]

You are most welcome

[@miguelchaves2065]

Thanks for another video! your tutorials are excellent!

[@RezaDorrani]

Most welcome

[@william2053]

Awesome! Thanks for the video Reza!!!

[@RezaDorrani]

Thanks Will

[@jaggyjut]

Awesome. Great idea on approval matrix.😀

[@RezaDorrani]

The idea came about while working on last week’s approval video :)

[@jaggyjut]

@@RezaDorrani hope we can add require more info option and close the loop please. That will be great help. Thank you again for the tutorials 😀

[@RezaDorrani]

@@jaggyjut I have done around 17 videos now on approvals covering most bases. Time to take a break from approval videos.

[@vinayayinapurapu]

Power Packed.. with full of FUNtastic Demos..

[@RezaDorrani]

👍

[@aaaaa601]

Always good thks

[@RezaDorrani]

Thank you

[@calebessilva]

You are awesome

[@RezaDorrani]

Thanks :)

[@oluwatobiyusuf]

Thanks for another great video

[@RezaDorrani]

Thanks for watching!

[@shashikanthduddukuri6228]

Thanks Reza for the great video 👍🏻

[@RezaDorrani]

Your most welcome! Thanks for watching.

[@FabianoSchimidt]

Thanks Reza, this is amazing! I was wondering if it is possible to create an approval matrix with additional columns representing instances of extra approvals depending on a criterion such as cost, for example. In my scenario, I have a list of requests and a local area approver who will always approve everything. The requester's immediate supervisor must also approve if the cost is more than USD 3,000. In addition, I need to add the area director as an approver if the cost is more than USD 5,000 OR the area VP if the cost is more than USD 10,000. What do you think, Reza? It's a good suggestion for an upcoming video!

[@RezaDorrani]

Possible it is. My rule to making videos is set - “I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.”

[@FabianoSchimidt]

@@RezaDorrani Deal! 🤝

[@jesgardel]

Good job Reza!!! I'm very happy to find your videos. It will help me a lot. I have a problem with this flow (and others) because I want to use sharepoint as document library, but the flow fails in the step at 6:30. I can not find the option of Approval Statul Value on UPDATE ITEM step. I guess there's something with library definition that it's different than lists.

[@RezaDorrani]

Should not be the case. Try creating a column with different name like "Approval Status Info" and check if that shows up. I will also recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/

[@Tony-mo9ev]

Awesome as always, Reza ! Helping me to have a better understanding and create a better app. Do you have any similar but with PowerApp for Teams ?

[@RezaDorrani]

I do not have a similar video reference for Power Apps for Teams, but the same logic can easily be applied there as well.

[@juliaborgespereira2424]

Amazing!!!

[@RezaDorrani]

Thanks

[@tayongshakes8396]

Reza you are the best

[@RezaDorrani]

Thanks

[@srikandanarthanari5667]

Hi good language pronounciation. Ease to understand

[@RezaDorrani]

Thanks

[@coursesdekho5702]

Thank you so much for this video!

[@RezaDorrani]

You’re most welcome

[@dlhvid9072]

Terrific walk-thru. I do have a question on Notification Details. Manager Approvals are all set to No. Unfortunately, the Main Approvers aren't receiving any details regarding the approval. How would you suggest we add details when using Create an Approval, and Wait for an Approval? Thanks again for a terrific example!

[@RezaDorrani]

Video description has link to download sample flows. I have not come across the mentioned issue and hence not sure what’s the reason for your issue. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@sundrapillay6668]

Thanks Reza excellent

[@RezaDorrani]

You are most welcome Sundra

[@violetlim6785]

This is exactly what I need

[@RezaDorrani]

Great

[@haikel173]

Hi Raza, your videos help us a lot, thank you. I have one question how to create single approval for multiple SharePoint List items? If there are multiple items added to SharePoint List, so it trigger only one approval?

[@RezaDorrani]

Approvals are per item.

[@nagarjun572]

Always ur doing amazing contents.. learnt a lot from your videos ❤️ and could please do a video or tel me SharePoint URL links / external links can be validated using Power automate...? Please 🙏 response to this sir...

[@RezaDorrani]

Thank You so much! Link validation with flows, I am not sure about this. Never tried it. I will recommend checking on the forums at powerusers.microsoft.com/

[@evangelostsantilas9]

Hi Reza..Cngrats for the perfect Video...I d like to ask if its possible to add a link to the item at the Approval Message? I saw that in your presentation the link exist but in my flow does no appear

[@RezaDorrani]

Video description has link to download sample flows. You can check the code and logic in it.

[@lorizambos7579]

Hi Reza. Thank you so much. This video is great. I followed the video to time stamp 6:44, The question I have is where would I skip to in the video if I do not need managers approval?

[@RezaDorrani]

Video allows a setting to turn off need for manager approval + video description has link to download entire flow.

[@kevkeisha]

This is an INCREDIBLE! Thank you! However, I don't know how to modify the flow if I don't need a manager's approval!

