cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
KMac1980
Helper II
Helper II

Approval emails are not consistently sending

As many others, it seems to be that the approval emails from flows are not consistently sending. I have a fairly complex approval process and out of 100 approvals, 4 of them have failed to send to the approver, however, they will get a notification on their phone as well as show in the Approval Hub!

 

Has anyone found a solution for this? What is causing random emails to not be sent to an approver? I am 2 weeks from go-live and their "fear" is that the approvals are not reliable. I need some type of data or response to present to the business owners regarding this. 

1 ACCEPTED SOLUTION

Accepted Solutions

We found the issue! Since the IP ranges were not posted anywhere, we were actually geo-blocking some of the emails because they were getting sent from the Singapore data center! We whitelisted the ranges given and the issue is resolved. I have requested a list of any additional items that may be affected by IP ranges/geo-blocking that we are not aware of.

View solution in original post

14 REPLIES 14
Pstork1
Most Valuable Professional
Most Valuable Professional

Are you sending these 100 approvals out from multiple flows?  or in parallel in a single flow?  With that many emails being sent at one time I don't think you can depend on all of them going through simultaneously. With that many approvals I don't think you should design it to run in parallel.  Find a way to organize it into smaller groups.

 

 



-------------------------------------------------------------------------
If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.
v-yamao-msft
Community Support
Community Support

Hi @KMac1980 ,

 

Do you mean that the approvers can get a notification on their phone and the Approval center but not an email?

 

Do only the 4 approvers have the issue?

 

Please make sure the approval emails are not moved into other folders, such as a Junk folder.

 

I haven’t seen such an issue on my side.

 

Please share more details on it and I will try to involve more resources to look into this issue.

 

Best regards,

Mabel          

 

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.

@Pstork1  I did a bulk of 10 at a time just to test. It would be extremely rare if we even have 2 at a time, however, it is still happening. I created a new item today, sent the item for approvals. The first approval step, i got the email fine, the second approval step which i was also the approver for, i did not get an email but i got a notification from Flow on my phone and it was in the approval hub online. 

@v-yamao-msft 

Yes, they are getting the notification on the phone, and in the Approval center, but not getting an email requesting them to approve an item. The Flow itself is not failing or even noting there are any issues. approval step.PNG

 

The approvals for each item will change and have been different in the times we have seen it. Yesterday through the tests I sent, i was the approver on all of them.

 

Approval emails are not going to Junk or Other or Quarantine. We have them whitelisted and marked as a safe sender. We ran a trace on my email and verified that they did not hit my email, junk, or quarantine. 

 

Pstork1
Most Valuable Professional
Most Valuable Professional

Are the approvals being sent by a single Flow or by multiple Flows running off the same trigger? This kind of problem is usually related to timing and capacity.



-------------------------------------------------------------------------
If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

@Pstork1 

The Approvals run when the status is = to "Sent for Approvals" and the hidden status is not equal to the status. The first step updates the hidden status to equal the status to preven looping.  The Flow checks to see if the delegate field is blank or not. Then it takes the appropriate approval path ( If delegate is empty, then it only sends to the 1st approver, if it is not empty it will send it to the approver AND their delegate) . The Flows are running fine with the exception of the missing emails. There is only 1 flow running on item modification.

 

Regardless of limits or not, which 10 at a time should not interefere or even come close to limits or capacity. I get it if an email takes a little longer to send because it is sitting in a queue, but that is not the case. Approvers are randomly not getting emails. From what I can see, there are no patterns or even a slight reasoning of what would be the cause. If there were, it would make me feel slightly better to be able to tell our business owners so that we know what to look for. 

Pstork1
Most Valuable Professional
Most Valuable Professional

Sorry, maybe I'm not being clear enough.  How many Flows are using the same trigger in this particular list? I've seen Approval emails fail in the past when there are a large number of individual Flows being triggered at approximately the same time. I'm pretty sure the system is just using a simple SendMail that doesn't wait for an acknowlegement.  So if there is too much traffic at a given point in time then the emails fail and are not sent. As I said, I've seen this happen when one Flow sends a lot of emails or when a lot of Flows are triggered at the same time and send multiple emails.

 

How many Flows are you using with the same trigger on the same list?



-------------------------------------------------------------------------
If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Just 1 Flow on the list  @Pstork1 

Pstork1
Most Valuable Professional
Most Valuable Professional

And there is nothing consistent about the email domains that don't recieve the emails?  Since you said they can see the approvals in the Flow web I assume these are all internal users?



-------------------------------------------------------------------------
If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Correct, all emails are going to internall users and there is nothing consistent or even a slight pattern emerging. @Pstork1 

Hi @KMac1980 ,

 

Could you try creating a new simple flow with an approval action to send an approval email to the 4 users who are not able to get the approval email?

 

The issue still cannot be reproduced.

 

Best regards,

Mabel

 

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.

We found the issue! Since the IP ranges were not posted anywhere, we were actually geo-blocking some of the emails because they were getting sent from the Singapore data center! We whitelisted the ranges given and the issue is resolved. I have requested a list of any additional items that may be affected by IP ranges/geo-blocking that we are not aware of.
KJG
Frequent Visitor

Hello,

 

How did you obtain a list of the IP addresses? Did you have to contact Microsoft to request them? I'm willing to bet my company has been having this same issue as well.

 

Thank you!

Anonymous
Not applicable

Hi,

 

Please, do you have any news regarding these IP addresses from Microsoft ? i'm having the same issue with my company (out of 70 approvals, only 40 were received).

 

Thank you in advance !

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (5,216)