How i can send multiple approval emails to a People/Group field which allow multiple selection

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Posted on by johnjohn123

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I have a SharePoint custom list which have these 2 main fields:-

1) Choice Field named "Status". with these options; Draft, Submitted for approval, Approved, Rejected, Partially Approved & Closed.

2) People/Group field which allow multiple selection named "Approvals".

I have the following business logic:-

1) when the user create a new item, the user must enter the "Approvals" users which include the users who need to approve the list item.

2) If the user change the "Status" field to "Submitted for Approval", an email must be send to all the "Approvals" user/s >> if all users approve the request (approve the email), the Status field will be automatically changed to "Approved" >> while if all users reject the request the status will be automatically changed to "Rejected" >> if some users reject and the other approve the requests the status will be automatically changed to "Partially Approved".

now i have implemented the list and all the fields, but i am not sure how I can implement step number 2 using power automate (MS flow)?

Thanks

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hi @johnjohn123

In the flow, you can add the trigger as when an item is modified and then add a trigger condition to check if the status column was modified to send for approval.

More on trigger conditions here: https://www.c-sharpcorner.com/article/flow-trigger-conditions-for-sharepoint-run-flow-when-needed/

Then, add an action to initialize a variable of type array and then add an apply to each control, in the value of the apply to each, select the SP column of type persons with multiple select enabled.

Add an action in the loop : append to array variable and select the email field from the dynamic selector for the person type column.

Now outside of the loop, you can add an action to start and wait for an approval and select the type as Everyone must approve and the after the approval, add a condition control to check the outcome was 'Approve' and in the condition Yes and No branches add the Update item actions for sharepoint to update the status.

Note that this will not work for Partially approved. You can add some more steps to iterate over each response of the approvers and based on that add the update item actions.

Hope this Helps!

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johnjohn123 3,506 on at

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@yashag2255 thanks a lot for the detailed reply. but is there a link or document which show how i can do this in more details with screen shots?? as i am new to MS flow so some of your points are not clear to me,,, thanks

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