[@RezaDorrani]

Just set manager approval to No in SharePoint list.

[@marsontran1692]

Hi Reza, thank you very much for your useful video, but please can you tell me how to let people have the ability to choose their own Approvers after select a specific Request Type? It would litterally save my life :)

[@RezaDorrani]

Check kzbin.info/www/bejne/a529ZKuamJ13n6M

[@richardmccoy580]

Hi Reza, thank you, your videos are very clear! I am working with document library rather than a list and it seems to work well. One thing however - for documents that do not require approval, I would like to set the content approval status to approved instead of leaving them in draft status. I've tried doing this by setting content approval status to 'Submit', immediately followed by 'Approve', and it does change the status to submit, but will not change to approve. When I test the flow, I get a bad gateway error for the final step to change to approve. Any help would be really appreciated? Thanks

[@RezaDorrani]

Welcome! I’m not sure how to do that as I would have to try it out to know the options. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com

[@lindseyfreeland8742]

Very helpful -- only additional step I need for my purposes is to make the dynamic approvers also sequential. So for example: at 16:00 for Computer Issue -- is there a way to make the approval flow send to the first approver in the array first and then, only once approved by the first, to the second for approval?

[@RezaDorrani]

kzbin.info/www/bejne/nZPCd4ibh8-anZY

[@wademiller3103]

Hey Reza. Could you please provide a video of using a dynamic approval from a SharePoint list. I simply need to know how to have the flow look up a value in one column and return an email to use for the approval. The video is overly complicated and difficult to break down for the simple approval task. Thanks!

[@RezaDorrani]

This is a complex video. Check my playlist on approvals - I have several approvals videos.

[@NeerajKumar-ss7ks]

Reza, your videos always teach something new. However I have a question, lets suppose if manager reject the request in that case flow will be completed. But if someone needs to send the same request for approval, how flow will be started?

[@RezaDorrani]

I have done multiple approval videos all placed in a playlist. Restarting approvals upon rejection is complex. I have done a state machine approval workflow video. Check that one.

[@jakepribble338]

Thanks so much for all your time and help to the community! I hate to ask as I know you put this together long ago - I get errors every time I try to grab the first approval condition if the approval is required at all. I can only find clues about this being a challenge because it is a yes/no field. I am using same expression you have in the example download package. Do you have any ideas on my problem? Thanks very much!

[@RezaDorrani]

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

[@jakepribble338]

@@RezaDorrani I understand. I worked on this all night, just keep getting that error. Thanks for replying. You are very appreciated sir!

[@RezaDorrani]

@@jakepribble338 Forums is the best place to post issues. Many are there to help. I also go to forums to assist but only in my free time.

[@jaimearar]

Reza, thanks a lot for your videos, i have been watching a lot of them to solve my needs and it has been really useful. I have a question i don't know how hard is it or if you can guide me on a reply or recomend a video. if you can't i will understand. I would like to make a list with to columns Rol (Position) & mail (person), in order to reference the rol in my flows (power automate) and not the person. so if the person leaves or is replaced not to change mail in every single flow. thanks a lot.

[@RezaDorrani]

I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.

[@shaikhsameer8141]

hi reza nice video

[@RezaDorrani]

Thanks!

[@tszhuenbai6462]

Hi Reza, thanks for the video, which is very informative and helpful. I am just wondering why we need "Get manager" when we already have the approval matrix, and in my understanding, the approval matrix will help to pick the approver as you choose the request type. Thank you.

[@RezaDorrani]

Get manager is dynamic. It will pick the users manager from Active Directory. It was given as an option. You can simply remove it from flow if that is not needed as part of your scenario.

[@juandavila4035]

Great video. I want to do the same but in dataverse table, is it possible?

[@RezaDorrani]

Possible. The configuration list can be any data source of your choice.

[@emiparanoid]

Hi Reza! this video is amazing, is helping me a lot with a approval flow I need to implement, my only question would be, if I have let's say, 8 approvers in the list and I want to finish the flow when I have 5 approvals or 5 rejects without the need of go to the rest of them, how can that be implemented? or is not possible and need to go through all the approvers? thanks in advance

[@RezaDorrani]

Most welcome! Currently, there is no such option to stop the approval.

[@emiparanoid]

@@RezaDorrani Ok got it, thanks for your response!

[@cvkealey]

Fantastic! Is the schema for the "Create an approval" input defined somewhere, or did you reverse engineer it by looking at flow run data? I checked the documentation for the Approvals connector, but it's not terribly helpful for these more advanced situations.

[@RezaDorrani]

Reverse engineered (Peek code). I wish there was better documentation on this. I feel this is an extremely powerful feature since it makes the approval pattern dynamic. I'm sure this can be done for the custom approval types as well.

[@hansschiettekat2501]

Hi Reza, also my gratitude for your compressed to the point video. Only I can't get this working as instructed I used the compose action to get the first() records from the approvers list filtered result. After this step I do the select to extract the email addresses but here I get an BadRequest error The 'from' property value in the 'select' action inputs is of type 'Object', The value must be an array. I reviewed your video several times but I can't see the difference between your instructions and my implementation.

