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Use Flow to create vacation request in SharePoint Online?

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Posted on by sestillings

Can anyone advise the best way to get an approved task to populate in a SharePoint Calendar? I've tried multiple different ways through Flow and through SharePoint tasks.

Bascially I need a worflow of new request > request for approval > approval received > item updated to reflect approval > new item created on shared calendar based on received approval. The item should not appear if the request is rejected (this is the issue I had with using the Approve/Reject option in Tasks; Rejected items still appeared in the Calendar view).

The flows I created are attached. The first is the approval flow for the request and works fine. The second flow was meant to trigger a new list item to the SharePoint Calendar so that the approved vacation request is visible.

Approval flow New item flow

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v-yuazh-msft Microsoft Employee on at

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Hi @sestillings,

Could you please share a full screenshot of the configuration of your first flow?

The Rejected items still appeared in the Calendar view means even if the request is rejected, the second flow would always create the item in the Team Calendar, and the result of the Condition in the second flow is true.

Please check if the "Approved (sar..." column of the item in the Approval list sample list is equal to "yes" even if the item is rejected.

Please make sure the "Approved (sar..." column of the item in the Approval list sample list isn't equal to "yes" when the item is rejected.

Best regards,

Alice

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sestillings 26 on at

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I don't see a way to attach images to my reply. I also am not able to paste from my clipboard directly into the response box. Could you advise on how to get images attached to my reply?

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sestillings 26 on at

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Nevermind, it appeared Micrsoft didn't detect me as logging in and once I was logged in the option for attaching images returned.

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v-yuazh-msft Microsoft Employee on at

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Hi @sestillings,

It seems that the flow would update the "Approved(sarah)" column to 'Yes' when the request is approved.

Does the "Approved(sarah)" column is Yes/No type column?

If the "Approved(sarah)" column is Yes/No type column, Please make sure to:

1.set the default value of "Approved(sarah)" column to "No".

2.when create new item in the Approval List Sample list, make sure the value of "Approved(sarah)" column is equal to "Yes".

3. As you have do, make sure update the "Approved(sarah)" column to Yes when the item is approved.

3.Please modify the Condition in your second flow to check if the dynamic content of the "Approved(sarah)" column is equal to "true", not the "yes".

Best regards,

Alice

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sestillings 26 on at

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Hello,

Yes, the "Approved (sarah)" column is a yes/no
The default value of the column is "no"
When a new item is created, the value is "no" not "yes" as you mention below. The "yes" is applied by the flow when the approver approves the request. This flow works as expected.
I modified the "Approved (sarah)" to equal "true" but I'm still not seeing an item populate on my "Team Calendar". The flow reports it was run succesfully however I'm not seeing the desired results.
Any other thoughts on how to alter my second flow to get an approved list item from "Approved (sarah)" to be add as an item on the "Team Calendar"?

Thank you for your help!

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