How to build Power Automate Approval Workflows for SharePoint

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How to build Power Automate Approval Workflows for SharePoint | Step by Step Tutorial

Рет қаралды 222,491

Күн бұрын

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/rdo...
#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

Пікірлер: 819

@felipebayona9119 Жыл бұрын

Geez, I can't believe actually I was searching for this exact topic for a project earlier. How can this coincidence happen? 😲

@RezaDorrani Жыл бұрын

A happy coincidence!

@d-patel Жыл бұрын

Ditto!

@coralinemillet1367 Жыл бұрын

Exactly same for me, thanks Reza

@dingersu Жыл бұрын

same here 😁

@abhijio8131 Жыл бұрын

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 ??

@user-ki9wb9xd9j 11 ай бұрын

Best Content Ever, Paid Courses will not cover your topics, you are genius

@RezaDorrani 11 ай бұрын

Thank You for your kind words 🙏

@AdiCristea Жыл бұрын

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!

@RezaDorrani Жыл бұрын

Thanks Adi! I was so happy when I got that technique to work.

@user-sm7vn4iz9o 11 ай бұрын

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?

@RezaDorrani 11 ай бұрын

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

@skjones91199 11 ай бұрын

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!

@RezaDorrani 11 ай бұрын

Glad to hear that! Thanks so much for watching

@ArohShukla 9 ай бұрын

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.

@RezaDorrani 9 ай бұрын

Glad it was helpful! Thanks so much Aroh for the awesome feedback

@ArohShukla 9 ай бұрын

@@RezaDorrani does this flow replaces state machine workflow?

@RezaDorrani 9 ай бұрын

@@ArohShukla No. State machine - kzfaq.info/get/bejne/a7Opo9Fl1KmulKs.html

@chap666ish Жыл бұрын

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.

@RezaDorrani Жыл бұрын

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 KZfaq 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.

@munkybutler1 Жыл бұрын

@chap666ish Please see this amazing tool called PowerDocu which automatically documents flows and app. kzfaq.info/get/bejne/aJOde5unybzQkYE.html @rezadorrani great video, thanks!

@thebreaksmusicshow6632 11 ай бұрын

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.

@RezaDorrani 11 ай бұрын

Let's create more apps/flows together :)

@gitaiganor4100 Жыл бұрын

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.❤

@RezaDorrani Жыл бұрын

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 KZfaq 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

@user-iv1qt5lc8u 4 ай бұрын

Post watching your videos feels like, its so simple. Awesome way of explaining so complex things and make them fun for all of us. :)

@RezaDorrani 4 ай бұрын

I’m so happy to hear this. Thanks so much.

@yehunlavolontededieu322 Жыл бұрын

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.

@RezaDorrani Жыл бұрын

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!

@rharoalverde Жыл бұрын

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!

@RezaDorrani Жыл бұрын

Excellent! Thanks for watching.

@bobbirowlett6728 7 ай бұрын

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!!!

@RezaDorrani 7 ай бұрын

Glad it was helpful!

@bobbirowlett6728 7 ай бұрын

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

@danialkhan4291 Ай бұрын

Excellent video. you depicts the actual scenarios, covered each aspect of approval cycle which is very informative . use variety of actions and triggers . superb hats off.

@RezaDorrani Ай бұрын

You’re most welcome!

@Lagging69 Жыл бұрын

Ever since I watched your first ever videos, I knew you’d do wonders ❤

@RezaDorrani Жыл бұрын

Thanks

@sweedish84 Жыл бұрын

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!

@RezaDorrani Жыл бұрын

A.I bot Reza Dorrani says Thank You 😊

@MrNavedsk 7 ай бұрын

been struggling for 4 days with that infinite loop. thank you again reza sir

@RezaDorrani 7 ай бұрын

Most welcome!

@guenertahsin 8 ай бұрын

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

@RezaDorrani 8 ай бұрын

Most welcome! Check my playlist on approvals. I have covered various scenarios.