[@RezaDorrani]

Video description has link to download flow.

[@RezaDorrani]

@@hansschiettekat2501 No idea since Ive shared the entire flow that works for me. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@gennaroacquaviva416]

Hi Reza, firstly, thank you so much for uploading this video, its really great! secondly - apologies in advance if this question already been asked, however, I would like to know if there is any way of getting this flow to trigger for items that already in the list? not just on creation? I've used this flow for a task list that needs approvals, however as the task list contains previously added tasks and the flow will only work for tasks that are newly added (it works great btw). Short of deleting the tasks and adding them back in again, can I get the flow to work for existing items? (there are 60+ tasks!).

[@RezaDorrani]

You could create a copy of this flow and change trigger to when an item is selected in SharePoint list. Then call new flow for your 60 items by selecting them one by one and triggering the flow.

[@gennaroacquaviva416]

@@RezaDorrani Having trouble with this - If i select the trigger to be when an item is selected i don't get the option to add the column title to where you have put Title eq 'DynamicContent' in the filter query in the get items section. Also another thing I have noticed since adding this work flow, when a member of staff creates a new list item, the flow triggers however the email and approval are from me and not them.. is there any way to have the approval from the user stated in the 'created by' field?

[@RezaDorrani]

@@gennaroacquaviva416 Things would change. Not everything will be the same. You will need to work through it one by one. Check my approval playlist. I have done a video on for a selected item.

[@gennaroacquaviva416]

@@RezaDorrani Thank you Reza, I'm currently watching through the playlist, can't seem to find one with that title, could you point me in the right direction? apologies for asking so many questions - I appreciate the help!

[@RezaDorrani]

@@gennaroacquaviva416 It may not be in the title. You will need to check the content. Note: Video will show for a selected item. It may not show your exact scenario.

[@willtee3640]

Do you have a tutorial for different user request will get different PIC to approve? For example, 1. User from HR have a request, and the request will sent to the HR manager for approval. 2. User from account department have a request, and the request will sent to the account manager for approval. Can the above request be done in 1 sharepoint form? Where I don't have to create a sharepoint for HR or account.

[@RezaDorrani]

Possible. I have done 18 approval based videos covering various scenarios. They are all in the approvals playlist on my channel.

[@meaganwest6732]

Reza-- thank you for this video. I have a flow set up just like this, but in the scenario where you submitted for 'Computer Issue' and the approval request was sent to James and Sara simultaneously, I need to record James’ response inside the matrix list right when he selects ‘Approve’ or ‘Reject’… because Sara (and several others) may take several days to respond & my customer needs to be able to see 'live' who has responded to determine bottle necks in the approval process. I can't get this to work, do you have any suggestions?

[@RezaDorrani]

For that you would have to query Dataverse approval tables which would require premium licensing and you would need to understand how the tables maintain approval data. I do not have any video references on this hence providing options.

[@wilmert2011]

Hi Reza, new to power automate and thank you for this wonderful video. My issue is the manager approval email is always taking the flow owner. Hence all email approvals are going to the flow owner's manager not the manager of the person who created the list item. In you demo, it works fine but I can't get mine to work. Any tips?

[@RezaDorrani]

I will have to look at your flow in action to know the reason for your issue & provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com

[@MoreToSan]

Can you make a custom connectors/ API explanation sort of beginners video? Thanks!:)

[@RezaDorrani]

I will add this topic to my backlog. I will need more folks requesting this topic though. Backlog is packed with items requested by multiple users.

[@MoreToSan]

@@RezaDorrani thanks!

[@stevemcc7208]

Very helpful! Thanks. I have a question??? HOw could I create a pin to allow certain users to see a view/list?

[@RezaDorrani]

The question is more specific to SharePoint. I don't believe there is any pinning concept. You can always create public views which users can select in the view selector.

[@chinweonwuemeli5273]

Thanks Reza. Is it possible to create an approval notification that would be timed based on certain dynamic responses, probably from previous processes in the flow?

[@RezaDorrani]

You can always check outcome of approval action and accordingly send notifications. I have done a video on sending email reminders for approvers. Check that video. It may give some ideas

[@chinweonwuemeli5273]

@@RezaDorrani okay, I'll check out the email reminders, I think that should work. I'll update you, thanks so much.

[@Bak2Basikz]

Hello Reza. I love watching your videos! Question…,When using this SP Approver route, how do you get a flow to work when the Approvers are in any order and are assigned and in order during the initial SP form request phase? The sharepoint groups list also has a column with M365 groups instead of individuals. Thank you.

[@RezaDorrani]

I did not understand the question.

