Cancel Approval flow after user cancels request

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Posted on by syhrh

997 Super User 2024 Season 1

Hi,

I have a Leave Request list where the user clicks the cancel request, the status will change to Cancelled. Approval flow for that particular leave request has been sent to the Approver when the user creates a new item, so how to manage the Approval flow after it's been cancelled? The approver can mistakenly approve the cancelled one because they didn't know that request has been cancelled. Can the link or approval be invalid?

Thank you.

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Pstork1 69,129 Most Valuable Professional on at

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The only way to cancel an existing approval request is by using the Approval ID to delete the record in Dataverse approvals table manually. To get the Approval ID you would need to replace the start and wait for apporval actions in your flow with Create Approval and Wait for Approval actions. Then between those two actions you can save the Approval ID to the SharePoint record that matches that approval. That way when its cancelled you'll have the Approval ID. That will remove it from the Approvals dashboard, but will not remove the emailed link. There is no way to remove the email that is in process.

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syhrh 997 Super User 2024 Season 1 on at

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@Pstork1 Dataverse needs premium, right? If I don't have the premium then I cannot do it? So there's still approval in the email, then if the approver clicks the approve, will the approval still runs?

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Pstork1 69,129 Most Valuable Professional on at

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Yes, Dataverse would require a Premium license. There is no way to cancel an existing Approval using Power Apps or Power Automate without a premium license

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syhrh 997 Super User 2024 Season 1 on at

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@Pstork1 if I use Cancel Flow Runs? It will cancel the flow but the approval still exists?

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Pstork1 69,129 Most Valuable Professional on at

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Cancel Flow Runs will cancel the existing flow, but resubmit it. So you would need something in place to make sure that the resubmission doesn't just generate another approval. I'm also not sure canceling the run would remove the existing approval.

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Shuvam-rpa 897 Super User 2024 Season 1 on at

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@syhrh @Pstork1 Cancel the flow run will not cancel the Approval. the user can still approve or reject the approval which has been send earlier.

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syhrh 997 Super User 2024 Season 1 on at

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@Pstork1 Okay, thank you for your explanation.

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syhrh 997 Super User 2024 Season 1 on at

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Hi @Shuvam-rpa, so how to cancel the approval link that has been sent to the email? Can it be done by using only dataverse?

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Shuvam-rpa 897 Super User 2024 Season 1 on at

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@syhrh Yes as of now it's possible only with dataverse premium connector.
Kindly check below reference video link to get more info in this matter.
Link---> https://youtu.be/8CIKXNf3vcM

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!

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syhrh 997 Super User 2024 Season 1 on at

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I don't have a premium license so I cannot use Dataverse. So there isn't any other workaround?

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