How to send a Power Automate Approval from a shared mailbox

[Music] hi everyone my name is Daniela squids and in this video I'm gonna show you how you can send an approval request for the shared mailbox a lot of people have been asking me how can I make sure that nobody sees the Microsoft Flo email address because a lot of people think it's strange that I get an email from Microsoft Flo when they receive an approval so in this video I'm gonna explain you how you can send that email from a shared mailbox and you can still include the link where you can approve or reject so without further ado let's move to my desktop and show you how it's been done so here we are in my flow I already created the trigger in here and there's nothing else in here the trigger doesn't have any inputs in there so let's start with adding a new step and we're gonna call that of course approval and we're gonna choose to create an approval action here we're not gonna use to start and wait for an approval action because that doesn't give you the chance to send it through a shared mailbox so you really want to use that create an approval action okay so let's start with the create an approval action I of course have to select an approval type in this case I'm gonna use the approve reject first to respond to action or approval type and I'm gonna choose a title and just gotta call this approval title because I want to show how I'm gonna send this with an email I'm gonna have to assign it to someone and in this case I'm just gonna toggle the switch to advanced mode and I'm gonna select the user email from the manually trigger that flow trigger I'm not going to enter any details item links I'm just gonna select the show Advanced Options and I'm gonna change the notifications to no and that's really important because we're going to create an approval here and if you want to send it through a shared mailbox you don't want to have both an email from Microsoft Lo and from your own shared mailbox so that's why we need to set that enable notifications to know so here we are we set the enable notifications to no I'm not gonna use any attachments in here I'm not gonna change the reassignment here I'm not going to use a requester here you can of course do that but for this demo I'm not going to do that so let's hide the Advanced Options and let's go to the next step and the next step is going to be a sent an email action and in the sent an email action you want to of course select the approval approval email from the approvers and when you hit this dynamic content field it will add a loop in there because of course with an approval you can send an approval to multiple people and in this case we use the first to respond so whenever somebody responds to the approver or the approval then that person would decide for the rest of the people if it's going to be approve or reject but of course it can iterate over multiple people so that's why it will change for each in there so here we are there you see the apply to each and for every approver it's gonna send an email and that's exactly what we want we want to change the subject and we want to change that to the title of the approval we want to add a text here so let's just add hi and then use the approver name in here we just want to say hi and in this case Daniel Austria and approval requests has been created for you please respond respond and then I'm gonna add a link here link to approval kind regards and I'm gonna use my company's name and we created some kind of bot for this we created the shared mailbox with the name Auto matey so I thought that was a fun name power automate automate e well we're gonna use that here and now I of course want to change the link to the approval and I want to add a link in here for now I'm gonna use the sample link so HTTP colon slash slash and I'm gonna add that now I'm changing to the code view and when I change to the code view I can change the link and that's the a ref link and I can just insert the respond link in there and that makes it possible for me to send the respond link in the link to approval and now I already sent the email to the approvers and the next step we run we want to have is of course the prover approvals sorry and wait for an approval and let's select approval ID in here and when I save this I can of course start the approval and perform the trigger action let's save and test I have to select continue run D flow and now I can see that the approval is going to be created it's sent the email and it's waiting for an approval so let's switch to my email and see if we already have one we already have an email and it's from myself to myself and it says hi Daniel US commits an approval request has been created for you please respond linked to to approval kind regards so GT out of my team so here I'm gonna select a link to approval and in here I can already respond to the approval request I'm gonna approve this one and select confirm so that my flow run doesn't keep on running for the whole time so in here you can see that my flow has ran successfully there have been some things that aren't to my liking so one thing I really don't like is the fact that there is a low importance to this email and that's something that happens all the time when you create and send an email action in power automate it has a standard setting of importance to low so the first thing we're gonna change now is we're gonna go to apply to each we're gonna go to the sent an email we're gonna go to the show Advanced Options and we're gonna change the importance to normal in this case of course if you want you can change the to high and then it's always really important with with the explanation mark in there and there's also something else that I didn't like because if you look at the email it's from myself and I don't want to send all the approval emails so in this case I can use in the Advanced Options so you really have to click the show Advanced Options link here you can find the from send as email address and when you have an shared mailbox where you have access to you can select that and then you can send an email from there so let's save this flow and try it again and see if I did anything right because otherwise it would feel of course but let's try it out select run flow select done and wait until the email has been sent we can wait until yeah here it is until the wait for an approval has the orange icon next to it then we know it's waiting for an approval so the other stuff has been done in here we can see that I got an email from associate E alt Almighty it has the approval type as the title as the subjects it includes my name in there it includes the link as well that hasn't changed but I can still approve or reject this email or this approval request and of course the there isn't any message that this message has been sent with low importance it's just a normal email with that I want to end this video thanks for watching and if you want to see the follow up to this video make sure to LIKE and subscribe so that you get a notification when the new video is ready if you have an ID for a video make sure to leave it in the comments below and I hope to see you at a next video bye bye [Music]

Channel: Daniel Laskewitz

Views: 10,036

Keywords: microsoft flow, power automate, microsoft flow daniel laskewitz, daniel laskewitz, flow approval, flow approval center, flow approval email, flow approval workflow

Id: ELlTKnhf0gY

Length: 10min 29sec (629 seconds)

Published: Wed Jun 10 2020