[@Homero_arras]

Hey Reza, fantastic video! This process has been working great for my team, the only thing I've noticed that I can't seem to find a fix for is store in multiple approvers comments in the "Approval Comments" column. Using "response summary" doesn't give out the comment information and only spits out the latest approver. If I attempt to use "Responders comments" in the final yes box the managers comment will be overridden by the latest approver. Is there something I missed?

[@RezaDorrani]

I have done many videos on approvals and storing approval comments for multiple users. Check my approvals playlist kzbin.info/aero/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe

[@Homero_arras]

@@RezaDorrani Thanks Reza!

[@DGriffy0400]

Hi Reza, fantastic video. I am stuck on 12:02. I am trying to add more details to the Create a request task that the Main approvers will see. However my JSON skills are not great. Is there a way to add multiple lines of details? Thanks for all the support you have given so far "requestor": "@{outputs('Update_item_5')?['body/Author/Email']}", "details": " Name of staff: @{outputs('Update_item_5')?['body/NameofTraveller']} ", "details": " Destination: @{outputs('Update_item_5')?['body/Destination']} ", "details": " Departure date: @{outputs('Update_item_5')?['body/TravelDate_x0028_Departure_x0029']} ", "details": " Return date: @{outputs('Update_item_5')?['body/TravelDate_x0028_Return_x0029_']} ",

[@RezaDorrani]

Debugging formulas here on chat is not a good option. I believe approval details supports markdown language. Check documentation on approval markdown. Alternatively, I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@tejaskapadia5505]

Hey Reza, this is great! I wanted to ask if we could incorporate reminders in this dynamic approval flow, I'd love to make an addition like that to dynamic approver workflow? For example, say the first person approved it within a 5 minute time frame, then the next is taking longer than 5 minutes. After 5 minutes it sends a reminder to approve. Any tips?

[@RezaDorrani]

Here is the video on reminders kzbin.info/www/bejne/kKbTgmN3l6mfZqs

[@alfredmuzindemcclevers5279]

Hi Reza, Thank you for the powerful content. I tried to do the same steps. However the flow is failing to pick the yes/no columns as enabled , its giving a false output. May you please assist

[@RezaDorrani]

Video description has link to download the sample flow. As for your issue, 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

[@alfredmuzindemcclevers5279]

@@RezaDorrani thanks. Let me do that

[@hannahmay3078]

Hi Reza, many thanks for this video. It has helped me a lot in my work. I am having an issue with the Approval Matrix. The order in which the names appear keeps changing. I am not sure why this keeps happening?

[@RezaDorrani]

Where does the order change? flow or sharepoint? I do not see any such issue at my end and 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

[@hannahmay3078]

@@RezaDorrani The order of names changes in the SharePoint list, in the approval matrix.

[@RezaDorrani]

@@hannahmay3078 It cannot change on its own. Looks like a Sharepoint bug in your case.

[@playoffice4310]

Hi Reza, your videos are great. I am still unable to correlate the two lists at the beginning of the videos the Approval Matrix & Service Desk.

[@RezaDorrani]

Matrix is a list where the Title column values match the choice column values in service desk. You could even use lookup. I cannot provide much guidance here on chat. If you are running into issues then I will recommend to post it on forums at powerusers.microsoft.com

[@playoffice4310]

@@RezaDorrani Hi! I am still watching the video until now! lol, Your videos are very informative. I'll be happy communicating with you on forums.

[@RezaDorrani]

@@playoffice4310 Thanks. I only go to forums in my free time (which is almost none these days).

[@jagadeesanm7875]

Hello Reza, Lovely video. I've downloaded the approval flow from the description however I'm unable to view it and use it in my flow. Downloaded zip folder 'Microsoft flow' folder and a 'manifest' JSON file. Could you please recommend how to use the dynamic flow?

[@RezaDorrani]

Are you importing as a flow or solution? I did this video long back. Best reference are the files shared.

[@jagadeesanm7875]

I'm trying to copy the approval creation input in the "Create an approval" flow @@RezaDorrani

[@RezaDorrani]

@@jagadeesanm7875 Im not sure what the issue is.

[@salutj]

Thanks for your video, so how do you capture individual responses as they happen so the creator of the approval request knows who is not responding.

[@RezaDorrani]

Same response as your comment on another video

[@1974andyowe]

Hi Reza, thank you very much for this however I need help regarding the ApprovalCreationInput on Create an Approval. I'm getting a json error asking me to to enter a valid json. I have copied as per your video however having this error. Please help...I'm so close!!! Cheers, Andrew

[@RezaDorrani]

Video has link to download sample flow. You can copy the JSON from there.

[@1974andyowe]

@@RezaDorrani Hi Raz, got it thanks. Another error...I'm getting 4 Errors all pretty much the same on Approval Required, Main Approval, Condition 3 & Create an Approval. These are "fix unsupported parameter function expressions(s) for the input parameters(s) of operation 'Approval_Required'. Only string literals are supported. I know this was be something simple but I'm learning all things Power at the moment. Also happy to donate with you supporting. Cheers, Andrew

[@RezaDorrani]

@@1974andyowe I recommend posting your issue with screenshots on forums at powerusers.microsoft.com/

[@theresaa.efiokwu9863]

Hello Reza, Welldone! This video has been helpful A quick question: How do you parse an attachment with JSON in the Create an Approval Card?

