Power Automate Approval Workflow Basics
Вставка
- Опубліковано 8 вер 2024
- In this Microsoft Power Platform video, we will explore the flow Approval action in detail and cover Power Automate Approval Workflow Basics.
Topics covered:
✔️Flow approval action basics
✔️Flow approval types
✔️Custom responses
✔️Get flow approval outcome
✔️Approvals on the go - Mobile App, Approvals dashboard & Email (Actionable messages)
✔️Approvals via Teams adaptive cards
#ApprovalsCookbook #Flow #PowerAutomate #Approvals #flowapprovals #PowerPlatform
I think the subscriber number should be two decimal places to the right given the quality of your efforts. Truly outstanding work.
Thank you for your kind words.
My focus is on providing valuable content and hopefully with time and word of mouth my subscriber base grows.
Agreed, he's the best on UA-cam
Your video are always great help. Keep up the good work 👏
This was so amazing and helped me figure out why my flow stopped after the first EVERYONE must approve. I didn't know to put the condition to Does Not Contain Reject - that made all the difference. Thank you so much for a great video and all the explanations!!
Glad to know the video is useful. Thank You for watching.
I wish I found your UA-cam channel earlier. I am watching lots of your video these days, and really appreciate it!!!
Thanks and welcome to my channel.
as a novice it's really helpful how detailed you are and you explain clearly, looking forward to learn more
Awesome, thank you!
Excellent! Love how you not only provide the how, but the context behind it. Really well done.
Thank You
I approve this video with comment "Excellent job, keep the good work!"
Thanks
This " Post your own adaptive card as a flow bot to a user" is a new thing i got to know. Amazing work Reza ✌ thanks for this content. I appreciate it.
Thank you for watching and I really appreciate the amazing feedback.
Brilliant! Have been looking for tutorials with this kind of detail for a long time. Not only comprehensive but you speak quick a clear covering all the info without wasting time. You have a great understanding of what people need to know to get the job done. Very well done! Subscribed.
Thank You Dallas.
really well done, I have been tinkering with this for the last week and you have really expanded the potential of the workflow I was developing. thanks a lot
Great to hear!
Helpful! Thanks for sharing, I will look for the other parts of this series now.
Thanks for watching!
As usual, very detailed explanation, I learned quite a few tricks, thanks again Reza and keep them coming.
Thank you Gustavo
You do a great job giving both an overview and detailed explanation and move at a nice quick pace but not too fast. Great job and thanks!
Thank you for the amazing feedback Jim.
Thank you Reza, you are very thorough and excellent at what you do.
You are very welcome
You explain concepts in depth yet simple and elegant. Thanks Reza
Glad you like them!
you are a God send ... everyday learning from your videos.. please keep the good work going
Thank you for your kind words. A lot more coming on this channel.
why are you proving us wrong? i thought i know the basics.. but requestor, reassign and differences between 'create an approval task' and 'start and wait for approval task', approval via Teams adaptive card. i will be well prepared for the next video :D..very informative and as always you are my favorite teacher :)
Thank you. You just made my day with such fantastic feedback. Hoping the next set of videos live up to expectations. Make sure to bookmark the playlist for the approval series - ua-cam.com/video/4ZnI0_atYUo/v-deo.html.
really great detailed video.
Thanks
Wow Now I am in confidence that I will dig deep in Flow and crack the interview... Thanks RD ❤
Thanks and best of luck
Outstanding, absolutely love how you can just get information out your head into mine to understand with the least words possible!
Wow! Thanks for the compliment.
Thanks for making these detail expanation videos.
Glad you like them!
WOW.. great video!!! Can't wait to try this. I've been looking for something like this for some time now.... flow approvals with multiple users and various ways to approve. The final piece to it is to get approvals from users outside of my organization which would be my clients.
Give it a try and let me know how it goes.
I have a full playlist on flow approvals. Do check it out - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
This tutorial was wonderful. Exceptionally well presented.
Thank You
Thanks for your excellent content and carefully paced guidance Reza
You are very welcome
You are best at it. Thanks alot for sharing your knowledge. 🙏
Thank you for watching.
Thanks Reza. This is very helpful.
