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Multiple Approvers Outcomes

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Posted on by Community Power Pla... Microsoft Employee

Hi all,

I have created a flow whereby a new item being created in a SharePoint list triggers an approval email being sent out to the Leadership Team. Upon their decision (Approve / Reject), an email is generated, informing the owner of the new item of the outcome (Approved / Rejected). This is then also reflected in the SharePoint list where the status is altered from 'Awaiting Decision' to 'Approved / Rejected'.

However, the issue is that if the responses are not unanimous (All Approved / All Rejected) then I need an email to be sent out to the entire Leadership team + the owner of the new item created. Does anybody know if this is possible?

Many thanks in advance.

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manuelstgomes 6,625 on at

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Hi @Anonymous

Sure it's possible. You need first to configure your Approval action to "Everyone Must Approve". Then you'll get a combination of "Approve" and "Reject" that you need to parse. If you want the Global Outcome you can use the "OUtcome", but this will be a comma-separated string with all the answers, for example, "Approve, Reject, Approve". What I would do is the following. Do a split by "," using a "Rejected" then send an email.

split(body('Start_and_wait_for_an_approval')?['outcome'],',')

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Cheers
Manuel

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Community Power Pla... Microsoft Employee on at

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Hi Manuel,

Thank you for the reply. I am still a little unsure on how to structure the flow. I write down the flow as logically as I can, and maybe you could point out some suggestions?

1. Item created on SharePoint
2. Email sent out to Leadership Team (Options: Approve, Reject, Request Meeting)

Up to this point, I am fine. However, it is the responses that has me stuck:

1. All Approved = Approval Email sent out
2. Mixed Responses or Request Meeting = Email sent out requesting a Meeting
3. All Reject = Rejection Email sent out

Does this make sense? Sorry if any of this seems silly, I'm still learning 😛

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manuelstgomes 6,625 on at

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Hi @Anonymous

It makes perfect sense. Check out the following to see if it helps you.

Let's break it down into parts:

Trigger

This one is easy. Trigger when a new item is created and send the email to everyone.

Parse the results

First, we split the results:

split(body('Start_and_wait_for_an_approval')?['outcome'],',')

and then check if there are duplicates:

union(outputs('Compose'))

Acting upon the results

Then you need to do the actions in each path. First, we check if all the replies are the same. If they are, we have:

1. All Accepted -> Send email

2. All Request for the meeting -> Send Request for meeting

3. All Rejected -> Send rejection email

length(outputs('Distinct_of_elements'))

If there is more than one element, the send request for the meeting.

Makes sense?

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel

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Community Power Pla... Microsoft Employee on at

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Hi Manuel,

Thank you for your help (again).

I tested the flow, using myself as the "Approver" and upon receiving the Approval Email, I marked "Approve". However, the email response I received what that a meeting had been requested. Not quite sure what I have done wrong - any idea?

Many thanks again.

Luis

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