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Build a flow with multiple dynamic approvers and update status on a sharepoint list

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Posted on by LaciM

Hello,

I have to build an approval flow with the following constraints :
- Number of approvers can vary, as well as the name of those approvers

- Update a sharepoint list automatically when an approver did validate its own part.

This should look like that :

Now, I created a list, in which the initiator can write down the stakeholders required to sign. When send the flow should send this to each stakeholder, and update the status from Pending to Done for its own part (either Production manager or Engineering or..) as soon as he or she validated it.

I started an approval flow, but I'm getting lost as I do not understand how I can make it work as the people's name are "dynamic" (at least not the same each time).

If somebody would be so kind to help me out or redirect me to a video or something to solve this issue, would be very much appreciated 🙂

Wishing you a nice day.

Laszlo.

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Building flows

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Unknown geen idee 1,757 on at

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Re: Build a flow with multiple dynamic approvers and update status on a sharepoint list

Dear H,

The input for the 'Assigned to' needs to be a variable input, either a variable or for example the output of another action. This input needs to be an email address. View screenshot below as example in concept.

In your case, you need to pull the relevant email addresses from the sharepoint list/excel table/form input ... with for example a 'List rows in table' or 'Get items' actions.
You can use the output of this action as input to the approval action, provided the output includes the relevant email addresses.
You may need to manipulate the data to get to the input you need.

To test the concept of this, I suggest that you create a 'Compose' action which only holds 1 email address (Just type an email address in the Compose action). Then create an approval in for the 'Assigned To' field you use the Compose action output (which is the email addresss).

Hope this helps,
Happy flowing,
Koen

PS, please indicate as solution if this is the case.

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LaciM 10 on at

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Re: Build a flow with multiple dynamic approvers and update status on a sharepoint list

Hello,

I did it a bit differently (I think), but in the end, it works almost like a charm 🙂

New question !
As you can see I have a 2 approver flow in //, and I need to go up to 10.

The difficulty I face is the following : If 10 stakeholders are to approve, it's no problem, but, if there are less, my flow will not go it the concatenate step (in the previous screenshot : Update Item 3).
Do you have a solution to have a ghost flow if certain stakeholders are missing ? I thought about having a generic email adress with a flow running behind to validate, but if there was something less heavy, I'd appreciate 🙂

Thanks a lot again !

Laszlo

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LaciM 10 on at

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Re: Build a flow with multiple dynamic approvers and update status on a sharepoint list

Hi everyone,

I finally found out on my own how to answer to my question. As it took a bit of time, I thought it would may be of some help for somebody else, so here it is :

In Condition, if the Output is not equal to string('') as an expression,then the flows continues for validation, otherwise it just writes down done (or nothing, depending how you want to materialize it)

Overview of the overall flow

I'm really a beginner in PA, therefore I may have added useless actions, but so far it's working (almost) like a charm.

Maybe a question to pros : why do stakeholders get 2 requests to approve for the same item ?

Thanks a lot in advance.

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