@sialmiroma Жыл бұрын

you're my favorite youtube creator, always saving my life😅

@RezaDorrani Жыл бұрын

Wow! Thank You

@GoWstingray Жыл бұрын

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

@RezaDorrani Жыл бұрын

That’s a great point Iain. Thanks for sharing.

@pasqualeferrara7719 6 ай бұрын

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 ;)

@RadhikaGupta-yz2rf Жыл бұрын

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.

@RezaDorrani Жыл бұрын

Thank You so much Radhika! So happy to hear the feedback.

@khasimshaik2606 Жыл бұрын

@@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

@RezaDorrani Жыл бұрын

@@khasimshaik2606 I do not have a video reference on this scenario. I will recommend posting your query on the forums at powerusers.microsoft.com

@nancygauvin852 9 ай бұрын

So much content in this short video. Thanks Reza!

@RezaDorrani 9 ай бұрын

Glad to hear that! I do try and pack in a lot in my videos :)

@hailm03 Жыл бұрын

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

@RezaDorrani Жыл бұрын

You are most welcome! Wish I had made this earlier as well. It was in my backlog for a long time.

@georgegualda4262 Жыл бұрын

Reza, we are building a product configurator and your video will definitely help us in the process. Thanks for the excellent video as always.

@RezaDorrani Жыл бұрын

Awesome! So happy to hear that.

@titanoito2 5 ай бұрын

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.

@RezaDorrani 5 ай бұрын

Welcome! Currently, the approval action does not have any option for add extra fields or files.

@lianaroyal Жыл бұрын

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?

@RezaDorrani Жыл бұрын

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

@jamie0610 23 күн бұрын

Great video thanks Reza! Am I correct in thinking you can only hide the status column from users with edit access to the SharePoint list item? Would be good to prevent users from being able to change this

@RezaDorrani 23 күн бұрын

Yes you can but hiding is not security. A smart user can always get to update status if needed. Check kzfaq.info/get/bejne/e7CpjcmKss-YnmQ.htmlsi=-bT13bAD92j9Y1Mc

@thomasthuene3173 5 ай бұрын

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.

@RezaDorrani 5 ай бұрын

Thanks! Why would you want approver to authenticate? Aren;t they already authenticated to take the approval decision.

@dhayanandkalimidi67 Жыл бұрын

Here we have complete approval system. Thanks Reza. Awesome

@RezaDorrani Жыл бұрын

Most welcome

@user-yp5vc9bv1q Жыл бұрын

Thank you, your concepts of avoiding loop actions and nesting expressions has made my use case a lot more feasible for my organization!

@RezaDorrani Жыл бұрын

Glad to hear that! Thanks for watching

@pawanmishra6549 Жыл бұрын

No words, just excellent !!! even I was looking for similar use case of logging the comments in tabular format.

@RezaDorrani Жыл бұрын

Thanks Pawan. Glad to hear the video is useful.

@lovyjain18 Жыл бұрын

Clear and crystal and very useful for the actual real world!

@RezaDorrani Жыл бұрын

Glad to hear that! Thanks so much for watching

@esterdid Жыл бұрын

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

@RezaDorrani Жыл бұрын

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.

@sankhlayashraj 8 ай бұрын

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.

@RezaDorrani 8 ай бұрын

Build the flow with a service account then it will all look good

@gaminikumara381 9 ай бұрын

Hi Raza Every time, you deliver excellent videos. I appreciate your support.

@RezaDorrani 9 ай бұрын

Thanks so much

@dhiyaneshthiyanesh6088 Жыл бұрын

Hi rezza, I am your big fan of your work. I hope you are the only one person who could answer this currently. Is there any way to connect power bi dataset to power app. Sometimes people use analysis service cubes for power bi it will be great if power apps could be connected to power bi datasets. Please let me know

@RezaDorrani Жыл бұрын

Firstly, I hope I am not the only one who knows about this :) You can use power bi data set in power apps but it has 2 rules. 1 - data set is read only 2 - power apps can only read 1000 records Watch kzfaq.info/get/bejne/a99ina2qrZqppWQ.html

