Holiday Request approval flow - cancel or amend request before or after approval

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Posted on by AngelinaSpring

Hi - I've recently built a holiday request approval flow, and after a few teething problems, got it working. Yey!

However, one of my colleagues has just asked a good question...

What if they want to amend a request either before or after approval??

My basic flow works like this:
- new item added to Holiday Requests list triggers an approval flow

- director reviews request and approves or reject

- list item updated to approved/rejected

- colleague notified by email

- admin staff notified by email so that they can record the leave in the calendar and personel file

I would like to automate adding this to a calendar at some point but haven't got that far.

So, if a list item is amended or cancelled, how do I account for this so that the right people are informed.

Do I need a new flow?

Thank you

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Building flows

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Brownmattc 59 on at

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Did you find an answer to this? I would love to do the same.

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AngelinaSpring 25 on at

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Nothing yet...

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v-xida-msft Microsoft Employee on at

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Hi @AngelinaSpring，

Do you want to notify the approver when the Holiday Requests list item is amended or cancelled?
Do you want to send the approval email again when the item is amended?
Further, could you please show a bit more about your Holiday Requests list?
There is no trigger of SharePoint to monitor if the item is removed in Microsoft Flow currently. I have done some research on this and my thought as below:

I assume that there is a RequestStatus column (Choice column) that records the request’s status (Apply for, Cancelled, Edit or Completed) in your Holiday Requests list and this value is selected by yourself in SharePoint list:
Besides, there is an Approved column which indicate if the Approver has approved or rejected your request, the default value is Pending.
I have made a test on my side and please take a try with the following workaround:
Add “When an item is created or modified” trigger.
Add “Condition”, click “Edit in advanced mode”, type the following formula:

@equals(triggerBody()?['RequestStatus']?['Value'], 'Apply for')

Within “If/yes” branch of “Condition”, add “Start an approval” action, specify Assigned to field. Add “Update item” action, Approved field set to Response content of “Start an approval” action, RequestStatus Value set to Completed. Then add “Send an email” action.
Within “If/no” branch of “Condition”, add a “Condition 2”, click “Edit in advance mode”, type the following formula:

@equals(triggerBody()?['RequestStatus']?['Value'], 'Edit')

Within “If/yes” branch of “Condition 2”, add “Start an approval 2” action. Repeat actions in step 3).
Within “If/no” branch of “Condition 2”, add a “Condition 3”, click “Edit in advanced mode”, type the following formula:
@equals(triggerBody()?['RequestStatus']?['Value'], 'Cancelled')
Within “If/yes” branch of “Condition 3”, add “Send an email 3” action. Send “cancel approval request” email to the approver.
Image reference:

The flow works successfully as below:

Best regards,
Kris

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AngelinaSpring 25 on at

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Hi Kris

Thank you - my flow is a little different to yours so I'm going to test out your version. I'll let you know how I get on!!

Angela

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