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Workflow - to a review panel - only one person required to approve then 2nd stage to final approver

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Posted on by Brice235i

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Hello there, wondering if anyone could help with this workflow requirement. This multistage parallel and sequential workflow was easy to achieve with the 2010 approval workflow provided on a classic library. It isn't obvious how to achieve in Flow. For a start I don't think it is possible to dynamically select approvers. I'm thinking a Powerapp or Form is required.. not sure. Thanks.

Document draft ready for review in a SharePoint document library.
Document controller initiates a workflow that sends the document to a technical review panel. Of these people, only one of them needs to approve. Each document will have a unique technical review panel depending on subject matter., so they need to be selected dynamically by the document controller for each document.

If Approved

Notification to the person who started the workflow
Status field in SharePoint library updates to “Pending Scheduling Superintendent Review”

Document submitter must select the final approver who is on-shift at the time and start the 2nd stage workflow
If Approved

Notification to Document Submitter
Status field updated to “Approved”
Document is published as a major version
If Rejected
Workflow ends with notification to the Document Submitter
Status field updated to “Rejected”

If Rejected

If any of the review panel reject the workflow ends
Status field updated to “Rejected”
Notification to Document Submitter

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v-yamao-msft on at

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Re: Workflow - to a review panel - only one person required to approve then 2nd stage to final appro

Hi @Brice235i,

Do you want to create an approval flow when a file is created in SharePoint library?

Do you want to send the approval email to different people depending on the file name?

About your first level of approval, please take the following for a reference.

In the Assigned to field of the action Start an approval, insert the following code. It will return different people based on the file name.

if(contains(triggerBody()?['{Name}'],'test1'),'test4@contoso.onmicrosoft.com',if(contains(triggerBody()?['{Name}'],'test2'),'test2@contoso.onmicrosoft.com','test1@contoso.onmicrosoft.com'))

If yes, send an email to file creator, update file properties to Pending Scheduling Superintendent Review. If no, send email to file creator, update file properties to Rejected.

Please take it for a reference and try with your second level of approval.

Please feel free post back if you need more help.

Best regards,

Mabel Mao

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Brice235i 632 on at

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Re: Workflow - to a review panel - only one person required to approve then 2nd stage to final appro

Hi Mabel, thank you for your reply but unfortunately it is not relevant for this workflow

No, the workflow does not start as soon as the document is entered to the SharePoint library. The document controller will decide when to trigger the workflow - when the document is in final draft. It is possible to add a status column with "Send for Approval" to trigger. The document controller could update this status.

Do you want to send the approval email to different people depending on the file name? No, the document controller decides who the document needs to be approved by. Just like the old SharePoint 2010 workflow. The file name has nothing to do with it. it is the content/subject of the document e.g. electrical engineering content must be reviewed by electrical engineers, Survey policy to Surveyors. It is at the document controller's discretion... it is also determined by who is on-shift at the time... It is a mine site, so this is important.

As soon as anyone from the review panel approves, the workflow progresses to the final approval stage where the manager signs off.

@v-yamao-msft I've attached a screenshot of the 2010 approval workflow console on the classic library that everyone is used to using and trying to replicate in the modern libraries. Approval workflows for dynamic work environments cannot be configured in a rigid structure. The document controller needs to select the approvers based on who is on shift at the particular time, who is has the best technical skill set etc...

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Brice235i 632 on at

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Re: Workflow - to a review panel - only one person required to approve then 2nd stage to final appro

Hi, please see below for the solution.

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