Record appoval process

[12strikes]

Hello All..
I have a SharePoint list.  List contains a email address and VPDecision field (among other fields).  Both fields are text fields.
When a record is created, the VPdecision field is blank. The email field is populated via the PowerApps that creates the record.
What am I trying to accomplish?
Every morning I need to have a flow run that sends an email (to the email address in the email address field) where the person can  approve/deny/delay the request (some type of voting button?), only for records where the VPDecision is blank.  I then want that at decision written back to the record in the SharePoint list.
Help Please.

Thanks

[Nived_Nambiar]

Hi @12strikes 

few doubts -

1. what should be done when delay by request button is clicked- should delay the request by this number of days - should that days count provided as input so that user enters it again ?

2. Where the approval results needs to be written - in which column ?

Thanks & Regards,

Nived N 🚀

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[12strikes]

Hi @Nived_Nambiar 
Thanks for responding.
Any record marked DELAY is taken to a board for them to make the decision, the person in the email field will not be making the decision any longer.
The Approval Results (approved/denied/delay) should be written to the  VPDecision field.  FYI, that is text field not a choice field.
Thanks

[Nived_Nambiar · Accepted solution]

Hi @12strikes 

Not sure whether we need to do any actions in flow based on the approval actions- i am assuming you just need to update the approval action results to the list 

see below for flow creation.

1. Create a recurrance flow so that it runs every morning at specific time

2. Use get items using odata filter query as to filter by VPDecision eq null as shown below to filter only the columns whose column VPDecision equals to null.

3. Use apply to each to loop through each item in get items action's output.

 3.1- Create this type of approval action which can make user to select either Approve, Reject, delay option 

3.2- update the approval action's outcome to same list item using update item action

Since the approval action is waiting until user act on this- flow will stuck per loop iteration, to avoid that and make iterations run concurretly- use following settings in apply to each to enable concurrency as shown below

If you expect that there are more than 50 request can come - then make a child flow around this approval and invoke it here and use concurrency to make it run 50 times along with 50 times in child flow which can make overall of 2000+ request can be handled at same time- for the logic refer below

https://mistershaik.in/bulk-approvals-using-parent-child-flows/

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

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[12strikes]

Hi @Nived_Nambiar 
That's great!  and I like that it does a team notification also.

The email is sent from Power Automate. Is there anyway to use a Send From address?  I'm worried that people will ignore the email if it looks like junk email from MS.

[Nived_Nambiar]

Hi @12strikes 

The mails are send from Power Automate side which we can't control- but there is another way- sending custom mails from specific sender itself - same for teams message as well- like below

We have to change the structure a little.

So use create an approval which creates an approval but set these options like below (which are highlighted)

Now use parallel branch- in one parallel branch- send teams message and send email as well like below 

in another branch- do like below where it waits for approval actions to be completed and then update item accordingly

Hope it helps !

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

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[12strikes]

@Nived_Nambiar 
Thank you very much for the additional steps.