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Power Automate approvals deep dive
Рет қаралды 4,136
Күн бұрынIn this video I am showing you all I know about the approvals in Power Platform. Their architecture in Microsoft Dataverse, task scenarios and how their data is changing in related tables and finally, how you can automatically complete approval process.
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Chapters:
0:00 Introduction
0:50 Approvals actions
2:10 Approval types
4:42 Ways to complete assigned tasks
7:36 Cloud flows timeout limitations
10:07 Approvals per environment
10:50 Approvals licensing explanation
12:10 Approvals security roles
14:00 Architecture in Dataverse
17:45 What happens when task is created
25:40 What happens when task is completed
28:25 What happens when task is reassigned
33:00 What happens when task is canceled
35:05 How to automatically complete approval process
46:15 Wrap up
@mannym5365 2 жыл бұрын
nicely presented, very nice detail when showing the actual table relationships - thank you!
@PurinV Жыл бұрын
Thank you so much for sharing these contents. I got stuck at the waiting for approval action since I tried to complete approval with another flow but couldn't get that action to complete.
@TomaszPoszytek Жыл бұрын
Unfortunately you can't make the resume to be done automatically. It's either done via approvals api, when you complete a task through UI, or using Flow Notification URI, when working with approvals data in Dataverse.
@pbehler 9 ай бұрын
If I understand. The benefit of using the NotificationURI is that you can update all the fields that need to be updated in the Flow Approvals table using the API body, and it will continue the "Wait for approval" action. If I ONLY update the Flow Approvals table manually with the same fields, the task will be completed but the workflow will still be waiting for a response. I still need to use dataverse actions to update the other dataverse tables. Approval, Approval Request, and Approval Response. Or do I still need to update the Dataverse Flow Approval's status and status reasons fields?
@TomaszPoszytek 9 ай бұрын
No, the notificationUri is just an endpoint, unique per flow instance and approval action, that when receives a POST request with whatever valid JSON body, will resume the instance. But it does not update any data in Approvals tables.
@manoplaeli4027 6 ай бұрын
I am creating approval in Power Apps for MS Teams. I couldn't find the datavers table for approval eventhough I switch to my teams group environment. Where could I find the approval table in Power apps for teams environtment?
@TomaszPoszytek 6 ай бұрын
Well… it’s supposed to be there. Be sure that at least once any approval was initiated - only this way the tables structure is provisioned.
@julien8979 2 жыл бұрын
Thanks for sharing. I have a question - Does the logs/data of the approvals that are stored in Dataverse consume storage? If so, what might happen for an environment that is out of storage, does the flows will keep storing data and creating approval(s) request(s)?
@TomaszPoszytek 2 жыл бұрын
Good question. Yes, approvals are using storage like any other data in Dataverse. I think that what would happen is the same as for other cases. There would be a warning in PP admin center and eventually creation of new records will start to fail. So approvals won't be created, unless storage is released: docs.microsoft.com/en-us/power-platform/admin/free-storage-space
@raptor1raptor150 2 жыл бұрын
Nice deep dive. If the approver adds a comment when approving then the comment will be stored at the approvers "Approval Response" entry. Do you know how we can retrieve that information (how can you query a different users table)? Does it require a speciel kind of access level or role to do that?
@TomaszPoszytek 2 жыл бұрын
Yes, certainly you'd need elevated permissions. There's a "Approvals Administrator" security role dedicated for that. But you can create your own.
@raptor1raptor150 2 жыл бұрын
@@TomaszPoszytek Thank you
@TomaszPoszytek 2 жыл бұрын
@@raptor1raptor150 you're welcome! 😉
@salutj 3 ай бұрын
Hi Tomasz, thank you for your videos. I have a question about multiple approvers. if you have multiple approvers and it is set to all must approve, then is it possible to capture individual response as they happen and update a list field called Approval Comments as they happen and not have to wait till everybody has responded. For example, if there are two approvers, I want to update the approval comments metadata field as soon as approval 1 user responds even if approval 2 has not responded or vice versa. Is that possible or am I stuck to waiting till everyone responds. Thank you in advance.
@TomaszPoszytek 2 ай бұрын
Do you mean you’d like to complete approval before everyone approves? Then yes, it is possible. I have described that in my video.
@TomaszPoszytek 2 ай бұрын
For example here: Complete Power Automate approval after a specific number of responses kzfaq.info/get/bejne/a6iki9yZuN-tp3U.html
@TomaszPoszytek 2 ай бұрын
Or Complete any approval process in Power Automate kzfaq.info/get/bejne/mNd_mdeHs52uj40.html
@salutj 2 ай бұрын
@@TomaszPoszytek - Thank you for your reply. I will watch these videos.
@julien8979 2 жыл бұрын
Hey Tomasz, will it be possible to get the Respond Link from Dataverse to allow the user approve/reject from the power automate portal approval dashboard? If so, what is the table name that we should query to get this information?
@TomaszPoszytek 2 жыл бұрын
I honestly can't figure out the direct link to a specific approval in action items, inside Power Automate portal. I need to dig deeper 😊
@Rigger82 2 жыл бұрын
I'm confused. If you are going to separately wait for a response Why not use the original "create an approval and wait for a response" action?
@TomaszPoszytek 2 жыл бұрын
I am confused by your question! This two actions allow you to handle different business logic. While the "create an approval and wait for a response" immediately puts workflow on hold until approval is completed, the combination of "create an approval" + "wait for an approval" allows you to first assign tasks, then handle some business logic like storing tasks' details in your app, or eg. sending notifications to other people than assignees and then finally to put workflow on hold. Does it make sense now?
@Rigger82 2 жыл бұрын
@@TomaszPoszytek ahhh light bulb 💡 went on. Thanks
@michalnawczasach 2 жыл бұрын
Great video, but only proves how Flow approvals are flawed. Flow approvals are my least favourite things in Power Automate and I'm trying not use them at all. 30 days life, no auto delegation including one for out of the office delegation, complicated outcome capture for more complex approvals, using paralel actions for approval reminders, no possibility of a dedicated 3rd party to approve someone's tasks on behalf, no central way to see users tasks across O365 adds to that. Ugh, approvals in Flows...
@TomaszPoszytek 2 жыл бұрын
I totally agree, this is not a very enterprise ready solution. And that lots of functionalities have to be built additionally, because they are not provided oob. Plus what is important - to build and use features you mentioned one must have premium license. Still, it's the most oob solution Power Platform provides as of today.
@Rigger82 2 жыл бұрын
We have a three stage approval process and are having it time out to much so now I'm looking at a solution to create the parent and child approvals vs three separate flows
Reza Dorrani
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