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Update Approval Status

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Posted on by Rozz

I have a form that is going into a list and then generating an approval to an individual manager (the name and email of which are detailed in each form).

Everything works fine, but i can not find a way to update the approval status in the list once the approving manager has made their decision.

For info, our organisation does not have Exchange, so any solution can not use Outlook.

Really hope you can help.

Many thanks, Rozz

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Pstork1 68,678 Most Valuable Professional on at

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Re: Update Approval Status

If you have turned on the Publishing features in the list then there is a specific action for Updating the Approval Status.

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Rozz on at

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Re: Update Approval Status

Thank you Pstork1, but as I am new to Power Automate I have not been able to make this work. I am probably doing something wrong.

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Rozz on at

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Re: Update Approval Status

Thank you Pstork1, but as I am new to Power Automate I have not been able to make this work. I am probably doing something wrong.

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Pstork1 68,678 Most Valuable Professional on at

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Re: Update Approval Status

As I mentioned that action only works if the Publishing features have been enabled. Where are you storing the approval status in the list?

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Rozz on at

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Re: Update Approval Status

Thank you for your help. It has taken me a while to figure out where I am storing the approval list, but i have finally found it.

The list that the information feeds into needs to remain a private list and can not be viewed by everyone in the organisation, is it still possible?

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Pstork1 68,678 Most Valuable Professional on at

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Re: Update Approval Status

What is the original trigger for the flow? If you are using an automated trigger, like when a form response is received, then the flow will run in the security context of the maker of the flow. That person will need access to the list, but others will not.

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Rozz on at

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Re: Update Approval Status

Yes, it is a form that is submitted by an individual to the manager for a decision, the Power Automate trigger for the approval comes from the List, and i need to be able to update the list once the manager approves.

However they should only be able to see their own information, the full list is for HR and Payroll team only.

Thank you for your help

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Pstork1 68,678 Most Valuable Professional on at

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Re: Update Approval Status

Having individuals only see their own list items is a different issue. To do that they need access to the list itself and you'll need to set individual permissions on the list items using HTTP rest calls. That can get pretty involved. The other option is to change the list settings so people can only see the items they create. But then anyone who needs to be able to see the whole list would need to be an administrator.

Having said that, if the flow is initiated using an automated trigger then the maker (the person writing the flow) will need Edit access to the list. The flow can then use an Update Item Action to update the field containing the approval status.

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