When an item is created or modified sending multiple emails when an approval email is approved

[Anonymous]

HELP!!!!!

  I have created a flow that has when an item is created or modified send an approval email.  The user then approves the email and I update the item to show the "approval" or "rejected" and their "comments".  So the column has their name, approval status (approved or rejected) and their comments, all in this one column.  Then it send the second approval to a different user.  There's three level of approvals.

What's happening is when any of those updates run, it thinks that it's been modified and once to start the approval process over again.  I've looked all the posts on this issue and can't figure out how to get get flow to stop sending the emails.  Here is a screen shot of the first half of my flow which essentially just repeats itself until it gets passed the last approval and update.

Just one last FYI, I'm new to building expressions, so if I need to build one, please spell it out because I'm not as familiar with that.  I've added one that I thought was going to work, but so far has not.

 

The second approval is just a reminder if the approver does not approve within 24 hours.  It sends a second approval.  I'll have to do the same fix for the "rejections" side of things as well.

[ScottShearer]

One solution to your problem might be to add an additional column (you can make it hidden) to act as a flag.  For example, you might create a yes/no column called "Approval Flag".  The default value is false (no).  Immediately before your approval action,  set this column to true (yes).

At the top of your Flow, before any other actions, have a condition that checks the value of the Approval Flag.  If it is set to true (yes), then take no other action and exit the Flow.

Please let me know if you need additional explanation.

If his solves your issue, please mark your question as Solved.

Scott

[Anonymous]

Would that work with three different approvals?  I have three sets of folks who have to approve.  So it goes to one group, then another and the last group.

There is a fourth group who does not get an email but they are going to check the list itself to verify if the new item was approved by all three groups and if so, then they can proceed with processing the request.  So would I create another view for them that shows the hidden field?  How does that impact the flow?  

[ScottShearer]

@Anonymous:

Assuming that your Flows are included in a single Flow in sequence, I believe that my suggestion will work for you.

If your approvals are in different Flows, my suggestion will still work but will need to be adjusted.  The Flag might be an otion column that is set to indicate if a given flow should run.

Here is a link to documentation on how to create a sequential approval Flow.

Scott

[Anonymous]

So if I need to indicate three different approvals for three different groups individually, would I create a colum for each or would I just need one?

[Anonymous]

Also, how do I capture comments if I create a yes/no column for approval flag?  The groups that have to approve may reject with comments and then the creator can adjust and send again.  So there needs to be a paper trail.

[ScottShearer]

@Anonymous:

That depends on your logic, but I would suggest just one.  In addition, you may want to consider collapsing all approvals into a single sequential Flow - that would simplify things.

I am assuming that you are using Approval actions - comments are available in Dynamic properties. Please take a look at the link I posted above.

Scott

[Anonymous]

If I'm understanding correctly, that's how it's setup now, sequential flow.  So I have at trigger that kicks off the approval.  Approval goes to first group or person, that person approves and add or does not add comments, then my flow updates the item with the approvers name, response and comments, then kicks off the next approval and so on until it gets to the last update, then it stops.  I actually followed those instructions you sent to set up my flow.  The only add is the sending of the second approval if the first one times out after 24 hours.  

So basically I have a sequential flow with updates to three different colums with the approvers name, approval status and comments. Then it ends.  If the answers are "rejected" then I have flow sending an email back to the previous person with a message that the flow has been "rejected" and I update the column in the list with the same updates: approvers name, approval status and their comments.

Those three updates is what's triggering the flow to run over and over again.

[ScottShearer]

@Anonymous:

Here is an example of usin the Flag as I mentioned above.

I added a number column called Approval Flag which defaults to zero.

 

Please let me know if this solves your issue.

Scott

[Anonymous]

Hello,

  No, this solution does not work for me.  It terminates instead of continuing on.