@dhiyaneshthiyanesh6088 Жыл бұрын

@@RezaDorrani Thanks a lot rezza. Thanks for the reply. I will check on this. You are the best 🤝

@dhiyaneshthiyanesh6088 Жыл бұрын

@@RezaDorrani Hi rezza, I have tried with the a solution based on your video on write back to power bi through power apps ...it's working fine. Is there any way to use two power bi datasets in same app rezza

@RezaDorrani Жыл бұрын

@@dhiyaneshthiyanesh6088 My guess is No

@dhiyaneshthiyanesh6088 Жыл бұрын

@@RezaDorrani Thanks a lot for the information rezza!. I will try some other work arrounds 🤝

@AllanAlmeidaOficial 5 ай бұрын

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?

@RezaDorrani 5 ай бұрын

There are various types of approvals. I would recommend checking my playlist on approvals

@abhijio8131 Жыл бұрын

@RezaDorrani Жыл бұрын

Thanks Abhi. Voice controlled apps is not something I have done work with or investigated in. I would recommend checking on forums in case someone has done something similar powerusers.microsoft.com

@ThePaulseville Жыл бұрын

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.

@RezaDorrani Жыл бұрын

You are so welcome!

@zuah04881 8 ай бұрын

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

@RezaDorrani 8 ай бұрын

Approvals connector is a standard connector.

@zuah04881 8 ай бұрын

@@RezaDorrani Thanks Does this imply we dont need subscription for this flow , i.e. no cost invloved than this is great.

@RezaDorrani 8 ай бұрын

@@zuah04881 You still need a standard office license that has power automated covered.

@ashokpershad Жыл бұрын

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.

@RezaDorrani Жыл бұрын

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.

@satheeshkumar2670 4 ай бұрын

Reza, This is fantastic and helpful, please help me to add a html table when email triggers to approver, so that approver can see the details without visiting the SharePoint list.

@RezaDorrani 4 ай бұрын

Approval action does not support html. It uses markdown syntax. Check documentation

@oluwatobipaul6171 Жыл бұрын

Permission is definitely a take home for me. Thank you Reza

@RezaDorrani Жыл бұрын

Most welcome

@hetadawson9906 Жыл бұрын

Great video and so easy to follow. It's exactly what I was looking for.

@RezaDorrani Жыл бұрын

Thanks for watching and liking the video

@qvarelli 6 ай бұрын

Hi Reza. Excellent video. Just a question. Is there another option to create a list of approvers, instead of Microsoft Azure?

@RezaDorrani 6 ай бұрын

It can come from a SP list, Azure, or any other data source of your choice. kzfaq.info/get/bejne/jbpga8t7luCoqas.html

@taufikabubakar378 9 ай бұрын

Dear MR Reza, Thank you very much for the very useful tutorial. I have one question about action "compose". After copy the functions and plug them in Triger, Is the compose action deleted?

@RezaDorrani 9 ай бұрын

You can delete it

@tonygan9332 Ай бұрын

Thanks for sharing Reza. i got questions. If I have multiple approvers How should I create the HTML table and the Style of the "HTML Table Style for Approval History" ?

@RezaDorrani Ай бұрын

I have done several videos on approvals showcasing various scenarios. Il recommend checking the approvals playlist on my channel.

@tunjiabayomi Жыл бұрын

Nice Video. I used your approach in of my use case where I have 3 approvals level. In my list I was able to see all 3 approvers actions. But on my detail screen in power apps, it only display one approver. I want all approvers actions display on the detail form.

@RezaDorrani Жыл бұрын

I will have to look at your app and scenario in action to know the reason for your issue. I recommend posting your query with screenshots on the forums powerusers.microsoft.com

@srinivasjilledimoodi4272 Жыл бұрын

Very helpful content, Thank you for sharing. Please clarify me one point. Created a flow with these steps and is working fine except one thing, Though approval requests are sent to approvals center, but not sending email notifications. Any help appreciated.

@RezaDorrani Жыл бұрын

I have not experienced a scenario where approval emails were not sent. I recommend checking or posting your issue on forums at powerusers.microsoft.com in case someone has experienced something similar.

