Power Platform Community Forum Thread Details

Background

We are automating our manual travel requisition form in APAC with Power Automate,

What we have done

I managed to setup the Power Automate to have multiple level approvers.

What we intend to do next

We have about 8 regions in APAC, supported by different Country Admin

Different Country has different set of approvers, different requester has different reporting manager

So basically we have 3 layers of approvers (*Country Admin reviewed (1st Layer) > Hiring Manager approver (2nd Layer) > CFO / CEO final approver (3rd layer)

With the above intended action, after requestor submitted travel requisition workflow, it will route to specific country admin then to their respective managers then to the CFO / CEO? Do you know how do i set up this in the SharePoint List and how do i point it to my Power Automate workflow?

Categories:

Building flows

Process mining

Hey @CU02030838-0,

Yes, this is doable, and the key is to avoid hardcoding approvers inside the flow. Instead, I would recommend using a configuration-based approach with two SharePoint lists.

1) Travel Requests List (Main Form)
This is where users submit the requisition.
Include columns like:

Region
Country
Requestor (Person)
Hiring Manager (Person, optional if you auto-resolve)
Status
Current Stage

2) Approval Matrix List (Routing Logic)
Create a separate SharePoint list that controls who approves per region/country.

Example columns:

Region
Country
Country Admin (Person, allow multiple if needed)
CFO / CEO (Person)
IsActive (Yes/No)

You will have one row per region (8 rows for APAC).

How the Flow Should Work

Trigger: When item is created (Travel Requests)
Get Items: From Approval Matrix, filter by Region (or Country)
Layer 1: Start and wait for approval → Country Admin (from matrix)
If approved →
Layer 2: Get Manager (V2) using Requestor email (if you want it dynamic), then start approval
If approved →
Layer 3: Start approval for CFO / CEO (from matrix)
Update Status accordingly
This way:
Each country routes to the correct Country Admin
Each requester routes to their correct reporting manager
Final approval goes to the correct CFO/CEO

No need for 8 separate flows

The important part is keeping the approval routing logic in the Approval Matrix list, not inside conditions in the flow. That makes it scalable and easy to maintain.

Let me know if you’d like help with the filter query or expressions — happy to share those as well.