[@theresaa.efiokwu9863]

Hello Reza, I thought i figured it out using peekcode by using "attachments":base64ToBinary(outputs('Compose_2')) where my Compose_2 is base64(outputs('Get_attachment_content')?['body']) but none of these worked. So at the end of the day, the peekcode in my create approval cad looked like this: { "title": "@{triggerOutputs()?['body/TitleofPolicy']}", "assignedTo": "@{join(body('Select'),';')}", "details":"Test" "enableNotifications": true, "enableReassignment": true, "attachments": @{base64ToBinary(outputs('Compose_2'))} } Please any help on this would go along way. Thanks!

[@RezaDorrani]

Not sure about this. Have not tried it. I will recommend checking on forums in case someone has done this powerusers.microsoft.com

[@sanpp9086]

Hi Reza, Thanks for the great video, I hope you will read this message. I followed every step and re-created, it is working with multiple users but failing for SharePoint group users while initiating the approval process from Approval matrix list. The step which is failing is: Output of Select action for SharePoint group is null, please let me know if I am missing something here Thanks in advance:)

[@RezaDorrani]

SharePoint Groups are not mail enabled groups. You will need to perform extra steps to get emails of group members and use them in approval action. Check kzbin.info/www/bejne/jYWTaZuAZt93r9k

[@sanpp9086]

@@RezaDorrani Thanks for the reply, Can you please let me know, how to differentiate group and multiple users details from configuration list in Power Automate flow Ex: I have a person filed which is allowed to add multiple users and groups to the field in configuration list I have added an item with user email and group name in the same item for the same person field, now how to send email to all the users Your answer for this is much appreciated

[@RezaDorrani]

@@sanpp9086 You could add another flag in your config list. Is SP Group, if Yes then flow can query by the Group Name.

[@sanpp9086]

@@RezaDorrani Thanks :)

[@davidm5732]

Hello Reza, I have a similar project and I have a question. In a Flow where everyone must accept, is it possible to collect the response of those accepted before everyone answers? In your example the comments appear once everyone answers but I would like to add the comments as they accept to know who is still to be approved. In a start and wait it is not possible so I don't know how I can do it. Thank you very much!

[@RezaDorrani]

Everyone must approve action will cause flow to wait for everyone to respond. To get details of users who responded, you would need to query Dataverse Approval Tables (which would make your flow a premium licensed flow). I think I did a video a while ago where I check in Dataverse as to who did not respond to send approval reminder. Check kzbin.info/www/bejne/kKbTgmN3l6mfZqs

[@kumarvelu2920]

Thank you Reza. I have a question if the person could not edit with security condition update through list settings permission. It works only for edit item doesn't update or change. But if the selected the edit grid view they have option to edit. Kindly suggest how it can security

[@RezaDorrani]

I did not understand the question, but I am guessing you are asking about item security. I have done a video on setting item permissions for SharePoint which may help.

[@akshayasreedhar]

@Reza- Thanks for this video!! at 4:28 secs, I do not get the Request type Value in the dynamic content type!! Please help

[@RezaDorrani]

Video description has link to download sample flow. Give that a try.

[@xw9279]

Hi Reza, is it possible we use this Approval Matrix to process the "News Page Approval"? Pages are in a library, not a list so I'm not sure if they are the same as your tutorial.

[@RezaDorrani]

Possible. Same concept can be applied to any other scenario. There is a trigger for when a file is added in a library and you could point to the Pages library.

[@xw9279]

@@RezaDorrani Thanks, I'm going to give it a try.

[@tadosborn]

How can we track users that haven't responded? I've created a SharePoint List with multiple people type that list all the approvers that need to respond and need to update that list by removing users that respond. You do amazing work. Thank you.

[@RezaDorrani]

You would need to query Dataverse approval tables to get information of approvers who have not responded. That would require a premium license. I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.

[@tadosborn]

@@RezaDorrani I created a people field in my list for waiting to approve and adapted your dynamic matrix list to look up members of group and populate field on creation. On approval of each user, members that approve are removed from field. This seems to be a viable solution since I don't have a premium license. Thank you for your valuable feedback and suggestions.

[@RezaDorrani]

👍

[@tadosborn]

@@RezaDorrani I'm stuck and really hoping you can explain how to accomplish this requirement to track users that haven't approved approvals when all must approve. I'm not sure how to remove users that have approved from my people list. I think using a variable with all of the approvers and tracking as they are removed might work, but I can't figure out how to change the values of the array when response received. This seems like a common request and I can't find a solution.