@imran002ali 6 ай бұрын

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! 👍👍🌟🌟🌟🌟🌟

@RezaDorrani 6 ай бұрын

Glad it was helpful!

@shrutika6786 Жыл бұрын

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.

@RezaDorrani Жыл бұрын

I have done 18 approval based videos. They are in approval playlist on my channel. Check one of the videos on state machine approvals.

@tylerbailey460 Жыл бұрын

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

@RezaDorrani Жыл бұрын

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

@preetimahawar2866 5 ай бұрын

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'?

@RezaDorrani 5 ай бұрын

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.

@preetimahawar2866 4 ай бұрын

@@RezaDorrani thank you so much! :) That did the trick.

@ABCDEFG-zk9tj 6 ай бұрын

You saved me from the Automation approval hell, many thanks!

@RezaDorrani 6 ай бұрын

Glad it helped!

@ABCDEFG-zk9tj 6 ай бұрын

@@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.

@RezaDorrani 6 ай бұрын

@@ABCDEFG-zk9tj I have a playlist on power automate that may help.

Жыл бұрын

Great hints with Trigger conditions especially this Creator = Editor rule. 👍🏻❤🚀

@RezaDorrani Жыл бұрын

Glad to hear that! Thanks so much

@greatindia1943 Жыл бұрын

Hello Reza sir, Thank you so much for sharing important knowledge. You are out standing.

@RezaDorrani Жыл бұрын

You are most welcome

@christopherfogarty1877 9 ай бұрын

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.

@RezaDorrani 9 ай бұрын

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.

@loveeeuu 8 ай бұрын

Thanks so much for this great content! I cannot find the video on how to create an Azure AD group. So I manually entered email addresses during that step. Unfortunately, it did not work. Are you able to help me find another way to work around the azure group?

@RezaDorrani 8 ай бұрын

I dont think I have done a video on creating azure ad groups. I have not come across the mentioned issue and hence not sure what the cause could be. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.coming

@lm9541 Жыл бұрын

Hi Reza, I have found this video very useful thank you very much. Do you have a video giving advice on how to make the comments mandatory in the approval? I have seen a solution with Do Until but wondered what your best solution would be. Thanks.

@RezaDorrani Жыл бұрын

The do until option is probably the most feasible way. Out of the box as of now, we have no option to make it mandatory.

@PavelFesko 2 ай бұрын

thanks for video. Is it possible to trigger the flow for multiple selected items?

@RezaDorrani 2 ай бұрын

Flow can only trigger for 1 selected item

@albertlego6109 Жыл бұрын

Thanks Reza. This is exactly what I'm looking for now.

@RezaDorrani Жыл бұрын

Great 👍

@timlohnes8480 Жыл бұрын

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?

@RezaDorrani Жыл бұрын

Outlook needs to have a particular version and above for it to support actionable emails. Check documentation for actionable emails.

@sharonferguson6365 7 ай бұрын

Hi Reza, amazing video as always, I do have a question though, I'm using a trigger action "For a selected item", is there a difference way to add the attachments to the start & wait for approval? If I build it with trigger action "When an item is created or modified", the attachment pulls through to the start & wait for approvals, but not "For selected item". Hope this makes sense...regards

@RezaDorrani 7 ай бұрын

I have not tried attachments with for a selected item so not sure if steps are different

@sharonferguson6365 7 ай бұрын

Thanks for your reply...👍

@kenkapp1076 Жыл бұрын

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.

@RezaDorrani Жыл бұрын

Depends upon the version of Outlook you are leveraging. I believe somewhere in MS docs, there are details of outlook version needed.

@garimatewari111 10 ай бұрын

Thanks Reza for the video. Have you created any video to post the adaptive cards for approval process to Teams ?

@RezaDorrani 10 ай бұрын

Most welcome. I have done several approval videos (all are in a playlist) May be one of the videos covers approval in teams.

@Ubaidkazmi 7 ай бұрын

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!

