Assign Approvers by Filtering a SharePoint List

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Posted on by seleff

I know the title may be a little confusing, so I will do my best to explain this issue in detail here.

Use Case: Tracking engineering projects and submitting them for approval.

I have one SharePoint list named "Project List" that contains details for each project as separate line items.

I have a second SharePoint List named "Approvers" that contains the names of each approver for each location. The "Approvers" column in this list is set to "Person".

I created a flow from "Project List" that is triggered by "For a selected item". The people that need to approve each project change based on the location of the project, as well as the project size. How can I automatically populate the "Assigned to" field with the emails of only those people pertinent to the selected project?

pertinent "Approvers" list column headers: Approver Role (single line of text), Approver (person), Site (single line of text), Level (number).

pertinent "Project List" column headers: Cost (currency), Site (single line of text)

I need to select all approvers that meet the following criteria and add their emails to the approval action:

- They are an approver for the same site as the selected item from "Project List"; Site (from "Approvers") = Site (from "Project List")

- Their Level (from "Approvers") is < the Cost (from "Project list")

How do I return a list of semicolon separated emails from "Get items" that I can add to the "Assigned to" field in the approval step?

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Building flows

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Hi @seleff Could you Show me Both Share Point List Picture, I Will Create sample for you.

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Amit_Sharma 1,569 Super User 2024 Season 1 on at

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Hi @seleff ,
I Have Created Sample For you,

1. The Trigger Action Is For a selected item Which Trigger When Someone Select Any Particular project.

2. After That Use Get Item (Get item Project List) Action Which Return Details of Selected Row from Project List.

3. After that Use Get Items (Get items Approvals) Action which Return Details of Approvals according to given condition.

4. After that initialize variable and select type is string.

5. Then Use Apply to each Action and pass body that return by get approvers action.

6. In Apply to each Action Use Appen to String variable Action and pass Approver Email Dynamic value that return by get approvers action and enter semicolon(;) .

7. After That use Start and wait for an approval Action and pass variable value in Assigned to Field.

Complete Flow

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