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Power Apps and Automate Flow for multistep Approval process with edit/ view rights to the Proposal docs

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Posted on by 124

Hi Community friends,

@EddieE

I am developing a Power Automate solution for Biz side at my org regarding "Review and Approval process of new Proposal Request" submitted by a person, BOM.

 

There are several Reviewer/ Approvers needed for this process and BOM submits their info  [these Reviewer info is not stored in Share Point List, but dynamically needs to be pulled from the form submission]. The first reviewer, FEDM is notified to review the Proposal Doc [ and supporting docs] and make a decision [Approve/ Reject]. When the FEDM submits the decision, BOM is notified, and he/she will check the comments and may need to update the Proposal Doc. After that, BOM will push the process to go to next reviewer, Functional Support [may be multiple people, Financial Approver & finally to Business Approver, who makes the final decision [Approve/ Reject].

 

I have A Power App that BOM uses the Request Form to submit a Proposal Request with the Required fields relevant to the Proposal including Finance Manager, FEDM, … and the  Proposal Doc (s).  The various fields info is saved in a Share Point List1, The App calls a Power Automate flow to create a folder in a SP doc Lib for this new Proposal and saves the docs in that folder with a link of this folder in List 1. The Approval work flow starts [from the Power App sending Proposal ID to the Power Automate flow] -  first to FEDM with a link to the Proposal Doc folder to check the doc (s) and make a decision and add comments. Then to other Reviewers/ Approvers with email to BOM to check decision and comments and make any necessary update to the docs. The Finance Manager is also cc'd to the email.

The issue I am stuck at now is the requirement of edit/view rights of the Proposal doc and supporting doc (s). The BOM and Finance Manager are the only persons that will be allowed to edit the doc (s) if needed. The Reviewers/ Approvers like FEDM, Functional Support, Finance Approver and Business Approver can only view the doc (s) to make Approval decision [Approve/ Reject], but can't edit the doc (s).

Any suggestion is highly appreciated. Take care.

  • Verified answer
    reveur007 Profile Picture
    reveur007 124 on at
    Re: Power Apps and Automate Flow for multistep Approval process with edit/ view rights to the Proposal docs

    Hi friends,

    I found 2 possible solutions for my case:

    1. It's efficient to create Share Point security groups [usually each site has Owner, Members and Visitors groups] and add people who need Edit [Members] or Read-only [Visitors] access. Even it's a manual process, it enables us to manage the security of access to confidential documents.
      NOTE: I would suggest #1 method!
    2. Add people to a group to give edit or read-only access dynamically via Power Automate Flow. Below is the step I added and ran a test successfully! Cheers! Happy Coding! 🙂reveur007_0-1707174741710.png

       

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