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Help with Sharepoint Vacation Requests using Microsoft Flow

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Hey Guys,

I have been tasked with creating an intranet for my company and have got to the stage of a microsoft flow which allows people to request leave and for it to appear on a group calendar.

However, there are two important aspects that I have thus far been unable to add:

1. An integrated system whereby the amount of leave a staff member has left can be seen, which will decrease periodically as any staff member requests and goes on vacation.

2. A system for separate managers to approve leave as there is not just one manager who must do this. I need a system whereby the staff member can select their manager which will then send them an email for approval.

I am using Sharepoint 2016.

Thanks in advance for any help.

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rebeccas 2,591 on at

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I have one I built that is similar to this. I built a simple PowerApp that allows them to make the request in the App and it is tied to a Sharepoint list which stores the data (where you could also keep the days they have and have them deducted each time it is approved.

Then, I have a flow:
* Trigger - When an item is created (on my sharepoint list)
* An email with Options is sent to their selected Manager showing who requested, what days, reason, etc.
* If the Manager clicks Approve it sends an email to the employee letting them know it has been sent to HR, sends an email to HR letting them know it has been approved, and changes the status on the SharePoint List to approved (which you could also have deduct the day at that point)
* If the Manager clicks Deny it just sends back an email to the employee letting them know that it was denied and they need to contact their manager for further explanation and updates the Sharepoint list item with the status of denied.

Hope this helps!

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Community Power Pla... on at

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Hi Rebecca,

Thanks this is really helpful! Did you have anything in place whereby the user can select who is their manager, as in my company, there are multiple managers who can approve leave.

Alex

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rebeccas 2,591 on at

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On mine it is set where they can just put in the Manager (a people picker field so it can pull in their email address for the Flow).

I didn't set any restrictions be

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rebeccas 2,591 on at

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Sorry...hit post too quick...

I didn't set any restrictions because for us HR can see who was selected to approve for who and can verify that it is correct just like they did back when we did the paper form so I just left that part open.

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ScottShearer 25,270 Most Valuable Professional on at

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@Anonymous:

You probably want to consider using the Flow Approval action as well - it is designed for this type of requirement.

Also, you mentioned that there are multiple managers who can approve leave. Are there different groups of approvers for each person? Is there a single person that should be approving leave for each person? Where are the managers defined?

Hopefully, you'll be able to use the Flow get manager action to automatically populate the leave approver. To use this option, each individuals manager must have been configured within Office 365.

Scott

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GabrielStJohn on at

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Hey, @Anonymous!

Thank you for posting on the Flow Community Forum! It appears as though @ScottShearer would like some more information in order to further assist you properly with your issue. Please share any additional information that was requested in order to decrease the amount of time that it will take for you to be assisted!

Thank you for being an active member of the Flow Community!

-Gabriel
Flow Community Manager

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