Creating an Approval Flow triggered by new item in a SharePoint List

[Anonymous]

Hi all,

I'm hoping to find some help here for a fairly complicated Approval Flow I wish to create. I've been able to build a SharePoint Workflow with Infopath that does the job. However, due to the flaky nature of SharePoint workflow especially when it's combined with Infopath, I'm really keen to create a robust alternative with Flow (and other options anyone may suggest). 

Below is how the flow goes in an ideal world: 

1. A uploads (trigger) a PDF document into a SharePoint List/Library (the library/list has quite a few column fields, one of them is for A to put down the email address of the designated approver B for the particular PDF document)
2. B receives a task/approval email with an attachment (or a link to the attachment) which is the PDF document uploaded by A. The email will ideally also include selected column fields content from the SharePoint list/library on the item. 
3. B then will forward the email to a group of individuals who will contribute to making a decision collectively, who should also have access to the attachment (or the link to the attachment). 
4. Once a decision is made within the group, B will need to Accept or Reject the PDF document. There are different information B needs to fill depends on if it's an Accept or Reject. With SharePoint Workflow, I used Infopaths form to make this happen. Here with Flow, I was thinking to combine with Microsoft Form? I've already built a Form where only relevant fields show up depends on what decision the person selects. 
5. Once B has submitted the decision with requested information: if it's a rejection, a new Approval email should be sent to C (final approver) including the attachment (or link to the attachment), selected column fields and the information B filled in when submitting the decision. If it's an acceptance, A will need to review it before a new final approval email goes to C.

A couple of extra points

• Reminders will be built in as well if possible
• C will always be the same person while B changes depends on who A put in the email address field when uploading. 

I feel like I have many pieces now just unsure of how I can actually put them together. Any suggestions/ideas will be much appreciated. 

Many thanks,

Aaron 

[v-xida-msft]

Hi @Anonymous,

Could you please share a bit more about your SharePoint list/library?

Could you please show more details about your 3rd step within the ideal world that you mentioned?

According to the 1st step that you mentioned, the email address of Approver B is a dynamic content, which depends on what the user A fill in email address field. But in your 3rd step, you want the approver B to forward the email to a group, I think it is impossible to achieve in Microsoft Flow currently.

Forwarding the email to a group is based on connections, in other words, if Approver B1 create a connection to the action ("Forward an email" action of Outlook connector), the forwarding email would be sent which use Approver B1 as the sender, if Approver B2 create a connection to the action ("Forward an email" action of Outlook connector), the forwarding email would be sent which use Approver B2 as the sender. According to the achievements that you mentioned, the email address of Approver B is dynamic, we could not change the connection to the "Forward an email" action within a single flow dynamically.

I afraid that there is no way to achieve your needs in Microsoft Flow currently.

Best regards,

Kris

[Anonymous]

Hi Kris,

Thanks for your reply. 

My SharePoint list has 20 or so columns - A will need to fill in those fields including the email address of Approver B when uploading a new PDF onto the list. (sorry if this doesn't explain what you needed to know about the list - please let me know)

My mistake I didn't make it clear - for Step 3 where B forwards the task email to a group of people, B will just do this manually - as long as the group can access the PDF attachment. They will then just communicate via email with B about their opinions/decisions. When B has a final conclusion, he will go back to the email to Accept or Reject. 

Would this make my Flow feasible? 

Many thanks!