Dynamic Approvers using a separate Sharepoint list to get the Approvers Email

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Posted on by Tenred

Hello Community,

I'm trying to create an Approval Workflow for a Form.

One SharePoint list will contain the form, the second lookup SharePoint list will contain the Approvers.

When a Form is submitted, Based on the Country, Department and Risk Level(Red & Yellow) selected by the User. It filters the name of the approver on the Approvers list and sends it to them for approvers.

Is this doable?

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DJ_Jamba 2,837 Super User 2025 Season 2 on at

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Hi @Tenred

Yes, it's possible, so long as the Approvers SP list also has, Country, Department & Risk Level columns

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Tenred on at

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Hi @DJ_Jamba ,

Thank you for your response.

yes, I've created Department, Country and Risk Level Lookup columns in the Approver SP list, however, I'm still finding it a bit difficult. Is there any documentation/Video I can refer for this?

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DJ_Jamba 2,837 Super User 2025 Season 2 on at

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I did a brief search but could not find one, however using the Get Items action, this would be your query:

By the way if you have created column names with spaces e.g. 'Risk Level'

Then substitute the space with _x0020_ e.g.
(Department eq 'DEPARTMENT VALUE') and (Country eq 'COUNTRY VALUE') and (Risk_x0020_Level eq 'RISK LEVEL VALUE')

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Tenred on at

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@DJ_Jamba , I have 5 Departments and 150+ Countries and 2 Risk levels. The combinations to work with is huge in the SharePoint list.

e.g. Red Risk > USA> Department 1
Red Risk >USA> Department 2
Red Risk > USA > Department 3

👆 how do i solve this part?

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DJ_Jamba 2,837 Super User 2025 Season 2 on at

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I'm not sure what you're asking.
Dropdowns in SP are searchable and only the options that are selected by the user are sent to your flow.

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Tenred on at

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Apologies @DJ_Jamba ,

What i meant was, The approver SP list that I need to create will be huge.

Like since i have 2 risk levels, 150 countries and 5 departments to work with() below screenshot for reference.

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DJ_Jamba 2,837 Super User 2025 Season 2 on at

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SharePoint will be able to handle 10 times what you need.
The only issue I see is if a single person is maintaining that list manually. Please don't do that!
Have changes proposed through a form/power app and let flow handle it all

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Tenred on at

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Thank you @DJ_Jamba Makes sense 🙂

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DJ_Jamba 2,837 Super User 2025 Season 2 on at

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You're welcome!
d(-_-)b

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Tenred on at

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Hi, My flow doesnt get into the apply to each loop and gives the error"There's an error in your flow preventing the creation of Approvals. Use the link below to learn more about the errors with your flow and/or environment configuration."

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