cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
CP153319
Advocate V
Advocate V

Approvals - Multiple Approvers - How to capture all their responses and comments?

I'd like to set up an approval which requires multiple approvers (where the approval must be approve by everyone). Couple questions:

  1. How do I capture their responses, response dates and comments in a SharePoint list if there are two or more approvers? I can't see any option for how to do that.
  2. If there are two approvers what happens if one person approves and the other rejects? I don't have a lot of time for R&D so I'm hoping someone can just tell me so I can just skip to setting up a flow of approvals instead of adding multiple people to one. 

Thanks for reading. 

1 ACCEPTED SOLUTION

Accepted Solutions
v-xida-msft
Community Support
Community Support

Hi @CP153319,

 

Could you please share more details about your SharePoint list?

Further, could you please show a screenshot of your flow's configuration?

 

For your first question, you could consider take a try to add a Multiple lines of text type column in your SharePoint list to store all approvers' response, response date and comment. I have created a SharePoint list on my side and the data structure of it as below:11.JPG

Note: The Response column is a Multiple lines of text type column in my SharePoint list.

 

I have made a test on my side and please take a try with the following workaround:

  • Add a "When an item is created" trigger, specify Site Address and List Name.
  • Add a Variables-> "Initialize variable" action, Name set to AllResponses, Type set to String and Value set to empty.
  • Add a "Start an approval" action, Approval type set to Everyone from the assigned list, specify Assigned to .
  • Add a "Apply to each" action, input parameter set to Responses dynamic content of the "Start an approval" action. Within "Apply to each" action, add a "Compose" action, Inputs field set to following formula:

 

concat('ApproverName: ',item()?['responder']?['displayName'],' ResponseDate: ',item()?['responseDate'],' Comment: ',item()?['comments'],'</br>',variables('AllResponses'))

 

Add a "Set variable" action, Name set to AllResponses, Value set to output of the "Compose" action.

 

  • Under "Apply to each" action, add a "Update item" action, specify Site Address and List Name, The Responses field set to AllResponses variable.

Image reference:12.JPG

 

13.JPG

The flow works successfully as below:14.JPG

 

15.JPG

 

 

For your second question, any one of the two approvers reject the approval request, the whole approval request would be as rejected. In addition, if first approver reject the approval request, the whole approval request would be as rejected and the second approver could not make any response to this approval request.

 

 

Best regards,

Kris

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

View solution in original post

43 REPLIES 43
ScottShearer
Super User
Super User

You can capture responses from the approvers in two ways:

1) Reference the response summary data via dynamic properties.  This method does not include the approver comments

2) Loop through all the responses (Apply to each) and reference the Approver Name, Response and Comments columns

 

If one approver rejects, then the request is rejected and the approval ends at that time.

 

Please post if you have more questions or if this solves your issue.

 

In the Flow below, I update a multiline SharePoint column with the data in the variable at the end of the Flow.

 

ApproverComment1.jpgApproval2.png

 

 

 

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

Scott
v-xida-msft
Community Support
Community Support

Hi @CP153319,

 

Could you please share more details about your SharePoint list?

Further, could you please show a screenshot of your flow's configuration?

 

For your first question, you could consider take a try to add a Multiple lines of text type column in your SharePoint list to store all approvers' response, response date and comment. I have created a SharePoint list on my side and the data structure of it as below:11.JPG

Note: The Response column is a Multiple lines of text type column in my SharePoint list.

 

I have made a test on my side and please take a try with the following workaround:

  • Add a "When an item is created" trigger, specify Site Address and List Name.
  • Add a Variables-> "Initialize variable" action, Name set to AllResponses, Type set to String and Value set to empty.
  • Add a "Start an approval" action, Approval type set to Everyone from the assigned list, specify Assigned to .
  • Add a "Apply to each" action, input parameter set to Responses dynamic content of the "Start an approval" action. Within "Apply to each" action, add a "Compose" action, Inputs field set to following formula:

 

concat('ApproverName: ',item()?['responder']?['displayName'],' ResponseDate: ',item()?['responseDate'],' Comment: ',item()?['comments'],'</br>',variables('AllResponses'))

 

Add a "Set variable" action, Name set to AllResponses, Value set to output of the "Compose" action.

 

  • Under "Apply to each" action, add a "Update item" action, specify Site Address and List Name, The Responses field set to AllResponses variable.

