Power Automate Approval Flow: Implementation at Organisation Level

[sachinkorde]

Hi Team,

I have created Power Automate flow where I am using List Item to raise a leave request which went through two stage approval , finally it updates calendar.

Power Automate Flow and functionality is working perfectly fine, now I want to implement it Organisation level.

Could you please guide me how I can implement it in a best possible way? 

Thanks,

Sachin Korde

[ScottShearer]

@sachinkorde 

Can you provide more detail on your requirement?  When you say you want to implement at the organization level, what do you mean?  Why will the Flow that you are currently using not meet your needs?  Can you post a screen shot of your existing Flow?  Are you leveraging the Office 365 Users Get Manager action?

[sachinkorde]

Hi Scott,

I am having a requirement where we want to replace the existing excel based leave approval process with power automate flows.

I followed the following steps:

1. Created a share point group where I am having admin privileges and currently only one User.

2. Created "VacationRequest" list and defined relevant fields into it i.e. Start Date, End Date,# of Days, Approval By Manager, Approval by HR, etc.

3. Created a flow in Power Automate which will get triggered whenever a new item created for "VacationRequest".

4. First step approval is going to reporting manager, once the manager approved it then it's going for HR to approve or reject it.

5. Once HR approves it, one Calendar gets updated with details as per leave request.

(Above steps are working fine when I am adding an item, my manager & HR approves it.)

I am not sure how the above power automate flow and vacation request list to roll out for all employees?

Expectation :

1. All individual employees should get one handy utility to raise leave requests.
2. An employee should able to see only his/her leave request.
3. An employee should not able to delete or make changes to other employee's leave requests.
4. HR and Reporting Manager should have one link where both can view past and future leave plans (Calendar).

Q : Are you leveraging the Office 365 Users Get Manager action?

Answer : Yes.

I hope this will help to understand my requirements.

Thanks,

Sachin Korde 

[ScottShearer · Accepted solution]

@sachinkorde 

It sounds as though you are in pretty good shape.  In fact, I don't believe that you'll need to make any changes to your Flow.  The additional requirements can be achieved by leveraging "out of the box" SharePoint functionality:

1. Go to the Advanced settings for the list
2. Set the item level permissions such that users can only see and edit their own items
3. Break inheritance on the list (list settings/permissions, stop inheriting permissions)
4.  Create a SharePoint or AD group and add all the HR and Reporting Managers and grant that group Designer access to the list
   1.  This will allow the HR and Reporting managers to see and edit all entries in the list - not just their own
5. Create additional views for HR and Reporting managers as needed

What I have described above is the easiest way to go.  The downside is that all HR and Reporting managers can view and edit all entries.  A more complicated solution would be to add a Grant Access to an item or Folder action to your Flow.  You could then set permissions on each entry in the list.  Depending on what you want to do, you might also need to use the SharePoint HTTP request action.