[Music] one of the most popular actions and power automate is the approval action within approvals we have multiple actions start and wait for an approval.
Starts the approval and the flow waits for the approval to complete this action can be broken up where you can create an approval and then decide when you would like to wait.
For the approval so when we create an approval or when we start and wait for an approval the first thing we select is the approval.
Type to date we had four approval types now we have a new entrant which is sequential approval this allows us to create a stepbystep approval process by utilizing.
Email address of my approver to create another step I'll click add new step and Define the email address of my second approver if you want multiple approvers.
As part of a step can plug in a semicolon and plug in email addresses of additional approvers each step is a single task and the approvers will get two options.
Approve or reject if the first step is approved only then it will move to step number two it will keep going through the chain until things are being.
Approved if any approver in the sequence rejects the approval process will be complete at that point and the outcome of that approval would be rejected let's test this sample.
Sequential approval my first approver is Reza my second approver is Sarah I'll test this flow the flow is triggered the.
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Sequential approval process begins
Approval Step One is Resa so Resa gets the approval task Raza approves it enters his commands and submits his response resar task is.Complete since approval one which is Resa approved it now the sequential approval moves ahead to step two which is Sarah's approval Sarah gets that approval task.
Sarah can respond via actionable messaging in the email itself the approver can also respond to the approval task by heading over to the approval Center in power.
Automate here Sarah says approved submits her response the approval task completes if we explore the outputs of the approval action.
Responses is the array that includes details about each of the approvers and their responses and if you explore outcome that includes the response that.
Each approver provided also if we explore the approvals app in teams here is the sample approval Tusk that I had created in the.
Flow if I select this I can see the entire thread I had requested the approval that went to myself for approval I said approved commments okay and then the.
Next approver was Sarah commments looks good you can also save this as a PDF note you can also put email enabled security groups or M365 groups here so this approval task for step one.
Will be sent out to that entire group the first person to respond from that group that will be the decision of approval step one each and every member of that M365.
Group will get that approval
Task James is a part of that group so he gets the approval task let's say James approves it records his.Decision now the approval task goes ahead to approval number two which is Sarah let's say Sarah rejects this that completes the approval action let's explore the.
Output James responded from that group and if you explore the outcomes you can see that Sarah rejected it and James approved it I have a SharePoint list where users.
Can enter expense details I have a choice column called approval status this is where I would like to track the status of the approval process.
As it moves ahead in the sequential approval chain that I will fine in power automate default value is set to pending so the moment an expense is created the status is.
Pending in power automate create I will create an automated Cloud flow that triggers when an item is created I'll call this my expense.
Approval workflow and click create for my trigger I'll connect this to my SharePoint.
Site and my SharePoint list which is expenses the flow will trigger when an item is created in the expenses list straight out I will go and start my approval.
Process I'll pick start and wait for an approval sequential approval here I'll say expense approval rate request.
For I'll put the title of the expense in the details I can put in information like the expense amount start.
Date end date and any other pieces of metadata from my connected list I can also link to my item in my SharePoint list appr approvers first it should go to Sarah.
Approver to James Next Step I'll add a condition to check the outcome of the approval the best way to do this is to.
Check to see if the outcome does not contain the word reject meaning guaranteed every approver in that approval sequence said approved in that case I'll go.
Ahead and update the item item id any required Fields you would have to repopulate for the update item action and the key thing I want to.
Change here is the status I'll change the status to approved and I'll rename this action to update item to approved in the false Branch I want to.
Update the status to rejected right click copy paste rename the action here I'll change the status to.
Rejected I'll click save the flow is saved and ready to go let's create a new expense created a new expense by default the status is.
Spending the flow has triggered currently it's waiting for the sequential approval process to complete here is the email notification for the approval task that gets assigned to.
Sarah here are the details here is a link to the specific expense request that res are submitted let's say Sarah approves this submits her.
Response because Sarah approved it the sequential approval will move ahead to the next approval here is the approval task for J James James also approves it and submits.
His response the approval task completes the condition gets checked the condition was outcome does not contain reject both the approvers approved it.
That's why the left branch in the flow has executed which will change the status of the item to approved now let's build upon this.
Workflow my expenses list has a lookup column that looks up to another list called cost center these are the cost centers that the person submitting the expense can.
Select now based upon a cost center I would like to dynamically Define who the approvers are and in which sequence for that I have created another list called expense.
Approvers here I have a lookup column again to the cost center list then I have a person type column wherein I can Define who the approver is and a number column where I'm.
Defining the sequence of the approver so for example if the cost center selected is Koso then the first approver will be Resa and then the second approver will be.
James let's update our approval flow right before start and wait for an approval action I will go and query my expense approvers list to get the list of my.
Approvers based upon the cost center selected for the expense to do that I will Leverage The get items SharePoint action connect to my expense approvers.
List show all here I'll apply an O data filter query so I'll plug in the internal name of my column and SharePoint it's cost center it's looking up to the title.