Image reference:12.JPG

 

13.JPG

The flow works successfully as below:14.JPG

 

15.JPG

 

 

For your second question, any one of the two approvers reject the approval request, the whole approval request would be as rejected. In addition, if first approver reject the approval request, the whole approval request would be as rejected and the second approver could not make any response to this approval request.

 

 

Best regards,

Kris

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

Thank you for taking the time to do that! 

 

I've chosen to take another route, not for design reasons but because I need the flow to keep pushing forward (can't have one person reject and it stops). 

 

I've marked your response as a solution because that would work and I've seen other people asking about that type of solution. 

 

Thanks

Hi,

 

I have about 8 approvers. I observed that the "Responses"Column in the SharePoint List doesnt hold any data until all 8 of them have approved.

 

Is there a way to make the responses update as the users are approving the item? Thats what I really need. I need to know who has approved/rejected and who hasn't any


@v-xida-msft wrote:

Hi @CP153319,

 

Could you please share more details about your SharePoint list?

Further, could you please show a screenshot of your flow's configuration?

 

For your first question, you could consider take a try to add a Multiple lines of text type column in your SharePoint list to store all approvers' response, response date and comment. I have created a SharePoint list on my side and the data structure of it as below:11.JPG

Note: The Response column is a Multiple lines of text type column in my SharePoint list.

 

I have made a test on my side and please take a try with the following workaround:

  • Add a "When an item is created" trigger, specify Site Address and List Name.
  • Add a Variables-> "Initialize variable" action, Name set to AllResponses, Type set to String and Value set to empty.
  • Add a "Start an approval" action, Approval type set to Everyone from the assigned list, specify Assigned to .
  • Add a "Apply to each" action, input parameter set to Responses dynamic content of the "Start an approval" action. Within "Apply to each" action, add a "Compose" action, Inputs field set to following formula:

 

concat('ApproverName: ',item()?['responder']?['displayName'],' ResponseDate: ',item()?['responseDate'],' Comment: ',item()?['comments'],'</br>',variables('AllResponses'))

 

Add a "Set variable" action, Name set to AllResponses, Value set to output of the "Compose" action.

 

  • Under "Apply to each" action, add a "Update item" action, specify Site Address and List Name, The Responses field set to AllResponses variable.

Image reference:12.JPG

 

13.JPG

The flow works successfully as below:14.JPG

 

15.JPG

 

 

For your second question, any one of the two approvers reject the approval request, the whole approval request would be as rejected. In addition, if first approver reject the approval request, the whole approval request would be as rejected and the second approver could not make any response to this approval request.

 

 

Best regards,

Kris



per time. 

 

Your suggestion will be most appreciated. Or am i missing out something u have explained above?

 

Regards

I got everything to work, which was great, however I can't seem to get the responses on seperate lines.  Is there a way to do this.  My form is created from a custom list in PowerApps, it looks like that is the only difference.  It's like the concat string doesn't understand </br>. Any help would be appreciated.

 

Anonymous
Not applicable

Thanks for posting this solution. I'm trying to do something like this and realised this too. My issue is that I'm calling in my approvers from a mult-person field and it puts the whole approval into a 'for each' loop. Is it still possible to capture the complete responses and act on them similar to this example?

How would you adjust the formula if I want to have all the response names, date, and outcome in separate fields? Not concatenated in the one field. 

Also for some reason I am getting all responses concatenated on one line entry in my SP list but then another line for one other approver - can't figure out how or why that is happening? 

Anonymous
Not applicable

I have tried this method, but every time I get to the "Update Item" portion it asks for a list name. However, I need this to say Folder Name. How can I work around this?

Anonymous
Not applicable

The 'Update Item' action is for SharePoint lists and as such wont have a 'Folder' option. Are you trying to update a document or something?

Anonymous
Not applicable

Yes, I am trying to create a flow for multidepartmental approval workflows. In our process at least 3 to 4 managers have to sign off on the document for Standard Operating Procedures, Policies, etc.

Anonymous
Not applicable

Hi,

 Try using the SharePoint 'Update File Properties' action in that case and you'll be able to update the item you're running the approval on. If I've mis-understood this then you might want to share an image of your flow so we can better understand what you're trying to do.

Thanks,

Jason.

Anonymous
Not applicable

Below is where I keep getting stuck. I want to choose who to email at the time of the approval request. I don't want the request to be automated because I need to review the formatting prior to the approval start. I will manually trigger the approval. I need to select the managers who will do the approval at the time of the request, because each document has different requirements, especially SOPs, Policies, etc.

