After approving a process, automatically change the status from Pending to Approved

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Posted on by PowerSäm

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Hello all,
I have a short question regarding the approval of vacation requests.

I have built a process that when you create a request in sharepoint, it is automatically set to pending. I created in sharepoint a status column where "pending" is set by default.

The whole approval flow etc. is already in place, now I just want that when I start the approval process and it gets approved at the end, that in the sharepoint list the indication of pending automatically changes to approved. How can I do this? What element do I need to add at the end, after the approval condition?

I hope the question is formulated understandable and hope for many answers.

Thanks in advance

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eric-cheng 5,171 on at

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Hi @PowerSäm ,

The below assumes you have one Approver but in short, once the task is Approved, you can use a condition to match the Outcome. You then use an Update Item action in the SharePoint connector to update the relevant status field (in my example, it's Title). If you don't have the ID of the List Item, you can use a Get Items action to search for the item.

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PowerSäm 775 on at

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This is already going the right way, only my flow looks like this. Is there something missing? What exactly do I have to enter in the ID field?
I just want PowerAutomate to recognize that when the flow is approved, the created row in SharePoint changes from "requested" (which is the standart property) to "approved".

Is it possible to do it this way? Or is something missing? (See image below)
Am relatively new to PowerAutomate.

Thanks in advance

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eric-cheng 5,171 on at

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Hi @PowerSäm ,

For ID, you need to pass in the List Item ID of the item you updating. If you do not already have a reference in your flow, you can use the below item to look for it. In the Filter Query field, you can specify an oData query e.g. Title eq 'your title'

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PowerSäm 775 on at

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Thanks @eric-cheng ,

The problem is, I do not know the title either, because it is created at the same moment and entered by the user.

But I suppose the title was just an example, I have it done like this now, with the status. Status eq Apporved. Does that make sense?

I have already started the flow but nothing happened. (See image below)

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eric-cheng 5,171 on at

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Hi @PowerSäm ,

The filter should be specific to the list item so if you multiple items with a status of approved, it will update all all of them so just be careful.

Also, you need quotes around the filter i.e.

Status eq 'Approved'

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PowerSäm 775 on at

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Thanks @eric-cheng for your response.

I have done that, but unfortunately nothing happens. The flow runs through, but nothing changes in the sharepoint list. It remains as it was before.

Could it be because the sharepoint list is a selection option, i.e. you can choose between Approved, Requested, and Rejected. But by default it is set to Requested, but this should change after it is approved. Is it possible that it does not work because it is not a text field but a selection field?

Thanks in advance

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eric-cheng 5,171 on at

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Hi @PowerSäm ,

Can you first confirm that a valid ID is passed to the Update Item action is correct and that the action has ran successfully (with a green tick)

Next, can you confirm that the flow is executing the true (green) branch of your flow.

Lastly, can you take a screenshot of your run history at the Update Item section. The choice field should not matter.

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PowerSäm 775 on at

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Thank you @eric-cheng for your quick reply.
So I have checked everything again and it seems to me so far to have worked. (See picture below)

Only now what you fear has happened, every status has changed and not only the created one (See picture below).

Can this be because I have specified here? (See pic below)

Thanks in advance

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eric-cheng 5,171 on at

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Hi @PowerSäm ,

I have noticed your filter is looking for Approved items which you are then updating to Approved again.

Should it be Status neq 'Approved'

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PowerSäm 775 on at

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Ah ok, that seems to work, but I wonder why PowerAutomate always takes the 38 as ID and not the newly created row? Where is defined that behind "ID" the line 38 is stored in Sharepoint?

I create the rows in SP with PowerApps, so it should just take the ID of the newly created row... strange

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