Skip to main content

Notifications

Community site session details

Community site session details

Session Id : 3WFstbm0VBrqkjOT7EYs+g
Power Automate - Building Flows
Answered

Creating a multi-user approval flow where some reviewers do not respond.

Like (0) ShareShare
ReportReport
Posted on 14 Jul 2020 16:23:35 by

Hi.

 

I have created a process flow for automating a document review and approval/concurrence process that is conducted concurrently by at least 3 assigned people; upwards of 20 assigned people when fully implemented.  It is using the 'Wait for Approval' process step.  The process flow works fine when all of the assigned reviewers have done their review and indicated their approval/concurrence or not. 

 

The process fails when some of the assigned reviewers complete the review/approval action and others do not respond.  For example, out of the 3 assigned reviewers that receive a request to review and approve/concur only 1 completes the action.  The other two reviewers do not complete the review.

 

It is using the 'Wait for Approval' process step with a timeout of PT2M (2 minutes for testing purposes); and configured the subsequent step to run after the wait for approval has succeeded or timed out. 

 

01-wait-for-approval.png

 

I have tried to use a condition statement to check if the 'Outcomes' is not null. 

 

02-condition.png

 

However, every time it runs:

1) the one reviewer takes the action to approve/'Concur'

2) the other two reviewers take no action

3) wait for approval process step times out after 2 minutes

The 'Outcome' value always comes back as null and doesn't register the one approval/’Concur’ action that occurred. 

 

03a-outcomevariable.png03-outcomevariable.png

 

So the action of getting and updating the record in the tracker never occurs.  Subsequently the completion email goes out; but doesn't display the 'Response Summary' value.

 

02-condition.png04-apply.png

05-sendemail.png06-finalsteps.png

 

07-timeout.png

What am I missing or can do differently so that I can process the approval actions that do occur; even if all of the reviewers have not responded?

 

Thanks! 

 

 

  • Verified answer
    Community Power Platform Member Profile Picture
    on 17 Jul 2020 at 16:20:31
    Re: Creating a multi-user approval flow where some reviewers do not respond.

    The 'Apply To Each' step to process each reviewer through the approval action that is suggested in the 'Timedout Approvals (get responses, if someone respond on time)' has been tested and appears to solve this issue.  

  • Community Power Platform Member Profile Picture
    on 16 Jul 2020 at 15:53:19
    Re: Creating a multi-user approval flow where some reviewers do not respond.

    Hi @edguerre. Thanks for the response. What I want the approval to do is:

    • Everyone assigned is supposed to take an action (concur / no concur)
    • Responses (concur / no concur) and comments received are updated in a tracker (SharePoint list)
    • No actions are required to reject or approve based upon responses received
    • There is a time limit for each review (2 weeks; 2 minutes for testing purposes)
    • Email generated at the end to indicate review period is closed and to review the tracker to see the responses and any comments received.

    What is happening is that some of the assigned reviewers completed the action/approval step; while others took no action to respond. So the approval step times out the 'Outcome' value returns null and doesn't register the reviewers that completed the action/approval step.  As a result, the tracker doesn't get updated.

     

    I am trying the suggestion of using the Apply To Each step to process each reviewer through the approval action that @ @v-bacao-msft suggested in the 'Timedout Approvals (get responses, if someone respond on time)' posting. Still testing; but looking favorable.

  • edguerre Profile Picture
    Microsoft Employee on 16 Jul 2020 at 15:19:41
    Re: Creating a multi-user approval flow where some reviewers do not respond.

    @Anonymous 

     

    So what you want your approval to do is:

    - Not everyone assigned needs to approve,

    - There is a time limit of X minutes,

    - If someone rejects, it should be immediately rejected,

    - If one or more people approve, without rejections, it will be approved,

    - If no one takes action in X minutes, another acction occurs.

     

    Is this it?

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Understanding Microsoft Agents - Introductory Session

Confused about how agents work across the Microsoft ecosystem? Register today!

Warren Belz – Community Spotlight

We are honored to recognize Warren Belz as our May 2025 Community…

Congratulations to the April Top 10 Community Stars!

Thanks for all your good work in the Community!

Leaderboard > Power Automate - Building Flows

#1
stampcoin Profile Picture

stampcoin 93

#2
Michael E. Gernaey Profile Picture

Michael E. Gernaey 70 Super User 2025 Season 1

#3
David_MA Profile Picture

David_MA 48 Super User 2025 Season 1

Overall leaderboard