@RezaDorrani 7 ай бұрын

That is related to SharePoint security. Check kzfaq.info/get/bejne/e7CpjcmKss-YnmQ.htmlsi=5K4N4UakzonykP5o

@HeetVideos 3 ай бұрын

Thank you for the wonderful video but I am stuck at Azure AD... I am not getting the Azure AD option please suggest what to do

@RezaDorrani 3 ай бұрын

Its now renamed to Microsoft Entra

@HeetVideos 3 ай бұрын

@@RezaDorrani Thank You

@YuanSiewToh 4 ай бұрын

hi i need help, when i try to use for item created/modified, the workflow keeps looping im not sure is it because the status changes resulting it to trigger since item (meaning the status) is modified.

@RezaDorrani 4 ай бұрын

I have not come across this issue and hence not sure what the cause for it could be. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com

@jao_boy 4 ай бұрын

Same with me. I don't have the azure group email tho. What i did is when I tried to edit the item in the SharePoint, the flow seemed looping( same warnings as shown in the video, but I did copy the condition) . I thought this was the problem, but when I created a new item, I still encountered the same problem. Do I need to use another email(but I did try another account from a colleague, but the same problem) ? Or do I need an azure email to approve the item? Maybe I should try to create a simple flow again with the create item.

@RezaDorrani 4 ай бұрын

@@jao_boy Try with a simple flow or try posting your issue on forums

@jao_boy 4 ай бұрын

@RezaDorrani, I made a mistake 😂. What I did is I copied all expressions in the Trigger conditions, when infact I have a different column namings and choices. My bad.

@jao_boy 4 ай бұрын

I created an Asset Manager List, one problem I encountered right now is that, members should be able to change the status again to check out the asset, by changing it from Approved to New.

@user-ub9ls7jt2y Жыл бұрын

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

@RezaDorrani Жыл бұрын

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.

@shrutichavan3404 2 ай бұрын

I am trying to figure out a way to have an Approval restart after it has been rejected. For example, an item is submitted to share point for approval and is reviewed by the approver. The approver may reject it and note to the submitter that they just need to change something minor (or what have you) for it to be approved. Now, I don't want the flow to end, I want it to wait for a specific period of time and check to see if the item was modified by the submitter (meaning, they went back and changed what they needed to). Once it sees that change, it should resend the approval to the approver for review,sir i want to create rejection flow like this Sir plz help me

@RezaDorrani 2 ай бұрын

Not exactly your scenario but this may help kzfaq.info/get/bejne/npx1lZB3lbaaeKc.htmlsi=cLPw1JbOETjLIZdn

@shrutichavan3404 2 ай бұрын

@@RezaDorranithank you so much sir

@Riddick77 Жыл бұрын

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

@RezaDorrani Жыл бұрын

Account must have Site Owner access

@josejunior8529 Жыл бұрын

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?

@RezaDorrani Жыл бұрын

kzfaq.info/get/bejne/jbpga8t7luCoqas.html

@robertcalderon476 9 ай бұрын

Thanks Reza , I am glad to have this kind of video.

@RezaDorrani 9 ай бұрын

Most welcome

@robinwhite7107 Жыл бұрын

Hi Reza, worked like a dream.... How would I go about adding more than one Security Approval Group to the same flow? If it at all possible...

@RezaDorrani Жыл бұрын

Check my playlist of approvals, I have covered plenty of scenarios.

@galsolis 10 ай бұрын

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

@RezaDorrani 10 ай бұрын

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.

@omermirza5994 Жыл бұрын

This is amazing. And this flow is almost exactly what I need except I need the approvals to be in series and also add on conditions based on amount.

@RezaDorrani Жыл бұрын

I have done 17 videos on approvals. Check approvals playlist on my channel. You can mix and match patterns and formulate the workflow for your scenario.

@MoinKhan-1707 2 ай бұрын

Hi Reza, I hope you are doing well, I find your videos informative but i am not able understand completely. I just want to learn Power Automate from scratch to pro. could you please create full course playlist . I need a sequential playlist from introduction to last topic so that i can understand better and implement the topics and upskill myslef. please suggest me.

