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Multiple email selection for approval

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Posted on by PJ-04112114-0

Hi Everyone!

I have built a document library which contains files that require approvals for various different members in my team, depending on the purpose of the document.

The current flow uses an input trigger for emails, where I type in each person individually to form the approval list.

Does anyone know if it's possible to have a list of team members display so I can just select the relevant people, instead of having to type them in individually?

Thanks

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Michael E. Gernaey 53,369 Super User 2025 Season 2 on at

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Hello @PJ-04112114-0

How are users able to add documents? Just drag and drop them? Or a SharePoint Form / Microsoft Form / app?

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hugojesus 25 on at

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Hello,

This is a possible solution, if you need assistance please i'll be glad to help you.

Allow you to select, from a predefined list of team members, who should approve a specific document — without having to manually type in email addresses each time.

Solution: Use a Microsoft Form + SharePoint List or Excel Table

Summary of Steps:

1. Create a team list with names and email addresses.

2. Use a Microsoft Form to select the approvers.

3. Create a flow in Power Automate that:

Receives the form data.

Maps the selected names to their corresponding emails.

Triggers the approval request to the selected approvers.

Best Regards,

Hugo Jesus

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Michael E. Gernaey 53,369 Super User 2025 Season 2 on at

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Hi @PJ-04112114-0

Just to clarify. You said you have a flow for emails, which I assume are approvers.

However, can I ask where does the decision get made WHO will be part of that list? You cannot have a visual list in Power Automate

So you can do a couple things

1) have a configuration table/list/excel file in the back

2) have an approval type or document type in your list

3) pass the "Type" to the flow

4) the flow can then do a lookup for approvers in SharePoint or Excel

This is different from @hugojesus (which could be used also), in that I do not know from your details, does this all happen when someone "submits" a document and then it triggers approvals?

My point to this is, do you want people who are submitting to select approvers or have the Approval process determine automatically who the approvers are, hence my suggestion.

I really suggest SharePoint as its free and easily changable where-as Excel can be problematic and Dataverse is overkill.

So are you using SharePoint forms or just triggering on Save into SharePoint?

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