Single and sequential approval flow in Power Automate

Power Automate

 Single approval flow & Sequential approval flow

Power automate document

Definition:

Trigger:

A trigger is a powerful tool that automatically launches a workflow when a defined event happens. This enables you to automate complex business process without having to manually run the workflow every time. 

Condition:

You can set conditions between two actions (or between a trigger and an action) in a workflow. If the conditions are met, the workflow will proceed to the next action. If the conditions fail, the workflow will be aborted. 

Library:

The ‘LIBRARY’ section contains several pre-configured workflows that you can readily use. Some of these workflows are added to the ‘LIBRARY’ by Built.io Flow admin, while others are shared by Built.io Flow users. You simply need to import them to your ‘Workflows’ section to start using them. 

Action:

Actions open a range of possibilities for composing business logic. With Actions, you can perform operations, such as Create, Update, Delete, Assign, or Perform Action. Internally, an action creates a custom message. Developers refer to these actions as ”messages”. Each of these messages is based on actions taken on an entity record. If the goal of a process is to create a record, then update it, and then assign it, there are three separate steps. Each step is defined by the capabilities of the entity – not necessarily your business process.
 

How to sign up for Power Automate:

If you have not used other online Microsoft products, you will need to sign up.

1. In flow.microsoft.com, select Try free in the upper-right corner.
2. Enter your email address.
3. Select the right arrow.

How to sign in in the power automate

If you have used other Microsoft online products, either for work or yourself, all you need to do is sign in.

1.  In flow.microsoft.com, click or tap Sign in in the upper-right corner
2. Enter your email address.
3. On the sign-in page, enter your email address and password

There are 5 types of flows:

Create a flow from a template in Power Automate

Prerequisites

• An account on flow.microsoft.com
• A Slack account
• Office 365 credentials

Choose a template

1. In flow.microsoft.com, select Templates in the top navigation bar.
2. In the search bar, type Slack, and then select the search icon.
3. You will see only templates related to Slack, so you can now select Send a message on Slack when my manager emails me.
4. Confirm that this template will do what you want, and then select Use this template.
5. If you are not signed into Office or Slack, select Sign in and then follow the prompts.
6. After you confirm your connections, select Continue. Your flow appears, showing each action with an orange title bar.

Customize your flow

1. Select the title bar for an event to expand it, and then customize it (for example, by specifying a filter on the email that interests you).
2. Actions that require input from you will automatically be expanded.

For example, the Post message action is expanded because you need to enter a channel, such as your @username. You can also customize the message content. By default, the message will contain just the subject, but you can include other information.

1. Near the top of the screen, specify a name for your flow, and then select Create flow.
2. Finally, if you are happy with your flow, select Done.

Create a flow from your phone by using Power Automate:

Prerequisites

• An account for Power Automate.
• The Power Automate mobile app for Android, iOS, or Windows Phone on a supported device. The graphics in this topic reflect the iPhone version of the app, but the interface on an Android device or Windows Phone is similar.
• To use the template demonstrated in this topic, you will also need:
  • Office 365 credentials.
  • Push notifications enabled on your phone.

Then find the template and customize it just like in the previous section.

Create a single approval flow

Prerequisites:

To complete this walkthrough, you must have access to:

• Power Automate.
• A SharePoint Online list.
• Office 365 Outlook and Office 365 Users account.

Start creating a single approval flow from the scratch.

1. Sign in into Power Automate.
2. Select the My flows tab.
3. Select Create from blank.
4. Select the Create from blank button.

Add a trigger:

1. Enter SharePoint into the search box.
2. Find, and then select the trigger according to your requirement.
3. Select the Site Address and the List Name for the SharePoint list that your flow monitors for new items.

Add a profile action:

1. Select New step, and then select Add an action.
2. Enter profile into the Choose an action search box.
3. Find, and then select the Office 365 Users - Get my profile action.
4. Provide a name for your flow, and then select Create flow to save the work we've done so far.

Add an approval action:

1. Select New step, and then select Add an action.
2. Enter approval into the Choose an action search box.
3. Select the Approvals - Start an approval action.
4. Configure the Start an approval card to suit your needs.

Add a condition:

1. Select New step, and then select Add a condition.
2. Select the Object Name box, and then enter response into the search box on the Add dynamic content from the apps and services used in this flow card.
3. Select the Response token.
4. Select the Value box, and then enter Approve into the box.

Add an email action for approval.

Follow these steps to send an email if the vacation request is approved:

1. Select Add an action on the IF YES branch of the condition.
2. Enter send email into the search box on the Choose an action card.
3. Select the Office 365 Outlook - Send an email action.
4. Configure the email card to suit your needs.

Add an update action for approved request:

1. Select Add an action from the IF YES branch.
2. Enter update into the search box on the Choose an action card.
3. Select the SharePoint - Update item action.
4. Configure the Update item card to suit your needs.

Add an email action for rejection

1. Select Add an action on the IF NO, DO NOTHING branch.
2. Enter Send email into the search box of the Choose an action card.
3. Select the Office 365 Outlook - Send an email action.
4. Configure the email card to suit your needs.

This card represents the template for the email that is sent when the status of vacation requests change

Add update action for rejected requests.

1. Select Add an action.
2. Enter update item into the search box on the Choose an action card.
3. Select the SharePoint - Update item action.
4. Configure the card to suit your needs.

Request an approval

Create a vacation request in the SharePoint Online list you created earlier.

After you save this request, the flow triggers, and then:

1. Creates a request in the approvals centre.
2. Sends an approval request email to the approvers.

Manage sequential approvals with power automate

In sequential approval create the single approval and after action in the single approval start a new approval on both the sides i.e. when somebody rejects/accepts.