Create an item in a sharepoint list when a value of a choice field is set to approved

[BrendanZ1]

Hi all,

I am currently trying to create a two step process for a request system: 

1. Request is sent via powerapp with details (Description & attachments) populating the first list (maintenance request)
2. When the manager reviews the requests, they can select Approved in the choice field, at which point this creates a new item in the second list (workorders), and carries the description and attachment items

I have managed to create something that I thought would work, but while the flow is saying it is successful, it is not creating the item in the second list. Being very new to creating flows, I am sure I am misunderstanding the relationship with the values etc.

Any help would be appreciated - I would prefer not to use the approval process that is pre-built (I did use this and it worked) so that all of the interaction staff have, is via powerapps, rather than via the Power Automate site.

[ScottShearer]

@BrendanZ1 

Can you please post screen shots of your Flow?  The more detail the better.  This will be a big help to those trying to assist.

[BrendanZ1]

@ScottShearer no worries:

So at this stage this is back to front - as it is above, it has worked in that it will push the 'Created' and 'Description' from the request list to the WorkOrder list when I create an item. When I had the 'Create Item' in the Yes section, nothing would happen. 

As mentioned, what I would like is - someone submits a request via power apps, filling in the description and attachment fields. The manager then looks at his version of the app where he has more fields available, the key one being the ability to choose whether to approve the request or not. When the manager selects Approve, this would then trigger the flow above, so that only the approved items in the maintenance list are created in the WorkOrder list.....

The approval field in the maintenance request list is named 'Approve', with the following choices; Approved, Rejected or  Deferred.

So if the manager selects Rejected or Deferred, nothing happens, other than the change to the field value (in which case I would use the powerapp to filter requests so that those that submit them, can look back and see what hasn't been approved etc).

Hopefully that helps.

[ScottShearer]

@BrendanZ1 

In your condition, please verify that you have selected Approval ID rather than just Approval or Approval Value.

[BrendanZ1]

@ScottShearer 

I only have the option to select Approve or Approve Value from the dynamic content section....

[ScottShearer]

@BrendanZ1 

It sounds like an option column rather than a lookup.

Change the condition to check to Approve Value and check for Approved.

I am assuming that the term Approved appears in the list of options.

Please let me know if this works for you.

[BrendanZ1]

In Sharepoint, the Approve field is a choice column with the following options;

Approved

Rejected

Deferred

I ran the flow and while it did work, it still passes the information straight through to the second list after the item is created - so no approval process took place....

[v-litu-msft]

Hi @BrendanZ1,

If the "Approve" column is a choice type column, the value in it is a String, however, we could see in the right side condition you input an integer 1, the format not match, so the condition not met. Please convert the integer 1 into string "1", for example:

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[ScottShearer]

@BrendanZ1 

You need to take a look a completed run.  Did the condition return true?  If so, did our Create item action run without error?

Look at the values in the output of each step of your Flow.  That should provide some insight into what is happening.

[BrendanZ1]

Every run returned a false against the condition, though when I changed the Integer to a string, the data was pushed through to the second list. It was only when I selected anything other than Approved, it sent the request through.....

So I moved the Create Item over to the 'Yes' branch and no luck.

In my head, it should work that the flow will check the condition (is Approve Value, equal to Approved - or in this case "1"), if yes, then create item in second list, else do nothing.

At the moment it is saying that no selection in the Approve (choice field) is meeting the condition, therefore it is doing nothing either way....

[BrendanZ1]

I have just put the Create Item over to the No branch, and every item created in the request list, is being passed through the the workorder list straightaway....

So something isn't quite right with the condition section - not sure if there are other options for it to check if the value in the approve field equals "Approved".

[mirtiza]

Hello @BrendanZ1 ,

May be your condition is not true thats is why it always run "No". Kindly check the Solution of RobElliott below link

https://powerusers.microsoft.com/t5/General-Power-Automate/Flow-Approval-Condition-not-working/m-p/4...

[BrendanZ1]

@mirtiza Thanks for the input, but my situation, as far as I can tell, is not the same. My approval process is based on a choice field in a list, rather than an approval process run through Power Automate. I am trying to get the flow to look for any item that has had the Approve field modified to Approved (as in the manager has selected Approved out of the choices available). If any item in the request list has Approved against it, it would generate a new item in another list, carrying over some of the information originating in the request.

[v-litu-msft]

Hi @BrendanZ1,

In fact, you can show us the details of your Flow so that we can better understand what's going on inside, you could share a screenshot as blew to show approve column's output, thank you.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[BrendanZ1]

Thanks for all the help, but due to time constraints and my lack of experience with flows at the moment, I am currently trying to approach this from a non-flow design now but if time permits, I will look back at this for future reference.