You are most welcome
Thanks for the video Reja😊
Welcome!
Very very good explained
Thanks
Thanks man, good demonstration videos.
Thank You for watching
Best intro on approval process out there. Thank you, Reza.
Wow, thanks!
Such a good tutorial. If this is the basics, then the other videos have a lot to live up to.ha ha. Thank you.
Thank you 🙏
Will try my best. I have a feeling it will live up to the hype 😊
Truly excellent explanation. It was very well structured and it is clear that you thought this out thoroughly before creating the video. Very well done. Very well executed.
Much appreciated!
100 likes to this video. Great work Reza...thank you
Wow, thanks
Your works are outstanding Reza.
Thanks so much
Hi Reza, thanks! I’ve learned a lot from most of your videos including this one. I will definitely apply this in my current project. Thanks so much!
Glad it was helpful & best of luck with your project.
Very well explained !! Thanks for Sharing to larger community.
Thanks for watching Henik
Thank you so much.
Most welcome
Really great and clear. thank you brother.
Thank you for watching
This is a great tutorial. I like your pace and confidence. Thank you for posting it.
Thank you Jeff
This has been a huge help this week! Connor has been learning approval workflows
Glad to hear that. Thanks for watching.
you are the best
Thanks. Just trying to give my best.
I've learned a ton. I just have to slow down the video to 3/4 speed.
I used to speak fast. With feedback, I have slowed down a tad bit :)
You are an AMAZING instructor :)
Thank you so much
Great introduction. Thanks Reza.
Thank you for watching
youre G.O.A.T .. hats off.
Wow! No GOAT :) Just an honest content creator.
Brillant, it helps a lot
Most welcome
You are fast becoming my favorite. Awesome tut!!!!
Thank you 😊
TY for your Sharing, Great tuto
Thank you for watching
Great content again. 👌
Appreciate that
Thanks for such a good explanation.
But I wonder if you were creating videos on only this approvals type only.. or if there any other could you please share those as well it would be really awesome 😊
Did you check my full approvals playlist - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
Hi Reza. Thanks for your tutorial. I am actually working on a project to automate Microsoft forms responses to approvals. Was wondering whether you have a video on that?
I do not have a specific video on that. But my approvals playlist has almost every approval type covered. You can select any data source for it.
Too good Reza💯
Thanks
Thanks for your great Video. The problem that i have now is, that if the user approves first and then fill the adapative card and send the response back, the workflow produces an error (There's an error in your flow preventing the creation of Approvals. Use the link below to learn more about the errors with your flow and/or environment configuration.). If i first respond with the adaptive card and approve as last step, everything works fine.
This is a known limitation.
Great tutorial Reza and thanks. Only I don't get the comment box while approving from email. When I click approve it opens up my approval dashboard.
That has to do with the version of outlook you are using. Actionable messages are supported only by certain versions.
Thankyou! very clear explaination and easily understandable video..👌it would be great if you slow down your teaching speed tempo a little.
where can i get your complete power automate course?
This was one of my earlier videos. Based on user feedback, I have slowed down.
UA-cam also has an option to adjust the speed.
I am working on a power app and automate course. More details for which will be coming in the next month or so.
Well explained
Thank You
Excellent Reza... I found the right UA-camr on power automate...
Q. Can we track responses from approvers automatically in excel online somewhere for the purpose of summary?
Absolutely. If you look at all my videos related to approvals - bit.ly/learnflowapprovals, I have shown how you can keep a log of the approval history which can be stored in any data source of your choice.
@@RezaDorrani thank you 😊
You are a Savior!! Thanks Reza.
You are most welcome
Excellent video, please do a video on how to track responses to an approval while it's still outstanding.
Have it in my list - reminder emails, escalations, approvals tracking and more.
They will all be added to the approvals cookbook playlist - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
@@RezaDorrani Excellent. I also really like the ability to add an adaptive card to a Teams message, didn't know about that one! Subscribed!
feo786 Thanks for the sub!
feo786 The second video on approvals covers dynamic approvals and approval history logging. Hope it is useful.
ua-cam.com/video/GyoD0DD_fW0/v-deo.html
Amazing video! Thank you so much. I see that the approvers are receiving their notifications in parallel. How do we change this to sequential? Would you mind making a video to explain and demonstrate this?
