add multiple lines from a sharepoint list to an approval email

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Posted on by Community Power Pla... Microsoft Employee

I'm a neophyte with all this, but eager to learn!

I am using the approval flow template in Microsoft Flow in a site list in SharePoint Online.

The columns are Date, Requester, Vendor, SKU/ASIN, Description, etc...

It is a little cumbersome to put in the same date, requester name and vendor for each row, but each item being requested has to be approved and the number of items on a request could be one or 30. So, question 1) Is there a workaround I'm not thinking of to make the redundant information self populate if the item is an addition to the previous?

MAIN QUESTION:

if the requester is ordering multiple items from the same vendor, the approval flow sends one email for each item. Is there a way to combine all requests on that day, from the same requester, for a specific vendor, and put all the items in a single email with an approval button and comment field next to each item?

Last question, out of curiosity, would It be more efficient if I made this a PowerApp? Where would I go to learn how to get started?

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v-xida-msft Microsoft Employee on at

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Hi @Anonymous,

Could you please share a bit more about your SharePoint list?

Thanks for your feedback, I afraid that there is no way to achieve your needs in Microsoft Flow currently, we could not customize multiple approve/reject buttons within a single email.

Best regards,

Kris
Community Power Pla... Microsoft Employee on at

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I have an organization that requires a complicated approval process for which I hope to create a flow.

I've got the multi-step approvals worked out, (thanks for the video), but what I don't have is a way to combine information to build the approval.

I have a folder in SharePoint called Purchase Requests. When the backup (quote, shopping cart image, etc..) is uploaded to that folder, an approval is triggered. HOWEVER, I need four pieces of additional information added to the approval request -- Department, Course Number, Justification, and whether the order is over $1,000.

In the SharePoint folder I created columns for each piece of additional information needed for that request. (Plus columns for approval "yes/no" and comments.)

So, how do I get those four pieces of information into the request so it can go out for approval?

I see how I can flow to a form to the person who uploaded the file, but how do I put the form information into the columns I created in the SharePoint folder? Can I?

I'm sooooo close!
Community Power Pla... Microsoft Employee on at

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I am looking for a solution to the same problem where multiple sharepoint list items created triggers multiple emails, did you figure out a way to consolidate your list items to send a single email instead of email one per item?
JohnAageAnderse 1,986 on at

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To answer your main question!
You have to use two lists for this - one for the request itself, and one for the items requested. Then you only need to get the approval on the request itself and only need to gather the additional information in the request itself.
The items requested will just refer (lookup column) to the request itself.
Hope this helps you on the way 🙂
Kind regards, John
Community Power Pla... Microsoft Employee on at

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Thank you, John.

I'm going to blame the next statement on the fact I've been out for a week with the flu and I'm almost positive I've permanently lost brain cells from never-ending headache it gave me. But,

HUH?

So, my people have to do three things? 1. Upload their back up to sharepoint. 2. Create a list item for their request. (I'm assuming you mean basic vendor information?) 3. Create an individual list item for each item they're requesting from the Vendor in item 2.

Lookup column, used them, but how in this circumstance?

I'm sure I'm being incredibly dense and the minute you break it down a little the light bulb will go on....but right now I'm sitting in the blinding darkness.

Thanks,
Leslie