Change Approval Response in a Power Automate Workflow

[Nirav_Chaudhari]

I have a multi-level approval workflow for forms submitted. This flow generates a Sharepoint List and then logs the approvals. The selected people can "Approve", "Reject", "On Hold", or "Need More Info". However, if 4 people don't approve the flow stops and the next level is not notified. I would like for the first 4 people to be able to change their response if the they receive the information they need. I can't find any examples of this. Can someone help?

[SudeepGhatakNZ]

@Nirav_Chaudhari ,

Once the approvers finish the task, they are unable to modify their input.

To address this, you have the option to create a custom approval process outside of Power Automate. This custom approval process can capture the responses from users and store them in a SharePoint list column.

By utilizing this approach, the approvers will have the flexibility to update the column if they need to make any changes to their original input.

[Nirav_Chaudhari]

@SudeepGhatakNZ 

Thank you for your quick response on this. I understand the solution you provided, are you able to navigate to me how I can create a custom approval process outside of Power Automate and capture the responses from users and store them in a SharePoint list column.

Any video link would be helpful to replicate the thing you mentioned.

Thanks. 

[SudeepGhatakNZ]

OK. I will send you a link to a blog later tonight.

Can you send me the requirements of your solutions.

Will there only be 4 approvers or is that dynamic too?

@Nirav_Chaudhari , also do you mind if it has a Power Apps component?

[Nirav_Chaudhari]

All good, I am waiting for that.

Kind regards,

[SudeepGhatakNZ]

Please see my response again.

[Nirav_Chaudhari]

The Approval flow consists of four streams, with each stream having two approvers. The type of approval used is "first to respond."

The flow begins with the first stream, and once a response is received, the flow progresses. Subsequently, approval requests are sent simultaneously to the remaining three streams(3 Stream approval in parallel ). The final request is only approved if all four streams provide their approval. If any of the streams reject the request, the final outcome is also rejected.

The connections utilized in this process are:

1. Approvals
2. Office 365 Outlook
3. SharePoint

[SudeepGhatakNZ]

And did you say that the Approvers can change their response at any stage?

[Nirav_Chaudhari]

Yes,I have a new requirement that I would like to implement. The goal is to allow a approval request sender to provide additional information specifically to the rejected stream, and have that information approved by only that particular stream. Importantly, this should be achieved without the need to resend the entire approval request to all four streams that have already approved the same request.

[Nirav_Chaudhari]

Hi @SudeepGhatakNZ , Just checking on the on the Link for the solution you are going to provide me. 

Please let me know is that still possible to send me the link?

Thanks

[SudeepGhatakNZ]

Sorry @Nirav_Chaudhari , this dropped off my radar.

I didn't get time to write the blog but here is the idea.

SharePoint

1) Create four status columns Manager1 Status, Manager2 Status, etc to save the responses from each manager

Power Apps

2) Create a Power Apps form that has an Approve / Reject option. Add logic so that the buttons should only be visible to the assignee.

3) Update the choice column based on the button clicked using a Patch function

4) If the all the Status columns have the value approved, you can mark the request as Approved.

Power Automate

The flow will not have any approval actions. It will only send email notification with a deep link to the Power Apps form

I will blog this, some day, maybe sooner

[Nirav_Chaudhari]

Hi @SudeepGhatakNZ 

Thank you for your valuable insights. I look forward to your future blog posts. Your responses are appreciated.