@RezaDorrani 2 ай бұрын

I am currently running a training program for channel members in Training tier. Power Automate training program starts from July. I posted the training roadmap in community tab of my channel. To become a member - youtube.com/@RezaDorrani/join

@TimLeibovich Жыл бұрын

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?

@RezaDorrani Жыл бұрын

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.

@sharepointdeveloper602 Жыл бұрын

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)

@RezaDorrani Жыл бұрын

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”

@sharepointdeveloper602 Жыл бұрын

@@RezaDorrani i will check ✔️ again as Trigger condition was not 🚫 working on default value when item get created

@alhakawaty 6 ай бұрын

this is greate! Thank you. But I still have a problem, how to get the group ID?

@RezaDorrani 6 ай бұрын

Depends on what type of group it is. If its entra ad group then you can get that from azure portal.

@ameenabatoon5069 Жыл бұрын

Mr. Reza thanks for the valuable videos. i have some questions in SharePoint i wonder how i can reach you .

@RezaDorrani Жыл бұрын

Most welcome. I recommend posting queries or issues on forums at powerusers.microsoft.com

@nihar4713 Ай бұрын

this is brilliant and covers so much

@RezaDorrani Ай бұрын

Thanks

@user-bz7hv7oh4o 8 ай бұрын

Great Video. I am creating same to same approval process following this video. Getting below error while run : Unable to process template language expressions in action 'Start_and_wait_for_an_approval' inputs at line '0' and column '0': 'The template language expression 'body('Update_item')?['Title']' cannot be evaluated because property 'Title' cannot be selected. Array elements can only be selected using an integer index.

@RezaDorrani 8 ай бұрын

I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

@mitjag5278 4 ай бұрын

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?

@RezaDorrani 4 ай бұрын

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

@markolima Жыл бұрын

Thank you so much. You save a lot of my time…great support for me!

@RezaDorrani Жыл бұрын

You are welcome!

@ikas0011 Жыл бұрын

I think the Trigger using Modified by and created by are the equals is works only to one person who owns the flow.. but this will fail for someone else who submitted the expense and got rejected since the item created by is different from the modified by which the flow owner. A more robust approval status needed after rejection to prevent such thing.. but other than great video!

@RezaDorrani Жыл бұрын

Not true. The modified by created by logic is only to ensure the flow is re-triggered when a change is made to the item. Crated by would always be the person who creates the item and modified by when flow makes a change would be the flow owner account. This ensure flow does not re-trigger when item is modified by flow. When user modifies it in SharePoint, it would trigger the flow.

@ikas0011 Жыл бұрын

@@RezaDorrani I appreciate your prompt response and content and I see your point and it is really a smart way to prevent retrigger. My concern was as the flow developer that I would have to ask people to create items for me for testing or use a service account as flow connection to prevent triggering in created by and modified by are same person.

@RezaDorrani Жыл бұрын

@@ikas0011 It is best to use a service account for this scenario.

@kelvin55141 Жыл бұрын

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

@RezaDorrani Жыл бұрын

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

@huyfe1347 Жыл бұрын

Hi Reza, thanks for this video. My question to you is, when in MS teams, you receive per day many approval request such as leaving, discount, quotation etc.... how to categorize or classify them in the approval apps?

@RezaDorrani Жыл бұрын

There is no option to classify or categorize them.

@huyfe1347 Жыл бұрын

@@RezaDorrani ok thx

@alzaimoor79 Жыл бұрын

Great video, Trigger condition is very clever. keep it up.🌹

@RezaDorrani Жыл бұрын

Thank You

@nkintanar Жыл бұрын

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!

@RezaDorrani Жыл бұрын

Its a limitation with doc lib.

@saileshshah7012 Жыл бұрын

When you use microsoft approvals. The approver is automatically added to the dataverse where the flow is created. The user is also automatically assign the approver security role. My question is, if you are not using the default dataverse does the approver need a power apps licence. As the approver is added to the dataverse and granted a security role.