 

I am not certain if I need the "Initialize Variable" component.I am not certain if I need the "Initialize Variable" component.

 

start and wait for an approval.JPG

start and wait for an approval4.JPG    start and wait for an approval5.JPG

Here is the flow overview.

start and wait for an approval2.JPG

You could create a column in your document Library called "Approval Type" and make it a "Choice" column where you can pick which type of approval the document requires. Then, in your flow, initialize a variable for this choice column and then run a switch on it where you have a separate approval for each choice. You can then send the approvals to the right people.

Anonymous
Not applicable

But this feature is already built into sharepoint as a feature of document validation. It would not appropriately track document validation if I created a separate column.

You said:

 

 I need to select the managers who will do the approval at the time of the request, because each document has different requirements, especially SOPs, Policies, etc.

 

If you add a column with the names of these different types of approvals you can do what I suggested. Then you don't have to manually do anything. You'd have a choice column with the choices "Policy 1, Policy 2, SOP 1, SOP 2 etc, etc" and then run a switch off of that where you can do a separate approval for each with the names of the approvers in them. 

 

Anonymous
Not applicable

Thank you. I think I am beginning to understand what you are talking about. However, I don't think I have the knowledge level to implement what you are suggesting without further help.

Each document type is stored in its own document library so I would not have to initiate based off the document type. However, I believe I could implement the same strategy using the managers names in the columns. I could plug in those persons who will always be required to sign off and then code so the column is referenced for the variable signers. If you have time to give me an example of how this would be implemented, I would be grateful. If not I understand.

Anonymous
Not applicable

Thanks for sharing the Flow image - a little better/easier to understand now. Not sure on the 'For each' on the left as I'm not sure how the compose information is then going into the update file properties - if its doing what you need it to do then fair enough.

 

For the condition on the right - using the variable 'AllResponses' is incorrect. There is a dynamic content option called 'Outcome' that captures whether or not all of the responses are Approve or Rejected. A good practice/test of what is being captured following the approval is to output every dynamic content option to a multi-line field somewhere until you're comfortable on what is being passed through.

 

Going back to the original question on a folder name being available in the options to update the file, I think this is no longer relevant and you're using the Update File Properties action correctly.

 

As another has suggested, a choice field to capture the type of document being reviewed for it to then route to the appropriate manager would be a better approach - the last thing you want to do is manually decide on anything and interact with it to route to the right place. What if you're on holiday for example - how does anything get approved then? The world still spins in your absence... Smiley Happy

Anonymous
Not applicable

P.S. I have a similar system for SOPs and approvers - I created a custom list that I look up for a name depending on a department and then choose an approver name in that list for the approval in the current library. That list of approvers can then change as required when people come and go without having to edit the flow each time.

Helpful resources

Announcements

Back to Basics: Tuesday Tip #1: All About YOUR Community Account

We are excited to kick off our new #TuesdayTIps series, "Back to Basics." This weekly series is our way of helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we will feature new areas of content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     This Week's Tips: Account Support: Changing Passwords, Changing Email Addresses or Usernames, "Need Admin Approval," Etc.Wondering how to get support for your community account? Check out the details on these common questions and more. Just follow the link below for articles that explain it all.Community Account Support - Power Platform Community (microsoft.com)   All About GDPR: How It Affects Closing Your Community Account (And Why You Should Think Twice Before You Do)GDPR, the General Data Protection Regulation (GDPR), took effect May 25th 2018. A European privacy law, GDPR imposes new rules on companies and other organizations offering goods and services to people in the European Union (EU), or that collect and analyze data tied to EU residents. GDPR applies no matter where you are located, and it affects what happens when you decide to close your account. Read the details here:All About GDPR - Power Platform Community (microsoft.com)   Getting to Know You: Setting Up Your Community Profile, Customizing Your Profile, and More.Your community profile helps other members of the community get to know you as you begin to engage and interact. Your profile is a mirror of your activity in the community. Find out how to set it up, change your avatar, adjust your time zone, and more. Click on the link below to find out how:Community Profile, Time Zone, Picture (Avatar) & D... - Power Platform Community (microsoft.com)   That's it for this week. Tune in for more Tuesday Tips next Tuesday and join the community as we get "Back to Basics."

