cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

Approval Flow to Update Sharepoint List and email flow

Hey everyone,

I've built a pretty slick Power Automate flow for our SharePoint list to streamline the purchase approval process. It handles steps 1-4 flawlessly:

  1. New item created
  2. Approval sent
  3. Approval received
  4. Quote request email sent

But here's where I need your help: gathering purchase information after receiving the quote!

To complete the flow, I need two additional steps:

  1. Send email requesting purchase information (e.g., vendor, cost, delivery etc.) - this email is after the Quote department updates their information within the Sharepoint list. Once they click save - NEED EMAIL TO PURCHASE DEPARTMENT to input the required date needed for purchase. Once they are complete the email goes to the order department. That would be the end of the flow.
  2. With each update the 'ORDER STATUS' column is changed accordingly with each new update.

If you have any ideas or suggestions for these steps, please chime in! Your input will be invaluable in making this flow a powerhouse.

Thanks in advance!

P.S. If you're curious about the existing flow or have any Power Automate pro tips, feel free to share!

 
Pics below of the flow:
ChButler_0-1705609718855.jpeg

 

ChButler_1-1705609718855.jpeg

 

I do not get an email from here. The flow stops "EMAIL REQUEST QUOTE"
ChButler_2-1705609718856.jpeg

 

1 ACCEPTED SOLUTION

Accepted Solutions

The control Switch is very similar to a Condition control; except it only checks one value, but then has multiple branches. (Condition has multiple checks but only 2 branches Yes/No.)

 

wskinnermctc_0-1705680580808.png

 

 

You will trigger the flow, and then the Switch will check the Order Status value and then have flow actions based on each.

Switch control uses the value to determine which Case to use. Each case is like a separate branch of the flow.Switch control uses the value to determine which Case to use. Each case is like a separate branch of the flow.

 

Each Case of a Switch is like a separate flow. Only 1 Case is used per switch when it is run, like it can't run Case 1 and Case 2 at the same time.

 

You will have to think more about how the logic of the flow will work with the process. Like what makes sense for people to update the status to be. Then the Switch will use a Case that matches.

 

For example, when the Quote department updates the item, they could change the Status to "Quote Completed". The flow will trigger and the Switch will have the value of "Quote Completed". So in the Case with Quote Completed, you would put the flow steps that emails the next people in the process, purchase department.

 

 

Status Options Note:

(It wouldn't make sense for the Quote department to complete their step and they select the status of "Awaiting Purchase" because they don't think like that in the process. They only care about their step in the process and that it is completed. Once they are done, the quote department aren't awaiting for anything. So they should select "Quote Completed" instead of "Awaiting Purchase".

This is why it is beneficial for a Status column for each department and then an overall stage column for the item. Each department would select a status for their own action. You can make the flow change the overall Stage using checks against the department status columns.)

Example below of separate status with an overall Stage

Status and Stage.png

View solution in original post

4 REPLIES 4

So you are getting multiple people/departments to update a single item? 

 

You want the flow to send an email to the next department after the previous department updates an item? The department receives an email and then they go update their part of the item on the SharePoint list?

 

This isn't exactly the flow, this is more like the overall process. Please update or correct the process so I can understand better.

  1. New item created in SP List - Purchase Approvals
  2. Approval Request Sent - (to purchase approval manager??)
  3. Approval Received
  4. Item is updated with Purchase Approval Approved
  5. Quote request email sent - (to quote department)
  6. Quote Department manually updates SP List Item with info details - (checks their box or status complete? clicks save)
  7. Purchase Department email sent - (to purchase department)
  8. Purchase Department manually updates SP List Item with info details - (checks their box or status complete? clicks save)
  9. Order Department Email sent

 

 

So I don't have the exact method that this should work, but it seems like you have a number of people making inputs on a single item. There won't be a way for a single flow to continually track an item through the entire process since there won't be another trigger as people make changes.

For example, how will the flow know that the quote department changed the status and then move to emailing the next purchase department?

At best, you would have to put some delays and loops in the flow to continually check if the department made a change. This is not a good approach since it is dependent on timely updates and leaves a flow running.

 

My first suggestion: 

First - add a status column for each department - so when each department makes their change, their column is updated from like pending to completed. 

 

Second - add an overall Stage column that will signal where the approval is sitting. So this could be something like "Quote Pending" or "Quote Completed" so logically you know that it is either in that stage or the next stage.

 

Third - have your flow trigger on when an item is updated or modified. Whenever the flow is triggered, have it check the Stage column using a Switch function. Depending on what Stage it will follow that Switch Case path. 

 

This way there is a single flow that handles all the steps, but it doesn't do it all at once. The flow may be triggered 4 or 5 times on the same item.

 

Does something like that sound reasonable to you?

1. First - add a status column for each department - so when each department makes their change, their column is updated from like pending to completed. Okay I can do that to create the following columns:

Quote Status - quote information

IDIQ Status - purchase information

Those are the only two columns that need to be created.

 

2. Second - add an overall Stage column that will signal where the approval is sitting. So this could be something like "Quote Pending" or "Quote Completed" so logically you know that it is either in that stage or the next stage.Yes that does. So I do have an overall "Order Status":

ChButler_0-1705673942674.png

 

3. Third - have your flow trigger on when an item is updated or modified. Whenever the flow is triggered, have it check the Stage column using a Switch function. Depending on what Stage it will follow that Switch Case path. Never heard of a "Switch Function".  How does that play into the flow and where does that get placed within the flow.

 

Thank you for your response and really appreciate the support.

 

 

The control Switch is very similar to a Condition control; except it only checks one value, but then has multiple branches. (Condition has multiple checks but only 2 branches Yes/No.)

 

wskinnermctc_0-1705680580808.png

 

 

You will trigger the flow, and then the Switch will check the Order Status value and then have flow actions based on each.

Switch control uses the value to determine which Case to use. Each case is like a separate branch of the flow.Switch control uses the value to determine which Case to use. Each case is like a separate branch of the flow.

 

Each Case of a Switch is like a separate flow. Only 1 Case is used per switch when it is run, like it can't run Case 1 and Case 2 at the same time.

 

You will have to think more about how the logic of the flow will work with the process. Like what makes sense for people to update the status to be. Then the Switch will use a Case that matches.

 

For example, when the Quote department updates the item, they could change the Status to "Quote Completed". The flow will trigger and the Switch will have the value of "Quote Completed". So in the Case with Quote Completed, you would put the flow steps that emails the next people in the process, purchase department.

 

 

Status Options Note:

(It wouldn't make sense for the Quote department to complete their step and they select the status of "Awaiting Purchase" because they don't think like that in the process. They only care about their step in the process and that it is completed. Once they are done, the quote department aren't awaiting for anything. So they should select "Quote Completed" instead of "Awaiting Purchase".

This is why it is beneficial for a Status column for each department and then an overall stage column for the item. Each department would select a status for their own action. You can make the flow change the overall Stage using checks against the department status columns.)

Example below of separate status with an overall Stage

Status and Stage.png

Thank you so much for the information and solution for my issue. I will work on those changes. Again thank you.

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (1,936)