Hi Mike. The approval action types assign the approvals in paralle. This is by design.
For serial approvals, If you have 1-2 approvers then you can just add multiple approval actions in the flow. When first action completes, then initiate the next.
If you need to dynamically define your approvers and assign approval actions in serial, you can leverage the long running approval pattern to achieve it - ua-cam.com/video/h6Eb-F0P6Hs/v-deo.html
The video covers state machine style approvals but the same logic can be used for serial approvals.
Nice video! Can you create a tutorial of Flow Approval but the approvers are depending on a SharePoint list? Usually, I am creating approval inside of Power Apps and now I am planning that they have two options of approval. One is they can approve inside Power Apps or they can approve on outlook.
Thanks, Reza. Always brings informative and helpful videos.
Its already in my list of videos. Here you go
ua-cam.com/video/GyoD0DD_fW0/v-deo.html
Did you check this video :) - ua-cam.com/video/GyoD0DD_fW0/v-deo.html
very helpful
Thanks
Great, great series of videos. One question: assume we have a list of approvers that will approve sequentially (i.e. one after the other). Also assume that this list is dynamic (e.g. stored in SharePoint and configurable for each item to be approved). How would you design the flow with respect to the "sequential" nature of approvals ? TIA
Thank You!
I have covered a wide variety of scenarios including dynamic approvals, state machine etc. as part of the Approval playlist series.
Here is the link to the playlist - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
detailed explanation. You're making this world a better place for no code solution developers .I can't thank you enough.#GuduReza🙌
Thank you. Glad you liked it. All of these suggestions are coming from my subscribers. So thank you to all of you’ll.
@@RezaDorrani that was a typo it is #GuruReza .My mistake🤦🏻♂️
Viipiin I took it as Guru :)
Hello Reza.. Big fan. I wonder if its possible for you to demonstrate any example using power apps to track all incoming and ourgoing email? Specifically if its possible to track if a received email has been responded?
I will add this request to my backlog but will need a lot more folks requesting this topic to give it a higher priority.
Meanwhile, I will recommend checking the forums at powerusers.microsoft.com/ in case someone has done something similar.
Excellent content!
Thank You
Thanks for this tutorial. What if want to ask for more details before approving or rejecting the request?
To ask for more details, you would need to design process where approval task is assigned to creator so they can go in and make modifications and then resubmit.
Check my approval playlist - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
Hey Reza, In the approval process power automate tool, it is possible to notify five people, however, two people approve and proceed further.
You can always send an additional notification email. Currently, if you include users in approval action, they will be a part of the process.
@@RezaDorrani Reza, thanks, but the requirement is that 5 people need to be notified for approval, the first two people need to approve or reject, and then the rest goes forward. it's possible?
@@cibisaransivaprakasam593 I don't think that is an option. I would recommend checking on forums at powerusers.microsoft.com/ in case someone has a workaround
Thanks for this very informative video Reza. Your videos have been very helpful 😊. Is there a way to use these Adaptive Cards on the Approvals email to Outlook?
Adaptive Cards for approvals is inbuilt feature of approvals.
To learn more about adaptive cards, check ua-cam.com/video/fdTAUVwONGA/v-deo.html
Thanks so much. It very useful. Could you show how to add a link or basic information into approval detail?
docs.microsoft.com/en-us/power-automate/approvals-markdown-support#links
Hello, I'm new to Power Automate. Do you have a video walking through the steps to create a non-hierarchical, sequential approval? If not a video, do you have a document with the screen shots that show each step as they would appear, from start to finish?
Check the approval flow in this video - ua-cam.com/video/40NJOwydzHE/v-deo.html
Thanks Reza, thanks for sharing the best videos out there on PowerAutomate and PowerApps. I get why the Apply to Each loop appears when using responder/displayName for dynamic content. However, once the Apply to Each loop is present, then no further step can see the values place in my History field - this makes creating a comprehensive list of history strings add up over the course of my flow. Is there a way to get to the history of an Apply to Each loop? I've tried to create a call to avoid the For Each loop, using "first(outputs('Start_and_wait_for_approval')?['responder/displayName'])" but then it tells me that it can't select. Next I try just "outputs('Start_and_wait_for_Water_Doc_approval').body[0].responder[0].displayName" and it can't select because, I believe, the array hasn't yet been created.
