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Help - Creating a Holiday Approval System

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Posted on by KaneNG

Hi All

I love using Power Automate, I consider myself still fairly novice using it. However I have built up a good understanding of it now.

I been tasked with creating an ambitious Holiday approval system using a combination of the below.

SharePoint
Approvals
Outlook

I have found it easy to create the basic design of the system which I will outline below.

When an Item is created in HolidayApprovals SharePoint List
Start and Wait for an Approval
Condition
Outcome = Approve
Send Email confirming Approval
Get-Items from EnployeeInformation SharePoint List
Find Item Employee1 > Get Value RemainingHoliday
Preform Subtraction on Value NumberOfDays against RemainingHoliday value to create NewRemainingHoliday Value
Update-Item within EnployeeInformation SharePoint List Item Employee1 with NewRemainingHoliday Value
Update HolidayRequest SharePoint List Item to show status as Approved

The issue I am having is that I need to find out if it is possible to obtain a value from an item in another SharePoint list.

To be able to use that value to preform a subtraction calculation on the NumberOfDays Value.

Then to update the same item with the new value becoming the RemainingHoliday Value.

I hope this has been explained competently enough and I am happy to answer further questions.

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KaneNG 10 on at

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Hi
Is anyone able to help me with this?
Have I posted this in the correct section?

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Mister_Shaik 1,008 on at

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Hi @KaneNG ,

You can accomplish this like below,

Create a new flow with trigger "When an item is created" and set it to the "HolidayApprovals" list
Get the Employee record from "EmployeeInformation" list using OData filter query
Parse and collect the RemainingDays and Item ID of the record
Remaining Holidays - first(outputs('Get_items')?['body/value'])?['RemainingHolidays']
Item ID - first(outputs('Get_items')?['body/value'])?['ID']
Now, if the NumberOfDays requested is greater than RemainingDays or Employee record not found - Terminate the flow and update status as rejected
GetItems length - length(outputs('Get_items')?['body/value'])

Now Send out an approval to Manager/HR with Employee information
Based on result of approval, update status of HolidaysApproval item to "Approved/Rejected" and update the Remaining days of EmployeeInformation
Subtraction - sub(outputs('RemainingHolidays'),triggerOutputs()?['body/NumberOfDays'])

Hope you find this helpful!

Kind Regards,
Shaik Sha
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