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Different Approvers for Different Pages in SharePoint Online

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Posted on by Community Power Pla... Microsoft Employee

Hello everyone,

I am new to Flow on Sharepoint Online and I have a question about setting up what I thought would be a simple approval flow.

I have one document library and one site library. All pages are referenced e.g. HR - Pension; or HR - Working for Us; or TECHNOLOGY - Printers; or PLACES - Nearby Cafes, etc. etc. Documents are similarly named and stored.

What I am trying to achieve is Everytime a page is updated or a new page is added; that the relevant department head would approve the change or addition, e.g. the email for approval/rejection would be sent to Mr Bloggs for the HR pages; Mr Brown for the Technology pages or Mr Green for the Places pages.

I tried a test on one of the pages and set up the simple OFTB approval/rejection process and inserted my colleagues email address, but soon discovered that even though I ticked the radio dial next to the one page I wanted the approval for, the approval process affected all pages in the pages library not just that one.

Can anyone help with clear instructions on how I could do this please?

thanks in advance.

2. Everytime a document is updated or a new document is created that the approval is

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ChristianAbata 8,953 Most Valuable Professional on at

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hi @Anonymous what I recoment to you is create for you example 3 diferents flows so you can managed by every older the changes an then in the flow send the approval email to anyone you want.
Like this.

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RobElliott 10,514 Super User 2026 Season 1 on at

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@Anonymous it's quite straightforward if you have a column in your Site Pages library (and the documents library) for the department. Then, in your flow add a type of condition called a Switch which will look at what the department is and do the actions based on that.

So in this example I've added a Choice department column to the Site pages library and added a page called Crop-Locations where the department is Agriculture:

Then in the flow we add the Switch and for each case we add the approval and the actions that follow it. Note that each case must be equals, so you can't have starts with or contains. You can have up to, I think, 27 cases.

One thing I would also do in this scenario is to have a SharePoint list with text columns for the the department and approver's email address. Then you could add a Get items action in the flow and get the appropriate email address. So if one of the approves went on vacation you'd just change the list and wouldn't have to change the flow.

Rob
Los Gallardos
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Community Power Pla... Microsoft Employee on at

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@RobElliott What flow template do I need to use?

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RobElliott 10,514 Super User 2026 Season 1 on at

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You don't, you build it from a blank flow. In My flows click on the +New button and select Instant - from blank. In the next screen that appears just click Skip and you'll be presented with a blank flow to choose your trigger.

Rob
Los Gallardos

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demzem 48 on at

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Hi Rob, quick query - this flow seems to send approval for every draft save and not for the button press for approval, could you possibly let me know if there is a way around this?
Also can owners be excluded from the process?
Thanks

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