Approval using Forms - add answers from Form to email to Approver

[KBeale]

Hey! I'm a new Power automate user and I would like to start an approval process with a Form submission as the trigger. I can't seem to get the answers from the Form into the email sent to the approver. I've tried searching dynamic content and adding the tokens that seem like they should be associated with the answers, but the only info that shows up in the approval request is the "Person Requesting Approval [email]" and "Submission time: Yes." I anyone can suggest a solution or point me towards a relevant thread (I didn't see one when I searched, but I know the wording could be different) I would be very grateful! 🙂

I did see this, but it's not pretty clunky (I hate to make the approver go through the step of opening an csv file to see a few lines of text) so I'm hoping that a better way has been developed/ discovered since. If not, it would also be helpful to know - Thanks in advance!

https://powerusers.microsoft.com/t5/Building-Flows/Approval-how-to-add-the-form-into-the-mail-sendt-...

 

[fchopo]

Hello @KBeale 

Could you share a screenshot of your flow so we can help you?

Regards,

Ferran

[Pstork1 · Accepted solution]

The key to this is to use the action Get response details.  By default the trigger doesn't include the answers to the questions, just that a response has been submitted.  So the next step is to use the Get response details to get the individual responses to the questions.  After using this action those responses will show up as dynamic content.

[KBeale]

Thanks so much for your quick response! I tried using "get response details" as suggested below, and I can now get the answers into the email! I do still have a few more questions though (pleas just let me know if I should start a new thread, I thought I'd try since you're here :)). Screenshots of my whole Flow are included at the bottom of this message.

1) Is it possible to add a link to a document uploaded in the form in the approval request? I tried to add a link, and I do see one in the request (shown below), but when I click on it I get an error message. Am I doing something wrong, or is this just not possible?

2) I must be doing something wrong with the condition, because this is the email that the requestor currently receives when the request is approved. Do you have any suggestions?

3) This is more advanced, but it is possible to calculate a percentage between two answers from the Form and then create a condition where the request is denied if the value is above a certain percentage? Here's my scenario. I'm creating an approval process for policy where staff can use up to 10 percent of their hours/ month for activities that are not in their job description. In my Form question 4  asks how many hours they work/ month, and question 5 asks how many hours/ month are required for the activity being approved. Could I use Power Automate to automatically determine if the answer to question 5 is over 10% of the answer to question 4, and then reject the request if so?

Thanks so much for your time and wisdom! As I mentioned I'm a newbie, but really excited to be exploring all the ways Power Automate can help our organization!

 

 

[Pstork1]

I don't mind answering the questions, but it would be better for others if you post a new question.  That makes it easier for others with similar problems to search for the answer.

For #1 take another look at the Blog post.  Adding a link is what that post is all about.  To add a link you need to share it from the OneDrive where it gets stored.

[KBeale]

Thank you! I will post 2 and 3 and work through the blog again tomorrow morning (I'm in Austria so it's already late here.)

[KBeale]

I went back to the blog and this blog https://www.bythedevs.com/post/working-with-files-on-ms-forms-in-ms-power-automate by @yashag2255 solved my question re: adding a link to a doc uploaded to a Form to an approval request. Thank you @Pstork1 and @yashag2255!

[Sruti]

Hi,

I am kinda stuck on the same stage. Is it possible to display a URL that will redirect the approver to Form itself. So that they can see the form response as-is. 

[Pstork1]

There is a url that will redirect the user to the form, but not with the responses that someone else supplied to the form.

[Sruti]

Hi PStork,

Thank you for your prompt response.

I managed a workaround by giving the URL to the Form using markdown. The URL wouldn't take me to the exact response though. But its doable for me.

Regards,