How to Create an Approval Workflow Using Power Automate | 2022 Tutorial

hi everyone michael back with another video in this video i'm going to show you how to create an approval process in power automate if you aren't subscribed feel free to subscribe i make power automate powerapps sharepoint and teams videos all right so let's get into it so to create an approval process and power automate is pretty easy in my example i'm going to be doing using a sharepoint list so when a new item is created in my marketing sharepoint i'm doing projects here so when a new project gets submitted i want it to send it to the manager and the manager is either going to say let's put it in progress or let's put it on hold so let's go into power automate and let's go to crete so this will be an automated cloud flow flow name let's do approval process for new projects and my trigger is going to be when an item is created so that's going to be when the item is created in the sharepoint list go ahead and click on create all right so uh first up enter in the site address it's pretty pretty simple and it is the marketing projects 2022 which is right here next step so we will search for approval so when the item is created after the creation i want to start an approval and for this one i'm going to do start and wait for an approval so with this step it's actually going to keep running the flow until someone actually says hey i approve this or if the group approves it so that's the only downside of using this the flow is going to be continuously running so i'd use this for small purposes and for my approval type i want to just do first to respond because i'm only sending it to one person the manager so the title let's do a new project submission and then i'm going to use dynamic content to get let me look at my sharepoint list the project title so that is actually the title field because if you hover over it you can see you get these extra options so that's the title so we will use that assigned to i want to i'm going to put in my email address all right i got my email address right here so that would be my manager uh details i will just do the project description for this and you can probably add text as well the item link i believe this is in the dynamic content so link to item right here and item link description we're just going to leave that blank and then there's a few extra options if you want to do this you can enable notifications enable reassignment so if this approval gets sent to the wrong person that person be able to reassign it to another user but we will keep those on yes for now you can do whatever you want all right let's do a control statement and i want to do a condition on the dynamic content i want to grab the outcome and this is going to be equal to so if the outcome is approved it's going to be approved it's not going to be approved it's going to be approved so if that is true i want to update my sharepoint item to show that it is actually in progress because when it's created it is set to hold on it is actually set to create so let's do an update item in my sharepoint it'll ask for the site address it's going to be the same list and the id is going to be when an item is created id because it's going to use the same item so title um this is required so you just have to re-enter it again it's not going to change but the project status is actually going to change and i want to put this to in progress and then i also want to send an email to the user just letting them know the status of the project if the manager accepted or declined it so we want to get a dynamic content i want to send whoever created the item you see when item is created you have a created by email right here so let's the email address of the user that created that a new project status so let me do the title so let's say beach party 2022 is now and we will do the project status value so it will say new project status beach party is now in progress hi we have decided to move forward on the project and i'll just include the title again thanks michael all right so that's all set and basically if no it's going to be the same as this side but we want to set it to on hold so update item when an item is created i want the id just re-enter the title because it's a required field and let's set the project status to on hold and then it's just going to be the same email but i'm just going to say hey the project's been delayed or on hold let me look at this so we want the created by email new project status on hold thanks michael all right so this looks good everything looks alright so let's go ahead and save this so let's go ahead and create a new project project title let's do um christmas party 2022 already for staff celebrating christmas project date let's do let's actually do a real deal let's do um we'll do the 17th contact name we'll put um ryan green for it and we'll set the project status to create it save all right so since the new item was created it should activate our flow and if there's no lag it should appear soon okay so it looks like the flow is running and as you can see since i chose a start and wait for an approval it's still going to run until i actually choose something so let's check my email it doesn't appear that my approvals are being sent to the right email so i think this approval went to the wrong account so let me redo this and just double check assigned to no that email is correct maybe the semicolon is throwing it off because i should receive a notifi notification in teams and my email as well so we're just gonna remove the semicolon even though i'm not sure if that's that's what it was but never hurts to check so we'll just run the flow again using the previous case and see if that actually works okay so i'll leave the troubleshooting in here so as you can see we the sunlight pollen if that's what it's called actually threw it off so we got the notification in teams as you can see there's an approvals tab right here so new project submission christmas party 2022 party for celebrating staffs are wearing christmas and as you can see we have all the details and i can cancel requests follow up or assign but i'm actually going to approve this request so let's go ahead and approve okay something went wrong wait a bit and try again so let me try that again approve submitting a response okay it's set to approve so that's okay and as you can see we got um the email but since i approved in teams the email automatically updated say hey you are completing the request and as you can see we finally got the email saying hi we've decided to move forward on the project christmas party 2022 thanks michael and the title works so let's go back to the flow and as you can see since i approved everything the flow ran successfully and the test succeeded i'm just going to cancel this one so it stops the flow from running because that will run pretty much forever or actually there's a time period it runs for i think it's like 14 or 30 days as you can see the christmas party 2022 has been changed from created to in progress if we check the history created and now it's in progress and that's a simple appropriate that's a simple approval process there's tons of use cases you can do if you like the video feel free to like subscribe leave a comment if you have any video ideas leave them in the comments and i will catch you in the next one

Channel: Michael Alex

Views: 94,420

Keywords: Microsoft, Microsoft Forms, Forms, Microsoft SharePoint, SharePoint, Teams, Power Automate, Power Platform, Microsoft Flow, Flows, Automation, Tutorial, Guide, 2022, Microsoft Outlook, Outlook, power automate, approval, approval workflow, approval process, creating an approval workflow, power apps, microsoft, microsoft flow, flow

Id: 3i_Bi9yVyiw

Length: 9min 54sec (594 seconds)

Published: Fri Sep 09 2022