Custom Approval Process in Ms Flow

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Posted on by krfajar

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Hi All,

I want to ask, is the feature in Ms flow for approval process, can be custom directly from the SharePoint list?

scenario: I have a SharePoint list with field 'Action' with data type choice 'Approve' or 'Reject'

field approve.png

And field 'Assign To' with data type 'Person or group' from email grouping in SharePoint Group

assign to.png

Because I need, when Approver-1 to do approved on SharePoint List with choose 'Approve or Reject' and put email in Assign To field for next Approver, my flow according to such needs. But the actually conditions, Approver-1 not choose yet 'Approve' or 'Reject in Action field (I waiting to 5 minutes) but, my flow approved or rejected automatically with sending double email notification.

With this my issue, I'm used 'delay' trigger Ms Flow with duration 5 minutes, but when Approver-1 to do Approved and put email Assign To to Approver-2, Approver-2 must wait for this notification email for 5 minutes and Approver-2 receive double email notification.

email double.png

How is the best practice for ms Flow that is created?

Whether approval process Ms Flow can be customization with collaboration on SharePoint list?

With a resource that is in Office 365 E3 without Plan Premium 1 in Ms Flow.

Please advice ya.. Thanks

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manuelstgomes 6,625 on at

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Hi @krfajar

You can use fields to fill in the options in the Custom Approval Process. Just use the same field in an "If" statement after that, and it should work (I haven't' tried it but theoretically, it makes sense). You can't use a switch for this, so you have to nest the ifs if you have multiple answers.

Something like this:

Makes sense?

If this is not what you need, please let me know, and we'll tweek the answer to fit your needs.

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Cheers
Manuel

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krfajar 153 on at

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Hi @manuelstgomes, thanks for your response.

Please check in my flow:
my flow: approver 1

Condition 2: for approver 2

Whether my workflow is correct? Thanks for your response and advice ya...

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manuelstgomes 6,625 on at

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HI @krfajar

I think it looks good. What happens when you run it? Do you get the desired results?

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Manuel

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krfajar 153 on at

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Hi @manuelstgomes
What happens when the compilation is run is when Approver-1 not choose yet 'Approve' or 'Reject in Action field (I waiting to 5 minutes) but, my flow approved or rejected automatically with sending double email notification.

With this my issue, I'm used 'delay' trigger Ms Flow with duration 5 minutes, but when Approver-1 to do Approved and put email Assign To to Approver-2, Approver-2 must wait for this notification email for 5 minutes and Approver-2 receive double email notification.

Or does the connector on the SharePoint List not support if used custom text field for Approval?

I found this article:
https://powerusers.microsoft.com/t5/Building-Flows/Custom-text-field-for-Approval/m-p/383605#M43339

On articles: "Currently adding custom text input fields is not supported within the approvals connector. If you think this should be added as a feature, you can create a post here or upvote already existing ones with a similar use case"

Please advice ya...

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manuelstgomes 6,625 on at

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Hi @krfajar

If you're using "Start and Wait Approval" it should wait for all of them to reply, even if it's a custom reply. There's no limitation there that I'm aware.

Are you using "Start and Wait" or just "Start Approval"? Having a delay is not good for many reasons so let's try to remove it and solve the issue without it :).

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Cheers
Manuel

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