[@RezaDorrani]

I have not done any video on this scenario and would have to try it out to know the steps. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/

[@mohdnoraminbinkasmuri9234]

Hi, Do you have a video of Approval required, Supervisor approval and Manager Approval. Supervisor Approval list 1 (multiple approver) Manager Approval list 2 (multiple approver)

[@RezaDorrani]

This is the most dynamic approval video I have. You can look into the patterns showcased in video and try and change it to match your scenario. I would also recommend checking on forums in case someone has done something similar powerusers.microsoft.com

[@mohdnoraminbinkasmuri9234]

@@RezaDorrani thanks for sharing. Will try to match the patterns showcased in your video. Dynamic approval + Multi Level Approval workflow. Will try that first. Thanks for the quick reply. :)

[@ChelseaThomas-ih5fv]

Hi Reza. Thank you so much for this. I've recreated this flow, but my company does not have managers listed in the system, so the Get Manager step failed. I attempted to add another column to my matrix with the manager's names and added another Select step in the Get Manager place. But, my flow is failing there stating it is pulling back an object and not an array. My From: is outputs('ApprovalInfo')['Manager'] - and my Map is item()?['Email']. Any thoughts?

[@RezaDorrani]

Looks fine to me. Difficult to catch the issue here on chat. I would recommend posting your issue with screenshots on the forums powerusers.microsoft.com

[@samanthahamilton9305]

@@RezaDorrani mine is doing this too - it says The 'from' property value in the 'select' action inputs is of type 'Object'. The value must be an array.

[@RezaDorrani]

@@samanthahamilton9305 I have not come across this issue hence difficult to guess what the fix is. Best to post on forums. Video description has link to download sample app as well.

[@Borokan]

Hi Chelsea, I had this issue and was able to get it working by removing the expression: outputs('ApprovalInfo')['Manager'] > Then typing in the expression box to keep it on screen, then selecting dynamic content and selecting outputs ApprovalInfo > Outputs from dynamic content instead. make sure to remove the character you typed previously This appears to be exactly the same expression, however caused me to get past this error when I ran the flow Clearly some bug in power automate

[@humanizamuddin692]

Hi Reza- thanks for this video. Unfortunately when Creating an Approval for the second step the ApprovalCreationInput option does not autopopulate. DO you know why this would be the case?

[@RezaDorrani]

Did you use the action "Create an Approval"? It will not show up for "Start and wait for an approval". I did mention this in the video.

[@hydyusable]

@@RezaDorrani here I'm facing the challenge that in Create an approval, it does not populate ApprovalCreationInput instead it appears all the time *Body, any hint to fix this?

[@RezaDorrani]

@@hydyusable Video description has link to download sample app.

[@gavinsmith5738]

Hi Reza, question. I'm trying to build a dynamic approval in PA using a matrix like yours. However the qualifying criteria is a float value (it's so that invoices of a certain amount ranges are approved by specific persons) any assistance on how the matrix or the flow should be altered too account for that?

[@RezaDorrani]

I do not have a video reference on float 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

[@colindunbar3927]

I tried to import the flow I downlaoded from your GitHub, but the import fails with errors. Do you have any hints on how to resolve? - FYI Great video.

[@RezaDorrani]

I have not come across any issue with importing and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com or try rebuilding the flow by looking at the video.

[@gztraveler692]

@Reza . Good morning. after i completed learning many vdo on your page. I have question. Have you vdo learning about multistep workflow?. such as when the Requestor send request to Reviewer and Reviewer is apporved and then send to Approver1 and the Approver1 need to reject and back to Rquester or Reviewer. I was not found that vdo. sorry for bother you. I'm beginner in Power app and Power automate. thank you so much.

[@RezaDorrani]

kzbin.info/www/bejne/a37coaFqpKh9mtk

[@maca072]

Is there a way to create a approval flow if all values in a column meets a criteria? For example, I have a list with a column 'status', I would like to send an approval request as soon as all items in the list contains "completed' in this column

[@RezaDorrani]

You could trigger your flow based on the condition and then start approvals in flow. I have a playlist in trigger conditions which may help.

[@abyal3kod201]

Hi Reza, How would you create a flow that is able to randomise pairs from 2 lists and the pairs can not be the same for the next 5 rounds. I`m really stuck on this one, if you cold offer any help I`l greatly appreciate it. Here are some details about it: 1. A meeting will consist in a Pair, that`s a 1 Specialist and 1 Team Member 2. There is a 40 nr of Specialists and 400 TM, that means a round will consist of 40 pairs 3. There is only one topic chosen per round for all pairs (2 rounds per week) 4. There is a sharepoint list of topics to be chosen from 5. All 40 Specialists are available no matter the topic. 6. Database used: Sharepoint - I was thinking the flow could start manually by selecting one of the topics from the sharepoint list. - after selecting the topic, the flow starts and pairs the teams - then the pairs with the topic get saved into the PA_Pairs sharepoint list (not sure how, I guess a row for each pair?) - then each pair gets notified about the pairing and the topic (but that`s for another flow)

[@RezaDorrani]

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

[@abyal3kod201]

