cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
sachinkorde
Regular Visitor

Power Automate Approval Flow: Implementation at Organisation Level

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

1 ACCEPTED SOLUTION

Accepted Solutions

@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. 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

3 REPLIES 3
ScottShearer
Most Valuable Professional
Most Valuable Professional

@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?

 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

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 

@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. 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages