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How can I let an approver select a value for a field in the 'start and wait for an approval' dataverse connector?

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Posted on by bp3378

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I am creating an approval flow in power automate for multiple approvers. I am using the 'start and wait for an approval' dataverse connector to achieve this. One of the requirements is that when approver 1 gets the email, I want the approver to select the second approver in that email, then click approve. Is there a way to achieve this in this connector, and if not other connectors possibly. Thanks.

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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One way to achieve this would be to have two (or more) columns, one for each approver (assuming that the approval levels won't change).
You start the approval with the first approver field populated. In your approval email, you could provide a link to a form (SP form or Power Apps) that allows the approver to specify the next approver.
You can achieve this within the Approval email as well, using adaptive cards.
Multi line Approvals with Adaptive Cards, Outlook and Power Automate (bythedevs.com)

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bp3378 114 on at

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@SudeepGhatakNZ The first approver will be selected from the D365 app which will trigger the power automate flow. Flow sends email to approver via 'start and wait for an approval' dataverse connector.
This approver gets the email, then I want this approver to select the next level of approver from the same email.

The multi line adaptive cards looks a bit complicated to pull off. So the only other way is to provide a link in the email to the d365 form? But with this method if the approver will be directed to the form to chose the next approver, would it makes sense to just use the outlook connector instead of the 'start and wait for an approval' dataverse connector since they can do everything in the form anyways. Just a thought.

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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You don't have to use Start and wait for approval if you don't need the features that it provides.
The approval action gives you some added benefits such as the ability to view the tasks in teams, the ability to reassign it to another person. It also manages the approval scenarios (single/multiple).
If none of them is a requirement, the Outlook connector should be fine

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bp3378 114 on at

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@SudeepGhatakNZ Yes your correct, I can only use outlook connector and I have tried. However, The email I get is blank and does not show the adaptive card. I followed the video and article exactly. I read in another site that I need to register the adaptive card, is this true?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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Hi @bpw ,
Adaptive cards is the more customised option.

I suggest you start with a much simpler approach and extend it later.

I was suggesting Send email with options action

You can set the approvers dynamically. Your emails will look like

You can add a switch case to route it to the right person

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bp3378 114 on at

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@SudeepGhatakNZ @In the email with options you added the names manually. Can I add an output of an array which contains the names from a previous step instead? And can I add an approve button in the email? And finally when user clicks on approve in the email which connector do I use to retrieve the response?

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SudeepGhatakNZ 14,394 Most Valuable Professional on at

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Yes you can supply it with an array in the format ["Sudeep",Ghatak"]
The email task completes as soon as you make a selection. There is no separate approve button.

Just thinking of it again, why can't you have a simple email like below, with a link to a SharePoint/PowerApps form where the approver selects the second approver and saves the form.

The flow gets triggered (as it checks for item modified), checks if the approver 2 column has a value, it goes forward else terminates.

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bp3378 114 on at

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@SudeepGhatakNZ @Yea I thought of sending them to d365 form but I liked the convenience of them doing everything from the email. So I guess then the best option is the adaptive cards? I have everything set up but im just not sure why the email is blank and not showing it. Do I need to register it first? I seen people do it without registering.

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