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customize default email body “Start and Wait for an Approval”

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Posted on by Pavan Kumar

We are using Start and Wait for Approval workflow in Power Automate with user options "ID is Required" and "ID is not Required"

we are getting the message in the email body - Others have already completed this request

How to customize this email body to include responder email ID and comments .

How to achieve this ?

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Power Automate Desktop

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David_MA 14,956 Super User 2026 Season 1 on at

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I am not sure I understand your post. So, a couple of questions:

Are the options "ID is Required" and "ID is not Required" the response options?

If no, what do you mean by this?

If yes, how is this relevant as these are not settings in the action?

For the message, "Others have already completed this request," I assume you're referring to a notification that is similar to the one below when you or someone else completes the approval that is displayed in the approval e-mail when the approval has been completed:

If so, set enable notifications to No.

You will no longer get approval notifications. You will need to send them manually if you don't want this notification. You can send the e-mail notification manually by doing this:

Use the create an approval action instead of Create and wait for an approval.

Follow this with an e-mail action to send the approval.

You can use the respond link value in the dynamic content under the create an approval action.

If you want to send a Teams notification, you can use the send an adaptive card action and use the Teams Adaptive Card content under the create an approval action, which will send the same notification to Teams that would be sent if notifications are enabled, except it will go to a chat with the approver.

Once you've sent the manual e-mail notification and Teams adaptive card, add a Wait for an approval action configured to the ID of the create an approval action.

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Pavan Kumar 10 on at

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Hi David,

Kindly find the response in-line

Are the options "ID is Required" and "ID is not Required" the response options?

Ans: Yes , these are response options for the clients

For the message, "Others have already completed this request," I assume you're referring to a notification that is similar to the one below when you or someone else completes the approval that is displayed in the approval e-mail when the approval has been completed:

Ans: Yes , this is a notification email received from Power Automate . Our query is we would like to customize this notification message with Responder Name/Email ID and their Comments when someone completes the approval

To elaborate this , If the notification was sent to 5 individual members and if it is approved/rejected by any one then the other 4 members must be notified

The notification message should display like - This request has already been completed by "Responder Name/Email" with the following "Responder Comment"

Kindly help to achieve this use case

Regards,

Pavan

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PowerDeveloperTP 453 on at

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Hello @PH-17031700-0

You cannot customise system generated email that other approvers receive once the approval process is completed.

One way to achieve is sending custom notification to approvers by disabling system notification

Send your own custom email

After the Start and wait for an approval action:

Add Send an email (V2) (Office 365 Outlook)

Configure the fields:

To:

If multiple approvers, you can use the same dynamic content you assigned in the Approval action, e.g., an array of emails, or loop through them.
Subject:

Include dynamic info like request title:

Approval request for @{triggerOutputs()?['body/Title']}

Body :Customize completely with approval link

Thank you.

Like my answer? - Hit that Thumbs Up. Resolved the Issue? - Hit Accept as Solution.
This helps others find solutions to future issues!

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David_MA 14,956 Super User 2026 Season 1 on at

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To send a custom completed message, do as I outline in my initial post. Then just add an e-mail action after the wait for an approval action to send the people who were assigned the task that it has been completed. It would take some work, but with some filtering or rules you should be able to filter out the person who completed the approval, so you don't notify them that it was completed.

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Pavan Kumar 10 on at

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Hi David/Team,

Our Issue has been resolved after adding Send an email V2 . Thanks for the assistance

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