Announcing the MPPC's Got Power Talent Show at #MPPC23

Are you attending the Microsoft Power Platform Conference 2023 in Las Vegas? If so, we invite you to join us for the MPPC's Got Power Talent Show!      Our talent show is more than a show—it's a grand celebration of connection, inspiration, and shared journeys. Through stories, skills, and collective experiences, we come together to uplift, inspire, and revel in the magic of our community's diverse talents. This year, our talent event promises to be an unforgettable experience, echoing louder and brighter than anything you've seen before.    We're casting a wider net with three captivating categories:  Demo Technical Solutions: Show us your Power Platform innovations, be it apps, flows, chatbots, websites or dashboards... Storytelling: Share tales of your journey with Power Platform. Hidden Talents: Unveil your creative side—be it dancing, singing, rapping, poetry, or comedy. Let your talent shine!    Got That Special Spark? A Story That Demands to Be Heard? Your moment is now!  Sign up to Showcase Your Brilliance: https://aka.ms/MPPCGotPowerSignUp  Deadline for submissions: Thursday, Sept 28th    How It Works:  Submit this form to sign up: https://aka.ms/MPPCGotPowerSignUp  We'll contact you if you're selected. Get ready to be onstage!  The Spotlight is Yours: Each participant has 3-5 minutes to shine, with insightful commentary from our panel of judges. We’re not just giving you a stage; we’re handing you the platform to make your mark.     Be the Story We Tell: Your talents and narratives will not just entertain but inspire, serving as the bedrock for our community’s future stories and successes.    Celebration, Surprises, and Connections: As the curtain falls, the excitement continues! Await surprise awards and seize the chance to mingle with industry experts, Microsoft Power Platform leaders, and community luminaries. It's not just a show; it's an opportunity to forge connections and celebrate shared successes.    Event Details:  Date and Time: Wed Oct 4th, 6:30-9:00PM   Location: MPPC23 at the MGM Grand, Las Vegas, NV, USA  

September User Group Success Story: Reading Dynamics 365 & Power Platform User Group

The Reading Dynamics 365 and Power Platform User Group is a community-driven initiative that started in September 2022. It has quickly earned recognition for its enthusiastic leadership and resilience in the face of challenges. With a focus on promoting learning and networking among professionals in the Dynamics 365 and Power Platform ecosystem, the group has grown steadily and gained a reputation for its commitment to its members!   The group, which had its inaugural event in January 2023 at the Microsoft UK Headquarters in Reading, has since organized three successful gatherings, including a recent social lunch. They maintain a regular schedule of four events per year, each attended by an average of 20-25 enthusiastic participants who enjoy engaging talks and, of course, pizza.   The Reading User Group's presence is primarily spread through LinkedIn and Meetup, with the support of the wider community. This thriving community is managed by a dedicated team consisting of Fraser Dear, Tim Leung, and Andrew Bibby, who serves as the main point of contact for the UK Dynamics 365 and Power Platform User Groups.   Andrew Bibby, an active figure in the Dynamics 365 and Power Platform community, nominated this group due to his admiration for the Reading UK User Group's efforts. He emphasized their remarkable enthusiasm and success in running the group, noting that they navigated challenges such as finding venues with resilience and smiles on their faces. Despite being a relatively new group with 20-30 members, they have managed to achieve high attendance at their meetings.   The group's journey began when Fraser Dear moved to the Reading area and realized the absence of a user group catering to professionals in the Dynamics 365 and Power Platform space. He reached out to Andrew, who provided valuable guidance and support, allowing the Reading User Group to officially join the UK Dynamics 365 and Power Platform User Groups community.   One of the group's notable achievements was overcoming the challenge of finding a suitable venue. Initially, their "home" was the Microsoft UK HQ in Reading. However, due to office closures, they had to seek a new location with limited time. Fortunately, a connection with Stephanie Stacey from Microsoft led them to Reading College and its Institute of Technology. The college generously offered them event space and support, forging a mutually beneficial partnership where the group promotes the Institute and encourages its members to support the next generation of IT professionals.   With the dedication of its leadership team, the Reading Dynamics 365 and Power Platform User Group is poised to continue growing and thriving! Their story exemplifies the power of community-driven initiatives and the positive impact they can have on professional development and networking in the tech industry. As they move forward with their upcoming events and collaborations with Reading College, the group is likely to remain a valuable resource for professionals in the Reading area and beyond.  

