Sharepoint/Microsoft Flow authorisation request

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Posted on by tested1

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Hello!

I need to create an authorisation request where:

1) Users create a new item and fill in information on a SharePoint List

2) This starts a request for Requester 1 (E.g. IT Team)

3) If requester 1 says yes, then it moves on to Requester 2 (Manager). If No, it will email the user who created the request saying why/no

4) If requester 2 (Manager) says yes then for now authorisation will be granted and the user gets an email. If no user is also emailed.

Please would it be possible to check if my flow and method is the most effective and best way possible? I will attach screenshots 🙂

User fills in request form in SharePointStep 1: Start of Flow. Approver 1Step 2 in flow: If yes, send to approver 2Step 3: If approver 2 yes, send email to user who created request

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Community Power Pla... Microsoft Employee on at

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Hello, Just a thought - could you have a condition inside of the first condition, and that would solve the problem better?

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tested1 265 on at

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Hi @Anonymous

What do you mean/could you explain further?

Sorry its my first time using flow as well 🙂

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Community Power Pla... Microsoft Employee on at

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@tested1

No problem, I can share a photo what I mean. (you can click on it to view it bigger)
If requester 1 says no it will only send email and be "done". If it says yes it will check requester 2. Either way it will send an email.

Hope this helps!

Approval Flow

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tested1 265 on at

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Cheers, that may shorten the flow! I will have a play around and try it. Would you say the rest of my flow and method makes sense to achieve the authorisation process?

The importance of the two step approval is so the first/second approver can go and edit certain columns in the sharepoint list like 'what does the user currently have access to' etc.

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Community Power Pla... Microsoft Employee on at

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@tested1
I think so, its hard to say but you should just try and test it if it works okay and is efficient enough.

One tip is - I like to draw before I start on making a Flow, just to simplify the process without all the small details.
Maybe make a "Flowchart" if you are a bit stuck.

If you feel like this solved your problem please mark the comment "Accept as Solution"

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tested1 265 on at

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@Anonymous Thanks I will test it out and get back to you 🙂

Do you know if I could make it so once the final approver has approved the request, then the 'Approved' Column or 'Status' Column would automatically turn to approver or yes/no?

Is this an easy/quick to do step?

Thanks

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Community Power Pla... Microsoft Employee on at

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@tested1
Hello again

Maybe you can try to get the file properties and then update the chosen column.
I've made a simple test list and example Flow to try this, and I think it should work.

test-list

get and update

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tested1 265 on at

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Thanks. Any chance of a bigger/clearer image of this 🙂 PS @Anonymous Do you know whats the best thing to add if I want it so when the second approver approves the item, the first approver(s) get an email notified and then the user who created the item is told? So basically 1) user makes item. 2) IT Team approve 3) Manager approves 4) IT Team is notified that manager approved it/sent an email 5) User who made request is notified So just need to add step 4 in? Thanks!

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Harry_G 367 on at

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Hi, Just initialize the different Variables like Approver 1,Approver 2 and so on of type string, when user Approve the request save his email address given in "Approver Email" property to variable by using Set Variable action. Now you can use their email across the flow for sending them an email. Thanks. Regards, Harry_G

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tested1 265 on at

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@Harry_G @Anonymous
When I click on the update file properties. It says I have to have information for the mandatory columns in my List?

How could I just change the 'Approved' Column to yes on the sharepoint list. It is the user who will add in the mandatory information

Or I think this works. Could I add the e.g. role title in the role title column to make it use the value the user adds? and do this for every column?

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