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MS Flow dynamic mulitple approvers based on criterias

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Posted on by mjackson122

Scenario: User adds items to the SP list for review selects type of review (new or existing), their department (drop down), and saves Flow is triggered identifies who the multiple approvers should be based on the type of review and department selected Flow sends email for approval to the first person in the department who approves the requested type of review upon approval Flow sends email approval for second person in the department who approves the requestAed type of review, if they reject add comments for rejection then email person who submitted request and specific person in department with specific role Note in my case each department has a different number of approvers for the type of request and there is a sequential order based on role for the approvals in the department ie staff, Project Manager, SR Project Manager, etc. So I need Flow to identify who the approvers should be in each department and send the approval emails in sequential order dynamically because people change. Currently have two list: Approvers fields (Department, Type of Request, Role, Approver) Main list where entries are added for review (Title of item to be reviewed, Department, Type of request, Approval date)

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v-litu-msft on at

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Re: MS Flow dynamic mulitple approvers based on criterias

Hi @mjackson122,

Sure, this is appending EmailAddress into the variable ApproverEmail:

After that, convert the array into a string separated by ";" for appended in the Approval Email action:

After these people get approval request and responded, empty the ApproverEmails variable by using Set variable action:

Also with this setup will I have to create a flow for each type of review for each office?

It depends on your trigger item, if the item contains office information, there is no need to create a Flow for each, the filter query could be set as dynamic content:

review eq 'dynamicContent' and department eq 'dynamicContent' and office eq 'dynamicContent'

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
mjackson122 on at

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Re: MS Flow dynamic mulitple approvers based on criterias

Okay I want to make sure I understand my flow will be:

1. SP Trigger when item created or modified for the main list where the request will happen
2. Initialize variable called ApproverEmails type String
3. Get Items from the Approvers list then filter query by type of review and department
4. Append Emails from step 3 into the ApproversEmail Variable (how?) The options I see are append array and append string variable. They both require me to enter a name and value. The name drop down is blank.
5. Can you explain how to do these:
Get staff Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;
Get Project Manager Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;
Get SR Project Manager Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;

I see get email but it is asking for a message id.

Also with this setup will I have to create a flow for each type of review for each office? Because the type of review and role order for the approvers will be the same. The department will be different so the people will be different and some reviews require less people to approve but it applies across the organization. For example:
New Review for X office would be approved by A,B,C roles and D,E,F people (all different people)
New Review for Y office would be approved by A,B,C roles but H,I,J people (all different people)

Note same type of review and roles to approve just different offices and people.

Another example:
Existing Review for X office would be approved by A & B roles and D & E people
Existing Review for Y office would be approved by A & B roles and H & I people
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v-litu-msft on at

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Re: MS Flow dynamic mulitple approvers based on criterias

Hi @mjackson122,

You could initialize an array variable to hold these approver Emails named ApproverEmails.

According to the type of review and department to Get items from Approvers fields list by using Filter query.

eg. review eq 'exist' and department eq 'sale'

Then append these Emails met the two above conditions into the ApproverEmails according to their roles in order.

Get staff Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;

Get Project Manager Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;

Get SR Project Manager Email and append ApproverEmails>>Send Approval Eamil>>Empty ApproverEmails;

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.