Send approval mail to specific person based on Form multiple choice response - 12 different options

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Hi everyone,

I am new to automate flow and having trouble to get started with my case. Thank you in advance for your help!

1. In Form, user completes form & submits

2. Form sends mail to designated person user picked on the Form (12 options) for first aproval

3. Approver receives form to approve/reject (with complete Form response)

4. If Approved sends to email address for 2nd approval. If refused sends email to requester.

5. Second approval response sends email to requester.

Let me know if you need any clarification and thank you a lot for your time 🙂

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Building flows

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DAllen365 446 on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

@Anonymous, There are a couple different ways to solve this so I'll give you both options. The first part of your flow is straightforward:
Trigger - when a MS Form is submitted
Initialize variable ApproverLevel1 (string)
Initialize variable ApproverLevel2 (string)
Get response details (Forms)
When you do this, it will wrap it in an apply to each, thats ok
Dynamically set the Approvers either Switch or SharePoint list lookup
Get Level 1 approval
Check if the approval was approved
If yes, get level 2 approval
If no, email the submitter
Then we need to send it for approval level 1, and we need to determine dynamically WHO to send it to (the bolded portion above). There are 2 ways to go about this. Option 1 is where we use Power Automate to figure out who to go to by using a Switch action and create 12 options inside the switch, 1 for each possibility. Inside that switch I would just set the ApproverLevel1 variable to a person's email address, and another Set variable for the ApproverLevel2. Then below (outside) the switch, have an approval action where the approver is your ApproverLevel1 variable. Then do a condition based on the Outcome = Approved. If yes, run another approval action with the To going to ApproverLevel2 variable. Done!

Option 2 is mostly similar but instead of using Flow to do it, we use a separate SharePoint list we create to be where all the conditions and approvers 1 and 2 names are stored. You would create a list called like Approvers. It has columns for Title, Approver1 (person) and Approver2 (person). Then create an item in the list, one item per condition and assign the level 1 and 2 approvers. Then inside your flow, don't use a switch, and you will need to do a get items SharePoint action filtering where the Title = <form category>. Then do a set variable ApprovelLevel1 where its a Approver1 email address from the list, do another variable for level2. Then the approvals are the same. Hope this was helpful! If you still have questions I can try to clarify.

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Community Power Pla... on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

Hi @DAllen365
Thank you very much for your help, your solution was exactly what I needed!
I have decided to use the second option with sharepoint list but can´t work out the variables, when I choose option 2 in my list of approvers in forms, it sends to the email to option 1.
I guess something is wrong with my flow, could you tell from my screenshot what is not working?
Just before that action, I have chosen "Get items" from the approver sharepoint

Thank you!!

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DAllen365 446 on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

@Anonymous Sorry you're having trouble. You don't need to do the filter array. I replicated my suggested option 2 so I could screenshot it for you. I just did a quick test and it sent to the correct people. First, here is the SharePoint list:
My MS form is laid out as follows:

My Flow is configured like this:

The get items formula is just Title eq '<question>'. I hope this clarifies what I was referring to, if you have any other questions let me know.

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nendoo1984 2 on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

@DAllen365 - Hi there, I have been trying to implement your solution as it is exactly what I need, however I keep getting the following error -

This is my list in SharePoint:

Do you happen to know where I am going wrong?

Thanks!

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DAllen365 446 on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

@Neno Apologies for the delay in responding. The get items statement looks correct to me, but the get response details is wrapped in an apply to each which I dont understand. Can you show the questions from your form and the whole flow?

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awrobleski 2 on at

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Re: Send approval mail to specific person based on Form multiple choice response - 12 different options

Hi,

I have been following your thread because I am trying to recreate a similar approval process with one of my forms. I am able to get through the first approval process and then when it tries to go through the second layer of approval the flow fails.

Below are the errors I am receiving:
I have tried to change my condition statement from "is equal to" to "contains"
This is the set up of my flow:
Any help/guidance would be appreciated!

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