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How to send emails ONLY after an item has been approved

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Posted on by Littlefoot123

Hi there,

I'm building a form for employee status change (i.e. when an employee is switching to a new manager. The manager will submit the details into a MS form). I have built out the flower from scratch so far and the approval shoots over to the approver.

After approval, I want two emails to be sent - one to the requestor and one to HR for notification- but ONLY after it has been approved. Initially, when I tested out the form, it sent the approval request AND the two email notifications at the exact same time.

I tried building in a condition to only send the two emails after approval, but the flow keeps failing. Any ideas on what I need to change?

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Building flows

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PrasadAthalye on at

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Can you upload your flow picture? Which approval action are you using?

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Loosersic 50 on at

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Hi,

If I read it correctly, you want to send an approval email (Send an Email with Options) and then if the response = Approved, send two emails - one to the creator of the form/list item and one to HR?
Does the attached image help?

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ScottShearer 25,270 Most Valuable Professional on at

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@Loosersic

You mentioned that your Flow generated an error - can you post a screen shot of the error?

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Littlefoot123 22 on at

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I used the Create an Approval action with the body pulling information from a Microsoft Form:

(Sorry, it says I don't have permission to upload images for some reason)

https://imgur.com/m9CNMmX

https://imgur.com/bquatzk

(EDIT UPDATE: Disregard the above. I followed the other user's flow and used a different action instead and it is working now)

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Littlefoot123 22 on at

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Hi Loosersic,

Your pictures helped a lot! I switched out the approval type with the Send email with options and it seems to have worked. However, the format of the email is a bit unsightly and repeats the info, anyway to delete the line at the bottom under Request for your input?

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Loosersic 50 on at

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Hi Littlefoot,

You can use HTML to make it look nicer.
The email sending capacity for 'Send email with choices' is from about 1994. 🙂

However, you can use your original approval workflow. From memory I found that method a little clunky - not easy for the approver to actually approve. It made them sign into a webpage to press a button. The Approve by email is sooo easy.

I created a template flow called "Start approval when a new item is added"
It was easy to add in two extra emails when the APPROVED at the end of the approved option.

You can give this a try?

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PrasadAthalye on at

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Configure your flow like this and it should work...

Use 'Wait for an approval' action. Then check the outcome. If Approve, send email.

Like and Mark this as an answer if this resolves your issue.

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Littlefoot123 22 on at

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Thank you everyone for your helpful replies! I marked PrasadAthalye as the solution. I switched back to the Approval I was originally using- adding the wait for an approval and condition of outcome = approved, fixed the problem. Thank you so much!

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