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How to build a flow so pending approval requests are visible in Microsoft List.

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Posted on by JA-01101545-0

Hello,

I have built several flows that require an approval. I am the only one that is able to see all requests pending approval and person pending to approve that request through teams or power automate.

Sometime requesters reach out to me to ask, who hasn't approved a request they put in several days back.

Is there any way I can build a flow so all these approvals requests and approvers are displayed/visible on Microsoft list so other users can see them reach out directly to the approver?

Thanks

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Building flows

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Michael E. Gernaey 53,360 Super User 2025 Season 2 on at

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Hi,

What I like to do myself is create a list that captures things like

Approval Item, Multi-Person Column, or a string column that stores a comma separated Email List, approval comment, approved (boolean), whatever else you need

Then when it runs,

1. Puts all the people in the list before you send it out

2. as the flow, gets the responses from approvers, (or no response) where you can update your list with this information, now other people can see.

The thing though is, do the people you want to see this, should be able to see anything, or are you going to be line by lining it?

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JA-01101545-0 34 on at

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I want them to be able to see whatever I see on the approvals screen on teams or power automate.

Is there any way I can have more guidance on how that flow looks like?

Thanks

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Ellis Karim 11,683 Super User 2025 Season 2 on at

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Hi @

You could use a structure like the following,

create an item in your List with the Approval request details that you want people to see

Create an approval request

Update the list item (eg. status = Pending Approval)

Wait for the approval

Update the list item: Approved or Rejected or if the request timed-out (no one responded in time).

Ellis Karim
Blog | LinkedIn | Bluesky

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tom_riha 10,185 Most Valuable Professional on at

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Hello,

I normally keep this information directly in the list of requests. Add additional columns, e.g. Approver (people picker) and TaskAssignedDate (date), and every time you create a new task in a flow update these columns with the current date - utcNow() - and the current approver. Once the task is completed, empty these columns or update them with the next approver. This way everyone with access to the list will see who has currently a task to complete.

The nice thing about such structure is that you can build a reminder flow that'll use information in these columns to remind the people after some time.

Although such solution will work only if it's a first response applies approval. If you have tasks for multiple people where everyone must approve you'll have to get the data directly from the Dataverse DB.

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