Showing results for 
Search instead for 
Did you mean: 
New Member

Approval Flow: One e-mail for many items

Is it possible to set up a flow for a SharePoint list that does the following?

1. Query a list for items based on a condition. For instance, if Add/Drop column is not blank, include in collection.

2. Send one approval email for all of those collected items.

  • Accept or Reject buttons would apply to the items as a whole.
  • Do not need accept/reject for each item.

3. Approver has ability to include a "reason" for Reject when rejecting from email.

4. Person who triggered Flow receives e-mail with Accept or Reject, and reasoning if Rejected. 


Part of the requirements here would be that the Flow can be manually started by the user once they've completed all of their edits to the list.


Community Support
Community Support

Re: Approval Flow: One e-mail for many items

Hi CHagedorn,


Step1 can be achieved by using a Condition, please try to configure the Condition with empty function.

Please check this thread and this documentation about Workflow definition language for a reference.

Step2, currently it seems that flow cannot be used to send an email with all the collected items. Per my certain knowledge, an email would be sent for each item. May I suggest you submit an idea at Flow Ideas Forum about this issue?

Step3, please consider to use Modern Approval action. Then Approver can give a comment for each Approve/Reject.

Step4,Say your flow is triggered by “SharePoint – When an item is created”, then you could use the action “Send an email”, and use the Dynamic content “Created by email” from the trigger, then the email would be sent to the user who created the item.



Best regards,
Mabel Mao

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Helpful resources


Super User Program Update

Three Super User rank tiers have been launched!


Power Platform 2020 release wave 2 plan

Features releasing from October 2020 through March 2021


New & Improved Power Automate Community Cookbook

We've updated and improved the layout and uploading format of the Power Automate Cookbook!


Power Automate Community User Group Member Badge

Fill out a quick form to claim your user group badge now!

Top Solution Authors
Top Kudoed Authors
Users online (8,313)