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Posted on by NE-23070656-0

I am new to power automate. I designed a user request form in Power Apps and designed a flow with power automate. I intended that when the user submits the form a mail should be sent to his line manger informing to take action and in parallel a mail should be sent to the user that his request has been submitted. This form will have three layers of approval and at each point when it is approved or rejected, the user should be in copy. I tried creating the flow but at each time the form is modified, the first mail that was sent to the user and his line manager is triggered again. I need help on how to ensure that this does not happen.

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Building flows

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Expiscornovus 33,175 Most Valuable Professional on at

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Are you using any type of status in your approval setup? My recommendation would be to whenever you start an approval to set a status to something like Pending Approval.

This way you can check this status field whenever the flow is triggered again for the same item. And for example exclude the item if it already has a Pending approval status.

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Ninjasabi 122 on at

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It sounds like you need to set up a flow that handles the submission and approval process without re-triggering the initial email notifications every time the form is modified. Here’s a step-by-step guide to achieve this:

Trigger the Flow on Form Submission:

Use a trigger that starts the flow when a new item is created in the SharePoint list (or wherever your form data is stored).

Send Initial Notifications:

Send an email to the user confirming the submission.

Send an email to the line manager requesting action.

Handle Approvals:

Use approval actions to handle the three layers of approval.

Send notifications to the user and the next approver at each stage.

Prevent Re-triggering on Modification:

Use conditions to ensure that the initial notifications are only sent once, and not on subsequent modifications.

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