I will highly recommend watching my video series on expressions with Jon L - m.ua-cam.com/play/PLN-cZRQeAiDVQ-6ZWGr43yyTcpu6mUgrR.html
The series includes videos that will clearly explain how to traverse through JSON of any format.
Try first(outputs(‘Start_and_wait_for_approval’))?[‘responder/displayName’]
You would have to run this action after your approval action step.
It is really a great video..thank you for providing this..I have a query in power automate..how to deal situations which takes more than 30 days to take action in my approvals where flow instance will be retained for only 30 days..
Thank you.
That will be covered in a future video as part of the approvals cookbook series. Stay tuned :)
@@RezaDorrani If requestor cancels the request, as outcome is not rejected it will be approved. We should maintain if condition to check cancel response and terminate the flow..👍
@@naveench3194 That is true. Good catch.
Hi Reza- Amazing tutorial. Just a question- the attachment tutorials are covered in which video?
Attachments Tutorial - ua-cam.com/video/ShNhn-jSBC0/v-deo.html
Hi Reza, thank you for your helpful tutorials!
I recently started using Power Automate with a colleague and we learned a lot of your tips.
Currently we need help with an "everyone has to approve" flow.
We have implemented a timeout at the "wait for an approval" step (10 days).
After the timeout, a reminder email should be sent to all approvers who have not yet responded.
We don't know how to read out the intermediate status in an ongoing approval (everyone must approve). The outcome or response summary is only available when the approval flow is fully completed.
Because we are limited with the number of APIs (Office 365 E1 license) and also for other reasons, we only want to work with the approval type "everyone must approve". Is there a way to read out the information about „who has approved so far“ in an ongoing approval flow?
Thanks in advance!
Greetings from Germany
Alex
Thanks for watching and liking the videos.
The only way to check who has approved so far in "everyone must approve" is by querying Dataverse Approval Tables. This would require a premium license to do so.
@@RezaDorrani hi, may I know any example of Query Dataverse Approval Table?
@@liyang1880 ua-cam.com/video/ZupQ0AbDl0I/v-deo.html
Thankyou, great tutorial.
Glad you enjoyed it!
@@RezaDorrani Can I ask you a question please? I am settings up SharePoint online for our team does the flow have to recreated by the person who wants the document approved or as an admin can I create the flow and the user only has to enter the document path and approvers? so it is simple for the end user, hope I am making sense.
@@johnp2631 Auotmated flows run under the context of the account under which it has been created. So if your flow runs when an item is created or modified for example, then an admin can create the flow. Users can interact with SharePoint only.
@@RezaDorrani So a user cannot see the flow I as admin have created?
@@johnp2631 Only the creator of the flow will have access to the flow unless the flow is shared.
Great video, one question though, having cases where users are being redirected to the Flow homepage when trying to approve, how to make sure that they can submit their approvals from their inbox itself when using desktop?
There are requirements for outlook version to perform actionable messaging. Check the documentation for outlook version requirements.
Hello Reza thank you for your service to the global community. I have built a form and created a workflow, I want to create a dashboard to show status and what’s pending etc , can you guide to a video u have on that , would appreciate more videos using forms as you base trigger
I do not have a video reference for your 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
🙏
Great video! Is it possible to choose the recipient user/email ID dynamically? We have a scenario where an approved can change depending on the requesting user or circumstance. Please advise…
Here is the video on dynamic approvers - ua-cam.com/video/GyoD0DD_fW0/v-deo.html
@@RezaDorrani Awesome, thank you very much 🙏🙏🙏
Hi, thanks for making knowledgeable videos. I have started using power apps in my office. I need a little help. I have used share point list to track project opportunities. I want to create a flow where once I assign a list item to user an email notification should be sent to that user. How can I do that
I would recommend you look at the new Rules option in SharePoint lists.
