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How to create a flow, triggered when a new item in a Sharepoint List is created, which will then select the relevant information (e.g. email) from referencing another Sharepoint List, then sending an approval request for multiple approvers to accept?

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Posted on by gopher1

I started with a When an item is created trigger for a Sharepoint List, but how do I proceed with selecting a reference Sharepoint List to get the correct information.

1st Sharepoint List, Books

ID	BookName
1	Hello

2nd Sharepoint List, BooksAuthors

ID	BooksID	AuthorID
1	1	1
2	1	2

3rd Sharepoint List, Authors

ID	AuthorName	AuthorEmail
1	Bob	bob@outlook.com
2	Charlie	charlie@outlook.com

How do I get the AuthorEmail information when an entry in the BooksAuthors list is added?

And send an approval to all the Authors after?

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Building flows

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Gopala_Krishna 1,495 on at

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@gopher1

After you setup the trigger when an item is created an point it to the "BookAuthors" list, you can add a new Get Items action.

This action will point to the "Authors" list, click on the show additional options icon and then on the filter query enter ID eq 'AuthorID' select AuthorID from the dynamic content.(for more information on filter query - OData Filter query in SharePoint Get items in Flow (sharepains.com))

Now you will be able to get the related author information for the item created in the BookAuthors table. After this you can set the approval action to send approval to the related author.

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gopher1 8 on at

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Under start and wait for an approval, when I input an email from Get items, a 'apply to each' loop is created automatically. How to prevent that from occuring? Is there any way to use approval with external emails?

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Gopala_Krishna 1,495 on at

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@gopher1

As Get Items action returns the result as an array it is going into an apply to each loop, if you want the action not to go inside a loop you should have to use expression for the same.

You can find some great videos related to expressions - (222) power automate expressions - YouTube

For sending email to external users you can find the documentation here - Support for guest users in approvals - Release Notes | Microsoft Docs

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gopher1 8 on at

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How do you extract the a column data from a single object in the loop? I cannot extract it, tried initializing it to a variable but this cannot be done in a loop. Tried using compose in the loop and initializing a variable with that value but it cannot use for each loop outside the scope of the loop.

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