@wojcika yes this is certainly possible using a combination of Microsoft Forms, a SharePoint list and a flow to request the approvals and update the list. In a separate post I will explain the final point about a list of all contacts where approval has been given as this will already be quite a long post with all the screenshots, although it didn't take long to build the system and is not a particularly complicated flow.
Form. Create a form in Microsoft Forms for the student to confirm that they understand & accept the risks and to give the contact details:
SharePoint List. Create a SharePoint list with the following columns
Title: I normally use this for the responder's email address.
RisksAccepted, Contact, Telephone, Dean, Head and CreateList: all are single line of text columns:
DeanDate and HeadDate are date/time columns.
DeanComments and HeadComments are multiple lines of text columns.
Flow. Don't use the Forms template as it has an error, build the flow from blank. The overall flow looks like this:
1. The trigger is the Forms "when a new response is submitted" immediately followed by the "get response details" action.
2. Add a SharePoint "create item" action
3. Add a Start and wait for an approval action. Add the text you want and select the columns from the dynamic content box. At the end of each line add 2 spaces so in the email it wraps to a new line.
4. Add a SharePoint "Update item" action and for the approval or otherwise by the Dean select Outcome, Completion date and Responses comments. When you select the comments you will see that the action gets wrapped in an apply to each. This is expected so just leave it.
5. Add a condition that looks at whether the outcome was Approve. If it is then the next approval will start to the department head, if not we'll get the item and send an email with the decision and comments.
6. So in the red if no channel add a SharePoint "get item" action for for the Id field select ID from the create item section of the dynamic content box. Next, add a "send an email (v2)" action and enter the text you need and select the details including any comments made by the Dean.
7. In the green if yes channel add another start and wait for an approval, this time it will be for the department head.
8. Next add a SharePoint Update item action as earlier but this time select the Outcome, Completion Date and Responses Comments from the dynamic content box for the relevant columns in the list.
9. Next, add a condition to check if the department head's decision (Outcome) was Approve.
10. In the same way as before, in the red if no channel add get item and send an email (v2) actions.
11. Do the same for the green if yes channel but, obviously, with different working in the email.
Make sure you save your flow regularly as you are building it.
12. When the form is submitted the flow will run and will send an approval email to the Dean. This is in the form of an adaptive card which means that the Dean can approve or reject and add any comments directly in the email. When this is done the adaptive card will close so it can only be approved or rejected once.
13. The flow will wait until the Dean has submitted the decision and, if it's Approve, the next approval email to the Department Head will be sent. In the example below the department head is rejecting it.
The demail with the decision will then be sent to the Instructor.
15. The Create item and the subsequent update item actions save it all into the correct item in the SharePoint list.
Rob
Los Gallardos
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