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Request approval from multiple assignees

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Posted on by MFFranco

Hello.

We all get a lot of e-maills, and a lot get's lost in our inboxes (even when tagged with triggers and reminders for follow up).

Currently I can request sign off from multiple people with a simple flow from sharepoint folder (3 dots > Request Sign Off > add Assigness (and message)), but it will go as a simple approval flow of the first one to respond gets it done.

I'm trying to create an automation to request multiple assignees sign off of a document hosted in sharepoint in a manner that all must provide approval for the document to be approved. I would like to have this flow created to be used for documents, if possible in a similar quick way (or else it will not be easier to use than a simple e-mail request).

From the template provided in PowerAutomate I have this:

I would like to have a sort of pop-up or request field to add the approvers when activating the flow. Would this be possible?

Also,

If I had a major storage (like a central folder where a lot of other folders/subfolders are held), would the flow be possible to use as long as the file to be approved is somewhere inside?

If I would have to create a new flow from scratch for each document it defeats the purpose of this. The aim is to have a quicker and less prone to error way to request approval of documents from named stakeholders.

Categories:

Building flows

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fchopo 8,003 Moderator on at

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Hi @MFFranco

Answering your questions:

1) I would like to have a sort of pop-up or request field to add the approvers when activating the flow. Would this be possible? Unfortunately, no. You can't request dynamic values in SharePoint and send them to a workflow.

2) If I had a major storage (like a central folder where a lot of other folders/subfolders are held), would the flow be possible to use as long as the file to be approved is somewhere inside? You could create a worklow to check for files inside folders, and for each of them, do some checks and act accordingly.

Hope that helps!

Ferran

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MFFranco 31 on at

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Apologies for the delayed response (festivities and all) @fchopo.

My aim is to reduce the effort for an approval flow. The default flow is set for "first come first serve" and I can't seem to be able to change it from "first to approve" to "all approve". This is why I was asking if it would be possible to create a flow where the smallest effort would be to change the file to be used on (which in truth would be much more effort than simply sending an e-mail with the file/share link attached 😕

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MFFranco 31 on at

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Well it seems to be working on this latest attempt.

From sharepoint the new flow shows very well and runs.

the options for approved only if all approve take an interesting turn that whenever a rejection comes in, the flow is terminated immediately.

Trying now with custom responses (Having the options of "Approve" and "Reject") and seeing how I can use those response as dynamic content for approving/rejecting a document.

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aspry 2 on at

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Could you explain how you solved this please? Also looking to create a flow with x approvers.

Thanks!

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MFFranco 31 on at

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Hello @aspry

The way I got this running was the following:

Example of the approved message it triggers:
I was not able to get it fully automated, but setting a deadline and a tally of votes is enough for my needs.
Hope it helps.

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