I will recommend you check on the forums as well at powerusers.microsoft.com/
Hi Reza, thanks so much for all your tutorials regarding approvals and power automate, really appreciate. One thing I would like to know about MS Team approval tempalate, could we able to use power automate to get Team approval template content with attachment, approvers and approval status to be populated in sharepoint list? Though I can get tempalate content (which is in term of Forms), but cannot get the attachment, approvers(input by Team member independently) and approval status that sumbitted by members in the Team, may I know if there is any way to get them by using power automate so that whenever member submit one approval template, details ans approval result can be populated in sharepoint list? Thanks in advance.
Possible but I do not have a video reference on this scenario. I would recommend posting checking on the forums at powerusers.microsoft.com
@@RezaDorrani Thanks for your reply will post there, thanks again
nice video well explained, By the way one doubt for this set up if we want premium licensing?
No premium licensing is needed. Approvals is a standard connector.
That was great. Very clear to follow. Thanks so much Reza. Are the next installments still coming in relation to attachments etc.
There will be 5-6 videos coming over the next 5 weeks.
Your use case on attachments is only around sending attachments as part of approvals or there is more to it?
@@RezaDorrani Hi Reza. The use case I have for attachments approvals covers two things. In our company we would like to have the attachment, to be reviewed and approved, emanating either from a sharepoint list or a powerapps custom form, and then once approved, should trigger the population of a microsoft word template or pdf template and email such off to it's final destination. I realize this is a bit of a more advanced type of scenario, so would be happy to make contact with you separately for assistance and advice Reza. Keep well and thanks so much for the tutorials....highly valuable.
This is what i'm looking for
Glad to hear that.
Hi Reza, your videos are awesome. Will it work if you change the approval type from 'first to respond' to 'everyone must approve' or will it break the flow that has more downstream actions that reference it?
It should work even if you change the approval type.
Many thanks Reza!
I like to follow along with the video. Is this demo started from blank (which one) or one of the approver templates?
This is a demo from blank.
Never mind. For others click Create and select Instant cloud flow.
Thank you for this! We want to implement this but the question is, do all the approvers need to have a Power Automate license for this? Or does a normal O365 E3 license work?
O365 E3 license is enough.
Great stuff.. what if i also want to capture additional metadata from an approver... not just comments and the status. Let's say I want the approver to select an item from a drop down or enter some date/time field.. is that possible?
The approval forms cannot be customized today. The comments and the action buttons are all you get. There will be more options coming in future.
This is great, How can I do the same thing where Details woud be (Passing the paramaters from powerapps FORM and some dropdown values), however SP should not be updated.
Thank You for your help.
Sorry, I did not understand your question.
Thank you for your great training videos! I would like to know if there is a way to remove the default "Cancel Request" button on the approvals screen presented through MS Teams. This button does not appear in approvals sent through the Outlook email. User choosing this "Cancel Request" button will skip over the Approval section of my MS-Flow workflow which I'd like to avoid. Is there any way to remove this default "Cancel Request" button? Thanks!
Currently, there is no way to remove that button.
Awesome! Thank you Reza!
I need your advice, :
1. I try to attach a document from Sharepoint and send this through Flow to approve but when i open the attachment it appears as error (in the
approval email).
2. Is it possible to store the changes made in the document ( and save them in the sharepoint using Flow?
Thank you again for ur time!
Thank you Javier.
1 - I will be covering sending attachments to flow approval action in a later video as part of the series.
2 - The approval attachments are sent as a copy to the user so changes made there will not be refelcted. One option would be to send a link to the document to the user so when user clicks on it they are redirected to sharepoint and they make their changes in your system of record.
@@RezaDorrani Thank you for the advice! I will be waiting ur videos!!
Hello Mr.Reza
My requirement is similar to what Mr.Javier asked ,could you please upload a video as soon as possible ,this will help me in routine activities at my work ,thanks in advance
Hi, Thanks for the wonderful video. How to give option to users to add the approvers they want as we have the option in "Approvals" App.
You can have the user pick the approvers. Example: SharePoint list column OR you could use for a selected item trigger and define properties there. Check ua-cam.com/video/2Hp9CTd8zQU/v-deo.html
@@RezaDorrani Thanks for the link. I have created the "list" with option to users to provide Approvers. now, I am facing access issues for users. “Sorry, something went wrong”...