@@RezaDorrani This is how I was supposed to do them, but being so new to this, it`s kinda hard to follow these steps. So if it happens that you may have the time to try doing this, I`ll leave the steps here just in case. As for the powerapps, I`ve posted twice, with no luck unfortunately. - I was thinking the flow could start manually by selecting one of the topics from the sharepoint list. Yes, the trigger of the flow can be manual or scheduled flow - after selecting the topic, the flow starts and pairs the teams You can choose a topic for pairing teams you can do the following: 1. get items for all specialists 2. get items for all team members 3. determine the length of all team members (ex. 400) 4. for each specialist (apply to each) 4.1. randomize a number between 1 and length of team members (400) 4.2. get items from the pairs, use a filter so that (Specialist ID eq current specialist ID and TeamMember ID eq randomizedID and round number larger than roundNumber-5). 4.3 if items retrieved from 4.2 do not exists proceed, otherwise randomize again (step 4.1), This guarantees that the pairing is not repeated in the last 5 rounds Note: you can have an additional list for Rounds, so that everytime this flow runs you can add a new row to the round table, this will iterate the ID so that you can find repetitions in Pairs for the past 5 rounds - then the pairs with the topic get saved into the PA_Pairs sharepoint list (not sure how, I guess a row for each pair?) 4.4. Save the pair in the Pair list (save Team Member ID and Team, you can also send additional info such as email and Name, and the topic and round number) - then each pair gets notified about the pairing and the topic (but that`s for another flow) For this other flow the trigger can be: when a new item/row is added to the Pair table... then send the email to specialist and team member notifying about the meeting

[@RezaDorrani]

@@abyal3kod201 Your use case is very specific. I don’t think I will come across a scenario where I would try this for a project. Most of my video ideas come from project work. You can try and post your query on forums at powerusers.microsoft.com You may get assistance.

[@syafixatan]

Hi Reza, Thank you for the powerful content. I tried to do the same steps and everything work correctly. But I have a problem when I start a request, everything in sharepoint work just fine but when the flow is start running the requestor change to my name not requestor name. supposedly requested by end user but in my case, the requester in approval apps changing to my name. Need your help and thank you in advance

[@RezaDorrani]

Video description has link to download flow. You can give that a try. Alternatively, I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@morevikin]

Hello Sir This is regarding SharePoint list. How can we show actual file names instead of paperclip icon in modern SharePoint list. Thanks ☺️

[@RezaDorrani]

List item attachments are shown as paper clip icon in list view. I don't think there is a way in SharePoint to show the actual files in list view.

[@fournier.benoit1993]

Is there a way to lock the approval status field so only the flow can change the value? Since users have edit permissions, they could change the approval status.

[@RezaDorrani]

SharePoint does not support column level permissions. However, you could hide the approval status field from the SharePoint form.

[@stephaniedessalins9194]

Hello Thank you for your video i 'haven't yet arrive to the final step and i had an error in Approval Info (Correct to include a valid reference to 'get items" for the input parametres of action 'ApprovalInfo' Where is the problem ? Thank you for your help

[@RezaDorrani]

Video description has link to download sample flow. As for your issue, 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

[@Michael-lo3ht]

Is there a way to read a list of approvers from a list? The team I'm working with to create their workflow changes. So I wanted their manager to be able to manage the list of approvers. The flow has to go through 2 different approval steps. If the originator of the request leaves they have to create a new approval request.

[@RezaDorrani]

I think this video shows reading approvers from a list

[@Michael-lo3ht]

@@RezaDorrani Thanks. Sorry. My head has been spinning lately. You have helped me a ton. I think exact scenario will work great. Thanks a million.

[@argniests5357]

what is process to add your sample workflow into my sharepoint/powerautomate tenant?

[@RezaDorrani]

I dont have a step by step guide on how to import and setup. Idea of video is to show how dynamic approvals can be achieved. I have shared entire flow in video description.

[@santiago46]

Hello Reza hope you are doing well. Question: Can this concept be applied to a document library site as well? thank you

[@RezaDorrani]

Yes, by replacing the list-based actions with library-based actions.

[@santiago46]

Thank you Reza

[@vimbaimatanda3912]

@Reza Dorrani Thank you for this video, I came across it while trying to figure out how to have approvers for different types documents. I plan to implement it this way. However I'm working with a document library and as per your response I was wondering if that means the Approval matrix list becomes an approval matrix library. Or there can be a link between the approval matrix list and my document library in sharepoint like you had.

[@santiago46]

Hi Reza hope all is well. I’m working on a share point site a document library where users upload emails so we are trying to detect that once the email goes into the SharePoint site we parse the email Contant and then populate the SharePoint site with the content that we parse out of the email do you have a video with this type of scenario? So we have PDF documents as well that are being uploaded to the SharePoint site plus the emails that are being uploaded into the same site as well. Thank you

[@RezaDorrani]

I don’t have a video on this scenario.

[@BumbleBeeBabi]

Hi Reza, What if we only need the manager to approve? How do get the "Requested by" to change if another user is submitting the request. I noticed when folks tried to add an item, the "requested by" is under my name.

