Approval workflow to cancel and resend approval

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Posted on by syhrh

997 Super User 2024 Season 1

Hi, I have a Leave Request list for the user to apply for leave.

I have 2 questions regarding the approval workflow.

1. After the user creates a new item then it will trigger the approval workflow, if suddenly they change their mind and want to cancel the request, they can click the Cancel request button but then the approval is still there in Outlook. Then how to make the approval invalid or cancel flow run to ensure even if the approver approves the request then nothing would happen as the user already cancel.

2. After the user creates the requests, they can edit the item and after they finish editing, they need to click the Resend Approval button to trigger the flow that will resend the approval with the new edited request. The problem is, that the original request is still there in Outlook and if the approver mistakenly clicks Approve then the request is still being Approved. Even though it doesn't reflect the approval of the original request in SharePoint but it still an issue because it sends emails that say the request is approved twice; once for the original and second for the edited.

How to fix this issue? I don't have dataverse so I can't use that.

Thank you.

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fchopo 8,003 Moderator on at

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Hi @syhrh ,

Some ideas about your questions:

1) When the user clicks on the cancel button, you could call a workflow to cancel approval task. In this video by @TomaszPoszytek you can find an excellent explanation on how to do that: Cancel any approval in Power Automate - YouTube

2) In order to avoid such issues, maybe you can set the item to read-only while it's been approved, so nobody can change its fields. If not, then you should call the same cancel approval workflow (previous question) and start a new approval.

Hope that helps!

Ferran

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syhrh 997 Super User 2024 Season 1 on at

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Hi @fchopo, thank you for replying.

1. From the video, it uses Dataverse which requires a Premium license which I don't have so cannot use it.
2. It has a requirement that the request can be edited so cannot be set to a read-only item.

Because there are so many issues I'm facing using Approvals in Power Automate, I change approvals using Send Email with Options in the Outlook connector. It also has some issues like redundancies in approving in the email. Thus, I need to find something else to approve the request that is in SharePoint. Do you know any other way to do it?

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fchopo 8,003 Moderator on at

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You can try to use @Anonymous custom connector, which doesn't require premium licenses: Cancel, list, reassign & respond to Power Automate... - Power Platform Community (microsoft.com)

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syhrh 997 Super User 2024 Season 1 on at

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@fchopo Okay, thank you for the suggestion. I'll watch the video and try it out.

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Mrs.Andrus 92 on at

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@syhrh Have you find the solution for the approval mails cancelling. So the pending in Outlook mails can be considered as approval ones?

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