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How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

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Posted on 28 Feb 2023 04:39:17 by LM123

Hi, I have built a Catering Request Form in Microsoft Form and have automated this form in power BI to send the responses to the relevant department. However, before it can be sent to the relevant department to action the form it firstly needs to be approved. There are a number of templates to request an approval, however, when you use these templates it only allows you to assign to one or multiple parties for approval. I want to provide the end user with a list of people who can approve the Catering Request Form and for the end user to only pick only one person from the list for approval. Is there a way of doing this?

Thanks

Lindy

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LM123 81 on 06 Mar 2023 at 23:26:48

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Re: How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

Thank you @abm the screen share and the steps you outlined above where extremely helpful. Would have been lost without you! You step by guidance is very easy to follow for someone who does not have a tech background, like me:)
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abm abm 32,464 Most Valuable Professional on 06 Mar 2023 at 23:18:41

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Re: How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

Hi @LM123

Thanks for the screenshare. @fchopo thanks for your response here. I had a request from @LM123 for further help. So the solution is as follows:

1. Form submission has approver emails

2. After the submission add 'Start and wait approval' action step

3. Check the outcome is 'Approve'

4. If approved then send email to another group of people

5. If rejected then send email to the person who submitted the form

Hope the session was helpful.

Thanks
LM123 81 on 02 Mar 2023 at 04:46:35

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Re: How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

@abm just checking if you have a solution for me regarding my question above?
LM123 81 on 28 Feb 2023 at 22:01:19

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Re: How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

Thanks @fchopo but now that I have inputted the static email addresses in the form how does that work with my approval process. It needs to go to one person to approve and then bounce back to the sender who can submit the form to the relevant department with the approval?
fchopo 7,968 Super User 2025 Season 1 on 28 Feb 2023 at 15:23:06

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Re: How to create an approval process of a Microsoft Form and how to assign one person from a list to approve the form

Hi @LM123

In the form, you could add a "choice field" (multiple selection) with a list of the approvers (emails), so the user can select one or many (that list would be static). When you collect responses, you would read selected email values and use them in the Start Approval action.

Hope that helps!

Ferran

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