Power Automate

How to access "Create an Approval" task url with multiple users

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Posted on by EV_hspatil31

Hi Team,

I am using "Create an Approval" action to create a task and putting Assigned To single user. Email is ending properly.

I want to share the same url to another user and he should be also can take a action.

Is it possible to share single user task url to multiple users? Also is it possible can I add that another user but he should not recive the email and he able to access?

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Manish Solanki 15,167 Moderator on at

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Hi,

You can route a task to multiple approvers by passing email addresses separated by colon(;) but I don't think there is an option to stop email notification to one of the approvers. Either email notification goes to all or none.

To enable /disable email notification use 'Enable Notifications' parameter:

If this helps & solves your problem, please remember to give a thumbs up and accept my solution as it will help others in the future.

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Ninjasabi 122 on at

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In Power Automate, the "Create an Approval" action is designed to assign tasks to specific users. By default, only the assigned user can take action on the task. However, there are a few workarounds you can consider:

Parallel Approval: You can create a parallel approval flow where multiple users are assigned the same task. This way, any of the assigned users can take action. However, this will send emails to all assigned users.
Custom Notification: You can manually send the task URL to other users using a separate email action in Power Automate. This way, you control who gets the email and who doesn't.

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EV_hspatil31 27 on at

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Hi Ninjasabi,

If task is created for any one user, he can take a action. But I shared this approval link to other user he can not take any action.

As you mentioned in #Custom Notification:: how we can do this. Can you please let me know on the same.

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Ninjasabi 122 on at

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Hi @EV_hspatil31,

Thanks for your follow-up! Let me clarify how you can use the "Custom Notification" approach and ensure another user can access and act on the approval task.

Key Consideration: Approval Ownership

In Power Automate, approval actions are tied to the "Assigned To" user(s). If you want another user to act on an approval, they must also be part of the approval assignment, even if they don’t receive an email. Below is a step-by-step guide to achieve this:

Option 1: Add Multiple Users to the Approval (Without Email Notifications)

Steps:

"Create an Approval" Action:

In the "Assigned To" field, include all users who should have access to the task (comma-separated email addresses if using multiple users).

To prevent email notifications, follow these steps:

Turn off the "Send email notifications" toggle in the "Create an Approval" action.

Alternatively, block emails from the flow by using a custom email instead of the default approval emails.

Custom Notification for the Task URL:

After the "Create an Approval" action, retrieve the approval task URL dynamically:

Add a "Get details of the Approval" action.

Use the approvalLink output to get the task URL.

Use a separate "Send an email" action to share this URL with selected users (who need access but don’t receive the automated emails).

Benefits:

All users added to the "Assigned To" field can take action on the approval task.

You control who receives email notifications and customize the content.

Option 2: Delegate Approval to Another User

If the approval task is already created and assigned to a single user, Power Automate does not allow others to act on it directly. However, the assigned user can delegate the task using the Microsoft Approvals app or Power Automate portal:

The original approver can reassign the approval task to another user.

Alternatively, create a new approval for the additional user(s).

Example Flow for Custom Notifications:

Here’s an outline of how you can implement the custom notification approach:

Trigger:

Use a trigger like "When an item is created" to initiate the flow.

Create an Approval:

Add the "Create an Approval" action.

Assign multiple users if both should access the task.

Retrieve Approval Details:

Use "Get details of the Approval" to fetch the approval link (approvalLink).

Custom Email Notification:

Use the "Send an Email" action to notify only the required users about the approval task and share the URL.

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