@RezaDorrani Жыл бұрын

Approvals is a standard feature and users do not need a premium license.

@saileshshah7012 Жыл бұрын

Thanks

@mrnock2 Жыл бұрын

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! 🥇

@RezaDorrani Жыл бұрын

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.

@macsbenjamin2082 Жыл бұрын

hi Reza! thanks for sharing different power automate videos. it really helps us to automate things in our group who are beginners in this area. hoping for more informative videos... :) I tried this flow however, I'm encountering an issue. because when the item is rejected, the flow triggers auto in a matter of seconds in w/c this is not the case I'm expecting. the scenario I'm looking for is to wait for the owner to finish the update before it sends a rereview request. is there a way to do that especially if this is for a file in a library? can we use the start and wait for the approval to trigger the request review (leverage from your state machine video)? hoping for your help! thanks a lot! more power to you! :)

@RezaDorrani Жыл бұрын

auto, w/c? I'm not good at acronyms. I have a full playlist on approvals which has around 18 videos covering various use cases. See if any of the videos match your scenario. If not, then I will recommend checking on forums in case someone has done something similar powerusers.microsoft.com/

@macsbenjamin2082 Жыл бұрын

@@RezaDorrani auto - automatic; w/c - which :) wow, thanks for replying! :)

@RezaDorrani Жыл бұрын

@@macsbenjamin2082 :)

@djdubd Жыл бұрын

Nevermind, I commented thinking I had the same issue as the OP, but I realized that it was because I was the creator of the item as well as the approver. After a co-worker submitted the item the conditions on the trigger worked correctly. Great work!!! Thank you so much!

@brianoyando6826 Жыл бұрын

Good videos. Learning Alot. One question though. Let's assume the approval system was rejected by the last approver in the flow and you only want the retrigger action to only start for the last approver. Is there a work around on this. So that the process doesn't start with all the other approvers only the one who rejected it

@RezaDorrani Жыл бұрын

@brianoyando6826 Жыл бұрын

@@RezaDorrani Thank you for the prompt response. Will post the querry

@bryancarrillo5200 Жыл бұрын

@@RezaDorrani reza I need just this to apply to my organization some idea of how to do it. Good Videos!. Tnks.

@RezaDorrani Жыл бұрын

@@bryancarrillo5200 I understand but I would have to try it out to provide guidance. Forums will be a good place to check or post the query.

@rup.ric7 5 ай бұрын

Its very informative video. I like it. I want to ask that im creating a flow with approvers as managers from respective team members. Do i have the flexibility that if an employee creates an item on the SP list then it should go to his respective manager then the finance.?

@RezaDorrani 5 ай бұрын

It should be possible. I have done many videos on approvals showcasing various scenarios and patterns. I will recommend checking the approvals playlist on my channel

@rup.ric7 5 ай бұрын

@@RezaDorrani Yess, looking at each video. However, I tried to look at the HTML table style expressions and its not working at all.. I modified to debug but not working. can you check??

@RezaDorrani 5 ай бұрын

@@rup.ric7 I am sorry but I have no time to check. I will recommend posting your issue on forums at powerusers.microsoft.com

@debernd82 Жыл бұрын

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

@RezaDorrani Жыл бұрын

Wow, thank you!

@ishwaryadoss1421 Жыл бұрын

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?

@RezaDorrani Жыл бұрын

You can do so with Dataverse security.

@dingersu Жыл бұрын

Hi Reza, that's really cool, question: cannot in this constellation every list entry be at least viewed by every site visitor? How to avoid this?

@RezaDorrani Жыл бұрын

List security by default has visitors access to it. You can remove that from list settings (permissions).

@tekatiescholasticateerite1084 Жыл бұрын

It was an amazing tutorials,helps me alot. i try to attached some file can be possible as i haven't see it when i tried.

@RezaDorrani Жыл бұрын

Approval attachments ➡️ kzfaq.info/get/bejne/ic5-m9Fez7mmc2Q.html

@paulnoone Жыл бұрын

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!!

@RezaDorrani Жыл бұрын

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.