Power Automate / Flow - Create an Approval Flow with Power Automate Tutorial

Discover the power of creating an approval flow with Power Automate! Learn how to initiate and customize the approval process, handle responses, and automate actions based on approval or rejection. Witness a simple yet effective flow in action as you gain fundamental insights into the principles of an approval flow. Tags: approval flow, Power Automate, automation

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive understanding of the approval flow process, detailing its automation, triggers, actions, and practical implementation using Power Automate.

Chapitres :

Introduction to Approval Flow
An approval flow is an automated process designed to manage and track requests that require validation before finalization. This process is essential for ensuring that all necessary approvals are obtained before proceeding with actions such as file uploads or form submissions.
Triggering the Approval Flow
The approval flow is initiated by specific events, such as the submission of a form or the uploading of a file. Once triggered, the request is sent to one or more designated approvers. The subsequent actions depend on the approver's response, which can either be an approval or a rejection.
Setting Up the Approval Flow in Power Automate
To begin, create an automated cloud flow using the trigger for adding or creating a file in a specific SharePoint folder. In the trigger properties, specify the team’s folder that will be monitored. For example, this could be a folder in your library named 'Expense Reports'.
Initiating the Approval Process
The next step involves initiating the approval process using the dedicated action tile. Select the 'Start and wait for an approval' action, which will pause the flow's execution until the approver responds. In the action properties, define the type of approval. If there is only one approver, the type does not matter; however, if multiple approvers are involved, you can choose whether to wait for all responses.
Customizing the Approval Message
Customize the message intended for the approver by specifying a title and adding the approver's email address. Personalize the message content in the details section. In this example, include the document as an attachment using the advanced settings.
Handling Approval Responses
After the approval request is sent, generate actions based on the approver's response. Integrate a conditional block found in the control tile and set your condition based on the approval response. Test the approval status associated with the file's acceptance. In the 'True' block, add the action to move the file to the relevant team’s folder, specifying the file's identifier and the destination path. In the 'False' block, set up the deletion action for non-approved files.
Testing the Approval Flow
To test the flow, upload a file to the monitored folder from another account. The flow operates in test mode, and within seconds, the approver will receive an email with the attached file. The approver can then examine the file and choose to approve or reject it. If approved, the document will be moved to the specified folder; if rejected, the file will be deleted.
Conclusion
This simple approval flow illustrates the basic principles of automating approval processes. By understanding how to set up triggers, customize messages, and handle responses, users can effectively manage requests requiring validation, enhancing workflow efficiency.

FAQ :

What is an approval flow?

An approval flow is an automated process that manages and tracks requests requiring validation before they are finalized. It is triggered by events like form submissions or file uploads.

How does Power Automate work?

Power Automate allows users to create automated workflows between applications and services, enabling tasks such as synchronizing files, sending notifications, and collecting data without manual intervention.

What triggers an approval flow?

An approval flow can be triggered by various events, such as the submission of a form or the uploading of a file to a designated location.

What happens after an approver receives a request?

After receiving a request, the approver can review the attached document and choose to either approve or reject it. The flow then executes specific actions based on the approver's response.

Can multiple approvers be involved in an approval flow?

Yes, multiple approvers can be involved. You can choose whether to wait for responses from all approvers or just one.

What actions can be taken based on the approval response?

Based on the approval response, actions can include moving the file to a specified folder if approved or deleting the file if rejected.

How can I test an approval flow?

You can test an approval flow by uploading a file to the monitored folder. The flow will operate in test mode, allowing you to evaluate its functionality without affecting live data.

Quelques cas d'usages :

Expense Report Approval

In a corporate setting, an approval flow can be used to manage expense report submissions. When an employee uploads an expense report to a designated SharePoint folder, the flow triggers an approval request to the finance manager. Depending on the manager's response, the report is either moved to an approved folder or deleted, streamlining the expense management process.

Document Review Process

In a legal firm, an approval flow can facilitate the document review process. When a new contract is uploaded, it triggers a review request to the assigned attorney. The attorney can approve or reject the contract, and the flow will automatically move the document to the appropriate folder based on the decision, ensuring efficient document management.

Project Proposal Approval

In project management, an approval flow can be implemented to handle project proposals. When a team member submits a proposal document, the flow sends it to the project lead for approval. The lead's decision will determine whether the proposal is archived or moved to the active projects folder, enhancing project tracking and organization.

Content Publishing Workflow

In a marketing department, an approval flow can streamline the content publishing process. When a new blog post is drafted and uploaded, it triggers an approval request to the content manager. The manager's approval will either publish the post or send it back for revisions, improving content quality and workflow efficiency.

Glossaire :

Approval Flow

An automated process that manages and tracks requests requiring validation before finalization, triggered by events such as form submissions or file uploads.

Power Automate

A cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, collect data, and more.

Trigger

An event that initiates the execution of a flow, such as adding or creating a file in a specific location.

Approver

A designated individual responsible for reviewing and either approving or rejecting requests within an approval flow.

Conditional Block

A control structure in a flow that allows actions to be executed based on whether a specified condition is true or false.

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, used for storing, organizing, sharing, and accessing information from any device.

Email Notification

A message sent via email to inform users about specific events or actions, such as the need for approval in an approval flow.

Test Mode

A state in which a flow operates to allow users to test its functionality without affecting live data or processes.

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and tracks requests requiring validation before being finalized.

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It is triggered by an event such as the submission of a form or the uploading of a file

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and sends the request to one or more approvers.

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Depending on the response approval or rejection.

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The flow executes specific actions defined by power automate.

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In our case,

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we define that whenever an expense report file

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is uploaded to a specific team's folder,

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an approval flow is triggered and validated by an approver based on the response,

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the file will either be moved or deleted

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to begin,

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start an automated cloud flow using the trigger for

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adding or creating a file in a specific SharePoint folder

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in the trigger properties, point to the team's folder to be monitored.

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In this example, it is a folder in your library named expense reports.

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The next step is to initiate your approval using the dedicated action tile.

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Choose the start and wait for an approval

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action to generate a pause in your flow's execution

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until the approver has given their response

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in the action properties define the type of approval.

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Since there is only one approver, the type of approval chosen does not matter

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if multiple approvers are involved,

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you can choose whether to wait for responses from all of them or not.

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Next, customize the message intended for the approver by specifying a title

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add,

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the email address of the approver and personalize

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the message content in the details section.

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In

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this example,

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simply include the document as an attachment using the advanced settings.

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The next step involves generating actions based on the approval response

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to do this. Integrate a conditional block found in the control tile,

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then set your condition based on the approval response

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by testing the approval status associated with the files acceptance

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in the condition true block.

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Add the action to move the file by specifying the relevant team's team,

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the file via its expected identifier

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and the destination folder path

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in the condition false block do the same with the deletion action.

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You can then complete your flow with other actions.

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In this example, you will test this flow from another account,

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upload a file to the folder monitored by the flow.

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The flow operates in test mode and within a few seconds,

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you as the approver will get an email with the file attached, examine the file,

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then choose to approve or reject it based on your evaluation.

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If you approve the document, it will be moved to the specified folder.

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In case of non approval, the file will be deleted as expected.

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Thus,

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a simple flow allows you to understand the basic principles of an approval flow.

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