Creating an approval workflow for a refund request form

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Posted on 16 Jun 2024 12:25:10 by FR01

Hi all,

I am new to using Power Automate and first time creating a Microsoft forms approval workflow. I have watched multiple youtube videos but can't seem to get the flow to work correctly!

If anyone can help guide me step by step to create the below - PLEASE DO!!

I have already created a refund request form via Microsoft forms - need this form to be sent to a single person for approval when submitted, I need the email that is being sent to the approver to include the same information that was submitted in the form so that the approver can review the information and determine whether it is approved or rejected.

Once she has approved or rejected and commented, i want the approvers response to be sent back to the requester advising of the decision.

I then want this information to be collated in an excel spreadsheet with the information that was submitted in the form and stating whether it was approved or rejected. Every time a new submission is sent I want a new line to be added in the same excel spreadsheet.

PLEASE HELP AND ADVISE STEP BY STEP ON HOW TO DO THIS!! I AM LOST!

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Business Process Flows

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Nived_Nambiar 17,621 Super User 2025 Season 1 on 17 Jun 2024 at 04:44:54

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Re: Creating an approval workflow for a refund request form

Hi @FR01

As @Anil_g said- refer this once again

https://techcommunity.microsoft.com/t5/excel/getting-this-message-quot-this-won-t-work-because-it-would-move/m-p/309739

if still not resolving the issue - just delete the excel file - recreate the file again and the table with headers as well and update the flow to include the new file details in add row to table and see whether that helps !

Thanks & Regards,
Nived N 🚀

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YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

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FR01 8 on 17 Jun 2024 at 04:38:07

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Re: Creating an approval workflow for a refund request form

I have created another table to ensure there is no data filled below the table, i have also removed all filters and i have ensured the table is formatted to contain the answers from the form - it is still no working and giving me the same error
Nived_Nambiar 17,621 Super User 2025 Season 1 on 17 Jun 2024 at 04:33:54

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Re: Creating an approval workflow for a refund request form

Hi @Anil_g

Thanks for providing the answer- i got mislead by the message shown in right side of flow designer

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
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Anil_g 668 Super User 2025 Season 1 on 17 Jun 2024 at 04:05:23

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Re: Creating an approval workflow for a refund request form

@FR01

Few causes ofthe issue

1. is there any table below it or any data filled below the table? If yes please move to a different sheet
2. are there any filters applied on the table..if so remove them
3. Or is the table formatted to to contain more columns than you are providing?

correcting the above should fix the issue

cheers
FR01 8 on 17 Jun 2024 at 03:51:48

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Re: Creating an approval workflow for a refund request form

Ok - that worked, now i am getting the below error!
Nived_Nambiar 17,621 Super User 2025 Season 1 on 17 Jun 2024 at 03:24:34

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Re: Creating an approval workflow for a refund request form

Hi @FR01

This happens because the email address you have provided is Anonymous- which is invalid email address. I assume that form is used outside organization as well - like anyone can submit correct ?

if yes, then it would show responder email address as anonymous all time even a signed in user has also submitted. If you want only users in your organization submit the form response, then under form settings set the highlighted option

In your form it may be different environment name than MFST which is default environment for my case. So selecting that option makes the form available to users in your organization.

Else if you want to make the form available to external users as well- add a field in form to make user enter their email address so that we can use that value to send email after approval.

Hope it helps !

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌
FR01 8 on 17 Jun 2024 at 03:10:20

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Re: Creating an approval workflow for a refund request form

Thank you so much for this! so I have completed all your steps and got the below error?

I am not sure what i have done wrong?
Nived_Nambiar 17,621 Super User 2025 Season 1 on 16 Jun 2024 at 13:15:55

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Re: Creating an approval workflow for a refund request form

Hi @FR01

Let me provide a demo flow design which can help designing in actual flow. Note that certain fields may be different from what you need in actual, so you have to adjust in your flow accordingly.

For the demo flow design- following resources has been used

1. A form for this was created.

Note that- based on your requirement- it may change accordingly.

2. Excel file - to store response details

Here i have included information from forms - description & refund amount and finally approval status. The excel data should be wrapped in a table.

Flow Design

Use trigger when new response is submitted to trigger the process when form is submitted.

Use get response details to get details of responses submitted by user

Use Start and wait for approval action to create an approval action by assigning to a user and waiting for their response

Here we need to provide which approval - here i have selected anyone- approve- it means anyone should approve out of given approvers. Also provide a Title for the approval. In Assigned To field, provide the email id of person to which you need to assign the task to get approved.

Now once the approval action is submitted by user- check whether the approval action is either approve or reject, so to send mail to respective user regarding the approval status of the request.

If condition is true (if outcome is approve), then send mail stating approved

if not approved, send a email like this

After the condition - use add row to table to add the form details along with approval outcome to table in excel.

Here in this action, you have to select the excel file path and the table where data needs to be add to.

Overall flow design looks like this

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌
Anil_g 668 Super User 2025 Season 1 on 16 Jun 2024 at 13:14:28

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Re: Creating an approval workflow for a refund request form

@FR01
This is how the flow looks

1. When a form is submitted
2. Start and wait for approval - in this you can fill what all you want and who to send etc ..the data from step 1 can be used usign dynamic content options
3. Send email - So after approved or rejected the information can be mailed
4. Add row to table - this will add data to excel as you need

Hope this helps

cheers