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Automate Multi Approval Process Using Triggers

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Posted on by Community Power Pla... Microsoft Employee

Hi,

I am pretty new to power automate and this is thing I am trying to do:

Whenever a file is created in a specific folder --> Read the name of the file --> If the name of the file has a "keyword" --> Then look at the same keyword present in the trigger column of a sharepoint list 1 and start an approval process for the supervisor and manager names adjacent to that keyword in the same sharepoint list columns named "Supervisor" and "Manager" --> also create a new sharepoint list 2 where the approval logs are saved.

Scenario:
Every time I place an order, I have to upload a file of the approval receipt in a folder on Sharepoint and everyone on my team reviews it and signs on it.
What I want is when I upload this file, an approval is sent to specific people based on keywords present on my file name.

I have a sharepoint list like this with multiple rows and different supervisor, manager and engineer for reach trigger.

So based on the names present adjacent to the trigger.

About creating a new approval log list, I have managed to do that by using create item function and adding new item every time a response is sent from an approver.

I am confused if I should use some dynamic value for condition or just text.
Also - I am open to creating a brand new flow if you any different suggestion.

Thanks!

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HamidBee 932 Super User 2024 Season 1 on at

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Try do this:

Use the “When a file is created or modified (properties only)” trigger to start the flow when a file is uploaded to the folder.

Use the “Get file metadata” action to read the name of the file.

Use the “Condition” action to check if the name of the file contains the keyword.

If the condition is true, use the “Get items” action to retrieve all rows from SharePoint list 1 where the trigger column contains the keyword.

Use a “For each” loop to iterate through each row retrieved in step 4.

Inside the loop, use an “Approval” action to start an approval process for each supervisor and manager name adjacent to that keyword in columns named “Supervisor” and “Manager”.

Use a “Create item” action to add a new item to SharePoint list 2 where the approval logs are saved.
You can use dynamic values in your conditions and actions by using expressions. For example, you can use expressions like contains(triggerBody()?['Name'], 'keyword') in your condition to check if the name of the file contains the keyword.
Community Power Pla... Microsoft Employee on at

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Thank you. I did this based on your info, (I have not done the create item thing as it is not on my priority right now, will do it once this is sorted) let me know if this is correct:
1.
2.
3.
4.
SudeepGhatakNZ 14,396 Most Valuable Professional on at

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You might be overcomplicating in my opinion.

The way I see it,

You should have a library where you can upload files. The library will have two metadata fields Manager and Supervisor. I assume these will be single values people fields.

1) Use when the file is modified trigger

2) Extract the Keyword

3) Use Get items with a filter on the Trigger name

4) Save the Supervisor and Manager in two separate variables

5) Update the file metadata fields so that you know who the approvers were

6) Start Approval process along with creating the entries in Approval log.

Will that work?
Community Power Pla... Microsoft Employee on at

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Hi Sudeep,

Thanks a lot for your reply. I did understand what you're saying in theory and it definitely sounds better than my complex approach. Although I am having a hard time figuring out how would I actually make this based on my very limited experience on power automate. If you have done this in any of your previous works, can you share a screenshot? Thanks.

Best,
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SudeepGhatakNZ 14,396 Most Valuable Professional on at

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Hi Hardik,

Hope this helps!

Run history:
Community Power Pla... Microsoft Employee on at

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Hi,

I tried this, but in my get items for the triggers, I am getting this text box in filter section:

I do not have a drop down like you do and when i click on add dynamic content is does not let me select any columns for the triggers list.
What do I add here?
Community Power Pla... Microsoft Employee on at

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Oh just found out that it is an experimental feature.