Employee Form Submission & Approval Process to the appropriate manager

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Posted on by anshenterprice

Hi Team,

I have 3 tables
Employee user table

empid | empname | empemailid | designation| department |managerid | ClientEmailID
201 John Sena john.sena@techgroup.com Sw Eng IT 10 phil.cottege@techgroup.com

MangerTable
ManagerID | MGRname |MGRmailid | designation| department
10 Tim.Richard Tim.Richard@techgroup.com Manager IT

EmpTransactionTable
empid | empname | empemailid | UploadExcelFile |LastUpdatedDate| Status
201 John Sena john.sena@techgroup.com | Excelfile 2024-03-11 Pending

I want to create a app once user login to the first page he should see the form
empname -textbox
empemailid-textbox
mangeremailid-textbox
above column will populate automatically because we have mapping between employee and manger table
Uploadfile -attachements

submit button

When the user clicks Submit, the data is stored in the Employee Transaction Table.

An automated email with the attached Excel file is sent to both the Manager and the Employee for approval.

Once approved, the user receives a confirmation email stating that the form has been successfully submitted.

Categories:

Building Power Apps

TablesStructure.xlsx

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Michael E. Gernaey 53,479 Super User 2025 Season 2 on at

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Hi @anshenterprice

I do not really see questions, but here is what I think you are asking for. Please make sure in the future to write clearly the questions you have.

Steps to do in the Flow

1. Create a Power Automate Flow

--For Inputs:

File Content input: You are going to pass the data from the Form

text : The email address of the user from the app. you will get this in the app from User().Email expression

Text: Optional have App pass in the email list of approvers

2. Add a Start and wait for Approval Action

-you will attach the file content that was passed into the Flow to the approval

-you will need to have the Approvers emails. You can either pass that in from the App also, or you can hard code, or you can use an Environment Variable

3. under the Approval put a Condition

on the left put the Response dynamic property from the Approval Step

is equal to

Approve <== the word

In the Yes side

You can now email the person who put in the request to let them know it was approved and you have their email because you passed it in

In the No side

You can email them the Approvers comments so they know what to fix so they can re-submit again later.

In the App Side

1. Add the flow to your App

2. In the OnSuccess property of the Form. Do not plus this RIGHT after your Submit it will fail to work correctly.

--This is where you will call the Flow, passing it the File Name and Content, the logged in users email address and possibly (I suggest) the approvers email

And... done.

if this explains what you want, please mark as the answer. If you need help further buildig it, please start another thread, sharing what you do related to what I put above and I will be happy to help you finish it

Cheers

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Try using copilot to help you create the app Use the Plan designer to create a business solution with Copilot (preview) - Power Apps | Microsoft Learn

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Michael E. Gernaey 53,479 Super User 2025 Season 2 on at

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Hi @anshenterprice

Did I answer your questions? Do you have any more questions?

What I put below is the structure you would do. while you can try CoPilot, as its in preview, you aren't gauranteed to get what you want. However, either way please let us know if either Answer is solid and or if you need more help.

If one of them helps you please feel free to Mark them and maybe a like also.

Cheers!!

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CA1105 545 Super User 2025 Season 2 on at

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Step 1: Set Up Your Data Sources

Connect to Your Data Source:

In PowerApps, connect to your database or data source where your tables reside. This can be SQL Server, SharePoint, or another supported service.

Ensure you have access to the Employee User Table, Manager Table, and EmpTransaction Table.

Step 2: Design the PowerApp

Create a New App:

In PowerApps, create a new app from blank or use a template.

Add a Form for Employee Details:

Use the Form control to create form fields for empname, empemailid, and manageremailid.

Set these fields to be read-only and configure them to auto-populate based on user login information.

Attachment Control:

Add an Attachment control for users to upload their Excel file.

Submit Button:

Add a Button control labeled "Submit".

Step 3: Logic and Automation

Auto-Populate Employee Details:

Use the User() function to get the logged-in user's email and query the Employee User Table to fetch details.

Similarly, query the Manager Table to get the manager's email based on managerid.

Submit Process:

On the submit button's OnSelect property, write a formula to:

Collect the form data and uploaded file.

Patch this data into the EmpTransaction Table.

Trigger a flow to send emails.

Step 4: Automate Email Notifications

Set Up Power Automate Flow:

Create a new flow in Power Automate (formerly Microsoft Flow).

Trigger the flow when a new item is created in the EmpTransaction Table.

Use the email connector to send emails to the employee and manager with the uploaded file as an attachment.

You can use conditions within the flow to handle approval and send a confirmation email once approved.

Step 5: Testing and Deployment

Test Your App:

Run your app in PowerApps to ensure it works as expected. Test data population, file upload, and email notifications.

Deploy:

Share your app with relevant users in your organization so they can access it.

Example PowerApps Formula

Here's a simplified example of how you might set up the OnSelect for the Submit button:

plaintext

SubmitForm(EmployeeForm); Patch( EmpTransactionTable, Defaults(EmpTransactionTable), { empid: EmployeeForm.LastSubmit.empid, empname: EmployeeForm.LastSubmit.empname, empemailid: EmployeeForm.LastSubmit.empemailid, UploadExcelFile: AttachmentsControl.Attachments, LastUpdatedDate: Now(), Status: "Pending" } ); Flow.Run(EmployeeForm.LastSubmit.empemailid, ManagerEmail, AttachmentsControl.Attachments);

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