@@vishalh6654 I will have to look at your flow in action to provide any guidance. I will recommend to post your issue with screenshots on the forums at powerusers.microsoft.com/
Good explanation, how about if someone is sending in purchase order request ?
This will work for any use case. You need to define your flow trigger accordingly.
Great stuff Reza, thank you! I am having trouble adding the attachments to the flow, any pointers?
Would need to look at screenshots of your flow and the error.
I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, This is wonderful information. I have one question if there is a way that i can create approvals for thousands of records in one go (by loading a file) and then wait for the approval/ response to come in to further update it back in the system. I tried separating creating an approval and then wait for approval but then in wait for approval, can;t see the approver id
If your flow is triggered on file/item creation, then it should create an approval request for each item.
Hello Reza, once again many thanks for your video course! I wonder if you have the course on how to cancel a pending approval flow (due to mistakes or do not need to apply for approvals any more). In my case, I create two flows, one is to create a approval flow when a new item is created in Microsoft list and the other one is to create a approval flow when an item is modified. For this scenario, the former flow needs to be cancelled to prevent wrong approval. I have searched a lot online, but up to now, I still couldn't solve it perfectly.😅
It would require querying approval tables to cancel the approval action.
I do not have a video reference on this though and would have to try it out to provide guidance.
I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
@@RezaDorrani Thanks for your efforts. You are really a nice teacher on my learning of Power Apps & Automate!
Thanks Reza, this video is great for beginner. But I found the approval email is not allowed customisation like changing the created by user and created date time zone which confused the approver. Also the details in the approval email also too messy in its look. See how could this be improved and do you have any idea of this?
Thank you.
Created By user and Created date time zone cannot be modified currently.
Details in approval email can be customized to some extenent using markup language. I will be covering that in a video for this approval series.
One thing you could do is - Create an approval - do not send notifications (set notifications property to false) - then send your own email to user and provide link to the approval item in the approvals action center. And then wait for approval.
@@RezaDorrani - The other option which I am using extensively is to send myself a mail in the format which I want , then copy the source (html) and paste in send email.
@@sachwaru1 Yes, that will work. But you will lose the actionable messaging option where the approver will be able to respond to the approval action directly via email.
@@sachwaru1 Yes, that will work. But you will lose the actionable messaging option where the approver will be able to respond to the approval action directly via email.
It's a very informative video. May I ask is there any way we can send the approval request to approvers in an order. I would like to send a request to approver-A(wait for response) -if it's approved it sends to Approver B and so on.
I hope it can be done in different "start and wait for approval" request it's lengthier, but is it possible to include that in a single "start and wait for approval" and it follows an order
Thanks
You would have to either make a long flow or run the approval action inside an apply to each loop.
@@RezaDorrani Thanks Reza
It is a very very nice tutorial. Can you please explain how we can revert the request to the requester or one level back to change something in the request. And also need more clarity on reassigning the approvals
Check out my approvals playlist which has 7 videos covering various scenarios - ua-cam.com/play/PLTyFh-qDKAiFUGTtwSwFT79Y7_jq_Aipe.html
You are truly awesome.. how to insert emojis
@@vishwashkumar2441 Just copy paste from web.
Default timeout is 30 days of a flow. Can we pause a flow for 365 days to execute next action? Please suggest
@@vishwashkumar2441 Check ua-cam.com/video/h6Eb-F0P6Hs/v-deo.html
HI Reza, could you tell me more about the attachments, how it works inside the Start and wait approval?
The start and wait approval action has properties to add attachments. The attachments will be sent to the approvers along with the approval action. flow.microsoft.com/en-us/blog/file-attachments-in-approval-flows/
Nice Raza ! ... can you please guide me on; whats the use of “Approvals” connector that is available within Powerapps ?
It is the same connector as in flow.
@@RezaDorrani, i naturally hope it can give some options to action Approvals within Powerapps just like “Approvals in teams”. But i cant find any info about how to use it.
@@asimrehan73 Mostly everyone uses the approvals action in flow since it is much easier. The end result is the same.
@@RezaDorrani thank you.