How to automate a request form and approval flow with MS Power Automate, Forms, SharePoint, Outlook

[@mohammedshengheer3730]

Great effort on building the flow, I was looking for a simple change request form approval process but this is way deeper and more efficient. I will try to test this and modify it based on our needs. Thank you for the great video.

[@elevating.elements]

I appreciate your feedback and am glad it was helpful!

[@michelleblackwell6590]

Awesome video instruction!

[@elevating.elements]

Many thanks for your feedback!

[@minu2391]

Hi, I have a single Excel data. Specific rows that need to be shared with different users. I need to automate an email flow which should pick the rows to specific user and send an email with that data only. And when that emal reach to that user they have to respond with thier response as yes or no for each line item. At the end I need an those users response in an Excel. Is it possible by using power automate and excel together or any ms office tool

[@elevating.elements]

Hello, thank you for reaching out. Yes, you can trigger an email to a user by querying an Excel table, then have their response captured in the corresponding row. An example is provided in the video starting at 06:43. Happy to help further if needed. Please feel free to book a consultation at ElevatingElements.com.

[@akinloluwababalola6666]

Thank you for this video. Please how do I display the status of approval for each application in a dashboard?

[@elevating.elements]

You're very welcome! The video shows how to display the approval outcome as an output at 7:09. The action is update row for Excel -- are you displaying the status in Power BI or another application?

[@ronalddosano1534]

This is very helpful. Moreover, I hope that you could help me to set up the approver list on Sharepoint.

[@elevating.elements]

Your feedback is appreciated! Please feel free to schedule a consultation via ElevatingElements.com.

[@jka18x86]

Thanks for this amazing flow! Do you know why I cant add a row? my sharepoint didn't appear. And how you do Approver variable from sharepoint?

[@elevating.elements]

Many thanks for your feedback and questions! Have you checked My connections to ensure SharePoint is linked and that edit access has been granted? By Approver variable, do you mean listing the approvers with a unique identifier(s) or using the Filter Query?

[@elevating.elements]

To set up your approver list on SharePoint, define the column headings that would link the request to a unique approver (in my example, project and category). Those selections would be available on the request form so you can query the exact approver to route the flow. Please let me know if this answers your question about variables. Happy to provide more clarity if needed.

[@danielsalinas8300]

Hello! new subscriber here!!! glad i found this tutorial! thanks for sharing knowledge. I have only one question in minute 6:41 im not able to find the expresión for "delay until" could you specify it. thanks in advance. and sorry for my broken english. :) cheers from CHILE.

[@elevating.elements]

Greetings! Thank you so much for subscribing and I'm always happy to share!!! Apologies; KZbin somehow deleted my video descriptions last month. The expression for this example is: formatDateTime('Effective date', 'yyyy-MM-ddT12:00:00'). Hope this helps! And no need to apologize about language. Salud!

[@ShivamBorikar]

Initially the video was looking like the perfect solution but nearing to the end all the difficult conditions were explained in so much hurry, couldnt understand anything and now stuck in the loops.

[@elevating.elements]

I appreciate your feedback. Could you please specify where you're stuck? Happy to provide support

[@KobeOPBR]

Can the Forms be put onto teams and remain automated as you guided?

[@elevating.elements]

Yes, you would need to use the ID for forms stored on a Teams channel, as demonstrated at 2:24. Let me know if you need additional support.

[@jeaniferramos1998]

This is awesome

[@elevating.elements]

Appreciate your feedback!

[@TalktomeGoose-vm6dn]

I know this post is a bit old but I'm really hoping you can help. I'm frustrated with spending hours/days on what seems to be so simple. in your 3:39 where you Add a row into a table, what did you actually do? Did you have to populate all the fields with the dynamic content or did it populate itself? My issue is, I created the form, so the form's Excel file is saved to my drive. I have created a list in Sharepoint that pulls all the info from the Excel file. So I have my Excel file, which is on my drive and my Sharepoint list which is in our teams group site. When I try to add the location I am able to retrieve my groups location, however I'm not certain about the Document Library? I see that you used Documents, but when I go to the teams document library, neither my Excel file or Sharepoint list shows up. I guess I'm confused what "table" you are adding from the document library? Please, please pretty please help me, I will be forever grateful. Thank you in advance for your time.

[@elevating.elements]

In this example, the Excel file is separate from the form and located within a Teams (SharePoint) folder. The table was created with fields to capture those inputs + the approval info and later change status, so mapping dynamic content populates all the fields automatically based on the triggers. If you have the action, 'add a new row,' that will only apply to an Excel file vs a SharePoint list -- the action would be 'create item.' Are you using Power Automate to populate the SharePoint list with the form responses? Please clarify the objective so I can better support.

[@TalktomeGoose-vm6dn]

@@elevating.elements Thank you so much for your reply. I think the one of the issues was that I copied a flow and that seemed to be one of the main problems. I have started it from scratch and it's better, however I'm a bit confused on (7:25) what is the Key Column/ Key Value? where does that come from? I see you selected 'Key" from the drop down or either you typed it in, but not sure what that represents or where to find it? Thank you again for your time and patience. I am new to all of this so your video is extremely helpful.

[@TalktomeGoose-vm6dn]

Also, just to try to clarify, I created a MS form, which I have all the info from the form (excel) pushing into a Sharepoint list with PA. I'm using Power Automate to create the flow for approval(trying to do this with your video), i also have other flows for this after the approval process. I'm trying to do exactly as you share in your video with the exceptions of a what I explained earlier in (7:25), Key column/ Key Value, not sure what these are? thank you

[@TalktomeGoose-vm6dn]

i made some changes and now I'm getting this error details: The expression "Title of Design Review eq'First Test flow with approval process (not sure what Key Column/ Key Value is related too.)'" is not valid. Creating query failed. It looks like the filter query is correct because I can see the actual title I used for that form. If it's pulling the data from the form I would think this error is referring to that something I'm doing is not communicating to the list, hence the error message. (as I mentioned, I just started using PA this past few weeks and trying to watch all the videos I can. Your video is by far the best detailed video. I'm just learning all the language so it's difficult for me. thanks again

[@elevating.elements]

Glad you were able to start fresh! When the row was added in Excel earlier in the video, the ID field was mapped to dynamic content, Response Id, as the unique identifier. When updating the row, key column refers to the key value that will relate to the unique identifier; in this case, Response Id.

[@NorthElectronFix]

Woww thanks

[@flippingepic8475]

I'm waiting for the result simulation...

[@elevating.elements]

This demo was recorded using my personal subscription to share what I developed for projects -- a business account is needed to run the workflow with all connections. Please let me know if any steps could be clarified.

[@alokdadb734]

very complicated video

[@elevating.elements]

Hopefully it saves more time with the majority of steps automated. I'm conducting a webinar to share my approach to designing workflows. If you're interested, you can register for the session at bit.ly/ElevatingWorkflows.