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How to enable a workflow user to select one or multiple users from a specific SharePoint Groups (Not to everyone) as workflow approvers?

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Posted on by Gopal_Tiwari

Hello, I am trying to create a Workflow on a SharePoint online list. I have a workflow requirement where Flow end user should be able to choose/select approvers (one or multiple users) from a specific SharePoint Group of the site but we don't want ALL members of SharePoint group as approvers.

User should be able to select one or more users from the SharePoint group and trigger the workflow process and workflow task notification emails should be sent to only the selected users from the SharePoint group and also workflow tasks should be created for the same selected users.

Any help will be highly appreciated.

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ScottShearer 25,278 Most Valuable Professional on at

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@Gopal_Tiwari

This is a built-in SharePoint feature. A person or Group column can be configured to allow the selection only of people in a specified SharePoint group. Go to list settings and then click on the person or group column name to configure. You will need to create a SharePoint group that contains only the approvers for this to work.

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Gopal_Tiwari 5 on at

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@ScottShearer Thank you so much for your response. I am bit new to Power Automate so please bear with me.

If I create a new list column as suggested by you so does user needs to specify the approvers while creating the list item itself OR I can use this column while designing the flow so user(s) can select approvers dynamically while triggering the flow?

Please help me how can I use this column you have suggested while designing the flow.

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ScottShearer 25,278 Most Valuable Professional on at

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@Gopal_Tiwari

In my solution, users will select an approver while creating the list item.

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Gopal_Tiwari 5 on at

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@ScottShearer - Thank you for clarification. Your solution would work surely well when user can specify the approvers while creating item itself but that would be like hardcoding the approvers.

I was looking for a way so when user is triggering the flow, user should be able to use People picker control to select the user(s) from the SharePoint group dynamically rather than pre-entered values in the list item itself.

I know about two possible solutions but both somehow don't work for me:
1. I can provide flow user a way to select 'users' from across organization (as approvers) but this does not work for me as I want user to select users from only specific SharePoint group.
2. I can query 'All' users from specific SharePoint groups and create workflow tasks for 'All' users of that SP group. but, I don't want 'all' users from group as approvers.

any other thoughts or ideas?

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ScottShearer 25,278 Most Valuable Professional on at

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@Gopal_Tiwari

I am not aware of any way to select a user other than from a static dropdown list when a Flow is started. This would use a "for a selected item" trigger.

Another way to start the Flow would be from a "When an item is created or modified" trigger. If a user populates the approver column, the Flow will run - you can use a trigger filter for this or just a condition immediately after your trigger.

Finally, you might consider customizing the SharePoint forms with Power Apps - you might be able to find a way to meet your requirement in this manner.

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