A Celebration of What We've Achieved--And Announcing Our Winners

As the sun sets on the #SummerofSolutions Challenge, it's time to reflect and celebrate! The journey we embarked upon together was not just about providing answers – it was about fostering a sense of community, encouraging collaboration, and unlocking the true potential of the Power Platform tools.   From the initial announcement to the final week's push, the Summer of Solutions Challenge has been a whirlwind of engagement and growth. It was a call to action for every member of our Power Platform community, urging them to contribute their expertise, engage in discussions, and elevate collective knowledge across the community as part of the low-code revolution.   Reflecting on the Impact As the challenge ends, it's essential to reflect on the impact it’s had across our Power Platform communities: Community Resilience: The challenge demonstrated the resilience of our community. Despite geographical distances and diverse backgrounds, we came together to contribute, learn, and collaborate. This resilience is the cornerstone of our collective strength.Diverse Expertise: The solutions shared during the challenge underscore the incredible expertise within our community. From intricate technical insights to creative problem-solving, our members showcased their diverse skill sets, enhancing our community's depth.Shared Learning: Solutions spurred shared learning. They provided opportunities for members to grasp new concepts, expand their horizons, and uncover the Power Platform tools' untapped potential. This learning ripple effect will continue to shape our growth. Empowerment: Solutions empowered community members. They validated their knowledge, boosted their confidence, and highlighted their contributions. Each solution shared was a step towards personal and communal empowerment. We are proud and thankful as we conclude the Summer of Solutions Challenge. The challenge showed the potential of teamwork, the benefit of knowledge-sharing, and the resilience of our Power Platform community. The solutions offered by each member are more than just answers; they are the expression of our shared commitment to innovation, growth, and progress!     Drum roll, Please... And now, without further ado, it's time to announce the winners who have risen above the rest in the Summer of Solutions Challenge!   These are the top community users and Super Users who have not only earned recognition but have become beacons of inspiration for us all.   Power Apps Community:  Community User Winner: @SpongYe Super User Winner: Pending Acceptance Power Automate Community:  Community User Winner: @trice602 Super User Winner: @Expiscornovus  Power Virtual Agents Community: Community User Winner: Pending AcceptanceSuper User: Pending Acceptance Power Pages Community: Community User Winner: @OOlashyn Super User Winner: @ChristianAbata   We are also pleased to announced two additional tickets that we are awarding to the Overall Top Solution providers in the following communities:    Power Apps: @LaurensM   Power Automate: @ManishSolanki    Thank you for making this challenge a resounding success. Your participation has reaffirmed the strength of our community and the boundless potential that lies within each of us. Let's keep the spirit of collaboration alive as we continue on this incredible journey in Power Platform together.Winners, we will see you in Vegas! Every other amazing solutions superstar, we will see you in the Community!Congratulations, everyone!

September featured user group leader

 Ayonija Shatakshi, a seasoned senior consultant at Improving, Ohio, is a passionate advocate for M365, SharePoint, Power Platform, and Azure, recognizing how they synergize to deliver top-notch solutions. Recently, we asked Ayonija to share her journey as a user group leader, shedding light on her motivations and the benefits she's reaped from her community involvement.      Ayonija embarked on her role as a user group leader in December 2022, driven by a desire to explore how the community leveraged various Power Platform components. When she couldn't find a suitable local group, she decided to create one herself!    Speaking about the impact of the community on her professional and personal growth, Ayonija says, "It's fascinating to witness how everyone navigates the world of Power Platform, dealing with license constraints and keeping up with new features. There's so much to learn from their experiences.:        Her favorite aspect of being a user group leader is the opportunity to network and engage in face-to-face discussions with fellow enthusiasts, fostering deeper connections within the community. Offering advice to budding user group leaders, Ayonija emphasized the importance of communication and consistency, two pillars that sustain any successful community initiative.      When asked why she encourages others to become user group leaders, Ayonija said, "Being part of a user group is one of the best ways to connect with experienced professionals in the same field and glean knowledge from them. If there isn't a local group, consider starting one; you'll soon find like-minded individuals."      Her highlight from the past year as a user group leader was witnessing consistent growth within the group, a testament to the thriving community she has nurtured. Advocating for user group participation, Ayonija stated, "It's the fastest route to learning from the community, gaining insights, and staying updated on industry trends."   Check out her group: Cleveland Power Platform User Group

An MPPC23 Invitation from Charles Lamanna, CVP of Microsoft Business Applications & Platform

Hear from Corporate Vice President for Microsoft Business Applications & Platform, Charles Lamanna, as he looks ahead to the second annual Microsoft Power Platform Conference from October 3rd-5th 2023 at the MGM Grand in Las Vegas.Have you got your tickets yet? Register today at www.powerplatformconf.com  

Users online (2,659)