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approval workflow - Change in the list

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Posted on by FirstTry

hello everyone

i'm sorry in advance if this is not the right place to post my issue. Its my first post here and my first experience with SP and Power Apps.

So, in advance of the issue i would like to present you my initial position and my goal:

I've created a list in SP and made an app out of it with Powerapps. The list contains absences of coworkers which can be approved or declined within an workflow. The goal of the app is to display the entries of the list i want (Filtered by name and / or two dates which one can give in via two timepickers.

Now i got an issue with the workflow. I receive an email where i can approve or decline what has been changed in the list. But what i was not able to do is that the workflow triggers to change the approval state in the list... Could anyone tell me how this can be done?

My list is called: Abwesenheiten

My columns are called: CreationDate, CreationDateNr, Title, Name, Color, ID, Reason, Start, End, Principal, Status, ApprovalWorkflow, Comment, Approval, ApprovalState,

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Building Power Apps

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365CornerDawid 377 on at

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Hey,

If by the workflow you referees to Flows / Power Automate then for the queries related with it you can create new topics in: https://powerusers.microsoft.com/t5/Forums/ct-p/FL_Comm_Forums

As for your descriptions:
In the Flow you dont need to only create Approval Task you need to checks its result and you are doing that via condition action and checking in it Outcome (dynamic value from Approval) equals to Approve.
IF yes then it will go to left green if not right to red.
In the conditional branch you can do other operation including update of the Status in SharePoint list via Update Item action.
For this action to work you need to have in Flow ID of the SP Item to which Approval refers!

Hope this make sense:) If something is unclear or I missed your point please let me know and provide more details - screenshots are more than welcome 🙂

IF I manage to answer your question please remember to accept the solution for other community members so they easier find answers 🙂

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FirstTry 33 on at

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First of all, thank you very much for taking your time and trying to help me.

As i am really new with SP and Power Apps, your explanation hasn't brought me a solution yet, since i don't know where and how to change those settings. Attached to my comment i try to upload you all informations i can give you about my current state.

I've created a workflow in Flow and also created a workflow within SP for the list. The result is i receive 3 emails. 2 of those are from the workflow within SP, one creates me a task and the other collects feedback. The third email i receive from flow. There i can approve or refuse, what is more or less what i wanted. But as i approve or refuse in that mail, nothing changes in the list.

I would like that the data from column Approval and Approval state would change (somehow i can't find those two colums in the list settings. U might know the reason for that)

Thank you again.

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rebeccas 2,591 on at

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You can do a Flow (Power Automate) that is triggered by 'When an item is created' and you will 'Send an email with options'. Then in that same Flow below the email you would have a Condition (if you have two options or you can use Switch if you have more more than two) that looks for the SelectedOption. So If SelectedOption is equal to Approve or something like that and then have the action below that does Update Item. The item you will be updating off the response is the item that was the trigger. Similar to below:

This example I have is for PTO request so I also have where it sends an email after updating item to let the originator know if it was approved or not.

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365CornerDawid 377 on at

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Thanks for the screenshots.

Again please next time remember to post question in correct forum this is Power Apps and you are asking for the help with Power Automate / Flows

In your configuration like written above you need to:
1.) Add new action under green section of process (for Approved requests)
2.) Find Update Item of the SharePoint connector
3.) Add this action
4.) Configure it, as the ID use the Trigger information
5.) Find the property / metadata which you want to update and set its value
6.) Do the same for reject / red section

Added screenshots so it should be easier for you to find that in designer.
As for other aspects I would strongly recommended for you to check YT change of Jon Levesque https://www.youtube.com/channel/UClBCcDTylJUzvP8sycg6pEA his have a lot of great videos including the ones which can help you with this issue.

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FirstTry 33 on at

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Thank you once again for your help and support. I'll give my best to put my next post in the correct forum / subforum. Ty for the advice.

I've followed your instructions and got a step closer to the solution i think. My next issue (i'm feeling so dumb rn) is:
In the "Update Item" process field, the fields (Approval and ApprovalState) are not listed / shown...
I could set almost every field, but exactly the ones i want to are not shown / listed...

Thank you again for your help and your patience.

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365CornerDawid 377 on at

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Be sure that you are updating correct site / list / item as maybe you could connect to the location very similar to yours.

Next you can try to open Advance options this will give you access to the Limit Columns by View and change it to value Use all columns:

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FirstTry 33 on at

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Thank you once more for your support 🙂 Rly kind of you!

As you can see in the following, it doesn't show me the two columns Approval and ApprovalState. Thats why i can't select those fields in the Power Automation App.

Do you have any idea why those columns are not displayed and how i can get them there?

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365CornerDawid 377 on at

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Thanks for the additional screenshots. Think I have the answer:
1.) The one with the link ApprovalState is the SharePoint 2010 or 2013 workflows link - soon SharePoint 2010 workflows are decommissioned and I assume you are working to create process to support this change. It is great as there is no so much time left.
2.) Approval column is most likely classic Approval status column and to change its value you need to use action called Set content Approval status:
Hope this will resolve your problem 🙂
Alternatively you can create own column to manage Approval.

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FirstTry 33 on at

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This has worked. Thank you so much for your support and your help.
If you're an expert in PowerApps, i might help me with my other topic where i want to implement a fitler with two timepickers.
Wish you a great day.
Thanks alot!

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365CornerDawid 377 on at

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Glad that it worked.

Funny that you selected your answer as the accepted solution 😛 but nevertheless happy that it helped.

SharePoint is working under some constrains and the date columns are specific to work with it is worth to start learn about DELEGATION if you want to apply Filters based on date information.

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