Power Automate

Sequential Approval

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Posted on by schithambaran

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Hi,

Good Day!!

Scenario as follows: I have prepared the Sequential approval flow to review the Invoices with 3 approvers as per the review sequence of

Approver (1) : Derick, Approver (2) Joseph, Approver(3) Mark. These details are stored in SharePoint List called Approvers, with sequential numbering. I submitted the first invoice for review.

While this invoice review is in progress simultaneously I will submit an another Invoice review request with different set of approvers Approver (1) : Derick, Approver (2) Joe, Approver(3) Mark for the same project by amending the SharePoint List Approvers. So what I experienced that first flow got impacted and new flow initiated with updated approvers name (Derick (1), Joe(2), Mark(3)).

What is the best way to maintain the first review request to maintain with the Approver (1) : Derick, Approver (2) Joseph, Approver(3) Mark.

Appreciate your help.

Best Regards

Sanil

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Building flows

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Daniel Bocklandt 5,099 Super User 2025 Season 2 on at

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Hey

I think it would be best to store the Approvers with the invoice request in a seperated List from the Porjects.

this way nothing gets tangeld up and your flow can reference just one record per Invoice request.

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schithambaran 138 on at

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Hi

Thank you so much for the suggestion.

However please find below the Approvers Details, Invoice review form and invoice approval flow to understand better. Then please suggest

Approvers List

Approval Form

Approval flow

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Daniel Bocklandt 5,099 Super User 2025 Season 2 on at

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Hey,

I see the problem. You create for each invoice review and each approver one record.

As soon as you send a second one the flow cant map wich record is linked to wich request.

Two ways how you can proceed. 1. you just add a Guid that serves as Unique ID or use the Invoice Ref.

You use this Unique ID to differenciate between the diefferent Review requests

Project Name Aprover Order Request ID/Invoice Ref

2. You Create for Each approval one line instead of 3

Project Name 1. Approver 2. Approver 3. Approver

This way you need to get the data only once since flow keeps the data in Cache as long as the flow runs.

I think the Second way would be best suited to resolve your issue.

Here is an article that explains the way you could handle it in the other list Manage sequential approvals with Power Automate - Power Automate | Microsoft Learn

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schithambaran 138 on at

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Hi

Thank you so much for offering 2 options.

If I will proceed with 2nd option did I able to receive the Approval report in 1 page ??

If I will proceed with 1st option did I need to enter the Unique ID in the Approver List every time. Any options, Please guide me.

Best Regards

Sanil

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Daniel Bocklandt 5,099 Super User 2025 Season 2 on at

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As I saw in your Pictures you've created a table in power automate to pass all the data.

We can do it also for the scenario 2

In a compose just add the table marked in Red. Instead of Approver1 and so on you take the dynamic value from your sharepoint approver list.

Then you use the Parse JSOn action. in Content you use the output from your compose and you leave the schema empty.

Click on the Generate from Sample and paste this in it:

[ {"AssignedTo":"approver1@test.com"}, {"AssignedTo":"approver2@test.com"}, {"AssignedTo":"approver3@ytest.com"} ]

Now you have a table as you did before. So you dont need to change anything on the rest.

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schithambaran 138 on at

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Hi

Thanks for the assistance. Please find the below amendments I did in the flow. Any other modifications required.

I did the following changes too. Please let me know if this is required or not.

- in the "Approver List" as per the below.

in the canvas application "Submit " button did I need to include the Reviewer 1, Reviewer 2, Approver.

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Daniel Bocklandt 5,099 Super User 2025 Season 2 on at

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That depends on how you handeld the app.
As I see in u-your images. the information comes from the button, and in the button you send a variable but only ID and Project name.

You can chose to either search for the approvers with the flow (You have the Project name) or to get it directly in the app and send it.

As you've configured it now it shoudl come from the app.

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schithambaran 138 on at

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Hi

Thanks for the message. Please ignore the last message.

I did work out as per your suggested answer and updated the canvas app as per the below.

Included the Reviewer 1, Reviewer2, Approver columns in MSInvoiceform and the flow modified(refer the 2nd snapshot). But receiving the following error (refer snapshot1). Please guide me.

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Daniel Bocklandt 5,099 Super User 2025 Season 2 on at

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Hey,

I think the last problem that you have here, is that you mention the whole person as a record.

so try adding a .Email behinf every approver

varItem1.Reviewer1.Email,varItem1.Reviewer2.Email,varItem1.Approver.Email

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schithambaran 138 on at

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Hi

Good Day!!

Thank you so much. That Email option worked for me.

But the email ids listing in the drop down menu are limited. How can I list out the complete list of members part of the organization. I have included the Office365 users add on with this app. But still the result is same.

Appreciate your assistance.

Best Regards

Sanil

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