[@RezaDorrani]

Approval action has a requested by property. I have done many approval videos covering various scenarios. Check the approval playlist on my channel.

[@aqgates2]

Reza, This video was huge for helping me build out a workflow for my company. Thank you so much! I am having a couple issues that I was wondering if you could help with. 1) When I change one of the approvers in the approval matrix it does not seem to update it when the flow executes. I tried clearing cache and closing out, but it still sends the approval to the old email instead. 2) I am trying to build an approval based on multiselecting. For example: If someone needs access to the warehouse that is one approver, but if they need access to manufacturing areas it is a different approver. However, if they need access to both then both approvers would need to sign off on it. It looks like the workflow will only email one of the approvers. Would an "apply to each" fix this? Thanks again!

[@RezaDorrani]

I will have to look at your flow and setup in action to provide guidance. I will recommend posting your issue with screenshots on the forums powerusers.microsoft.com

[@andjelamihajlovic5614]

Hi Reza. Thank you for all your commitment and for making these videos. I do have a scenario and I was wondering if you could help mw with building that. It is very similar to this video here. I don't know If I should send a request officially somewhere else or here is fine? So, I have a 2 step approval workflow that is handling the user access request, approval and account creation. So the end user would submit a request to access a specific application. It would go to the assigned asset owner for approval, once the request was approved, it would go to the InfoSec team for account creation. It is dynamic in nature, once the user chooses the application, it will go to the assigned asset owner automatically (pulling the data from the approval matrix for ex.). And this all works. But, the issue here is that they would have to submit a separate request for each application, because we have different asset owners assigned for each application. So, my question here is, how can we make this more dynamic? And what I mean by this - how can I advance the flow for the user to be able to select more applications at once, submit the request, and for the request to go to those different asset owners for approval, and then once each of those get approved, to go to the group of people (team) that would start creating the accounts? Let's say we have a new employee that gets onboarded and they need access to 6 different applications. They go to the SharePoint Site to submit the form. They go and select those 6 applications, the approval email or teams message goes to the 6 different people for approval or rejection, once they get approved one by one, the flow would move along and go to the team that that is in charge of access provisioning. Is this possible? Thank you in advance!

[@RezaDorrani]

Wow! Thats a project requirement:) I can give a quick idea. Let user put in request for multiple applications with 1 form. Once that request comes in, make individual entries into a different list (1 per app) and then you can use the single request dynamic workflow as before.

[@andjelamihajlovic5614]

@@RezaDorrani yes, we did try it like that. But it was a lot of manual work - would have to go in and send a separate request for each application for approval. Any way we can build this within the flow, to send it to different people at once, for approval? Again, thank you for responding so quickly!

[@RezaDorrani]

@@andjelamihajlovic5614 Not sure. I would have to try it out to see the possibilities. I will recommend checking on forums. May be someone has done something similar.

[@andjelamihajlovic5614]

@@RezaDorrani please let me know if you figure out a way to do that, thank you!

[@RezaDorrani]

@@andjelamihajlovic5614 I will probably not be trying this out since I have a lot of work lined up. I will recommend checking on forums at powerusers.microsoft.com in case someone has done something similar

[@e-k9174]

what happened exactly at 9:07, where did you open the condition? and why are you skipping steps? like the ID and Title, we have many IDs and many Title, which one to choose?

[@e-k9174]

One more Thing, in the condition of the Manager Approval, how did it change from "outputs" to "Manager.." ??

[@e-k9174]

Like in 7:56

[@RezaDorrani]

Prior to 9:07 - every step in flow is built out. Skipping which steps? I did not want to keep showing the same action of updating the item over and over again. Video description has link to download the entire workflow.

[@manojnayak7063]

i have 1 question on this.. We create a microsoft form.. & One person fill that form & submit it. & we create approval for this form also.. So at the approval time, how approver can also see that submitted form ? Who create that form he view that submitted form, i know.. please give ans for this

[@RezaDorrani]

I don’t think there is an option for that without giving approver full access to the form. Better option would be to put form details filled in approval description section or store form details in a data source and grant approver access to that.

[@chadsexinton]

How do I query active directory to pull the managers ?

[@RezaDorrani]

Use office 365 users connection to get manager info.

[@Matt-pt3vq]

i don't understand ApprovalCreationInput bit at 11:46, do i just type that out or is that something else i need to do?

[@RezaDorrani]

You need to type that

[@varunkumar-il1tf]

Hi Reza, I have followed the same approach that you have explained in this video, but I I tried to save my flow I am getting the below error on the screenshot. Kindly helps m here Error Details: Flow Checker Error(7) Update Item(1) 'Approvers is Required' Update Item2 (1) 'Approvers is Required' Update Item3 (1) 'Approvers is Required' ..............................

[@RezaDorrani]

Video description has link to download the flow. May be give that a try. As for your issue, I will have to look at your flow in action to provide guidance. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com