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
Most Valuable Professional
Most Valuable Professional

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?

Anonymous
Not applicable

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. 

Anonymous
Not applicable

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

Take a short Community User Survey | Help us make your experience better!

To ensure that we are providing the best possible experience for Community members, we want to hear from you!    We value your feedback! As part of our commitment to enhancing your experience, we invite you to participate in a brief 15-question survey. Your insights will help us improve our services and better serve the community.    👉Community User Survey    Thank you for being an essential part of our community!    Power Platform Engagement Team  

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.       This Week: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile 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. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!    

Calling all User Group Leaders and Super Users! Mark Your Calendars for the next Community Ambassador Call on May 9th!

This month's Community Ambassador call is on May 9th at 9a & 3p PDT. Please keep an eye out in your private messages and Teams channels for your invitation. There are lots of exciting updates coming to the Community, and we have some exclusive opportunities to share with you! As always, we'll also review regular updates for User Groups, Super Users, and share general information about what's going on in the Community.     Be sure to register & we hope to see all of you there!

April 2024 Community Newsletter

We're pleased to share the April Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzDeenujialexander2523ragavanrajanLaurensMManishSolankiMattJimisonLucas001AmikcapuanodanilostephenrobertOliverRodriguestimlAndrewJManikandanSFubarmmbr1606VishnuReddy1997theMacResolutionsVishalJhaveriVictorIvanidzejsrandhawahagrua33ikExpiscornovusFGuerrero1PowerAddictgulshankhuranaANBExpiscornovusprathyooSpongYeNived_Nambiardeeksha15795apangelesGochixgrantjenkinsvasu24Mfon   LATEST NEWS   Business Applications Launch Event - On Demand In case you missed the Business Applications Launch Event, you can now catch up on all the announcements and watch the entire event on-demand inside Charles Lamanna's latest cloud blog.   This is your one stop shop for all the latest Copilot features across Power Platform and #Dynamics365, including first-hand looks at how companies such as Lenovo, Sonepar, Ford Motor Company, Omnicom and more are using these new capabilities in transformative ways. Click the image below to watch today!   Power Platform Community Conference 2024 is here! It's time to look forward to the next installment of the Power Platform Community Conference, which takes place this year on 18-20th September 2024 at the MGM Grand in Las Vegas!   Come and be inspired by Microsoft senior thought leaders and the engineers behind the #PowerPlatform, with Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab and Leon Welicki already confirmed to speak. You'll also be able to learn from industry experts and Microsoft MVPs who are dedicated to bridging the gap between humanity and technology. These include the likes of Lisa Crosbie, Victor Dantas, Kristine Kolodziejski, David Yack, Daniel Christian, Miguel Félix, and Mats Necker, with many more to be announced over the coming weeks.   Click here to watch our brand-new sizzle reel for #PPCC24 or click the image below to find out more about registration. See you in Vegas!       Power Up Program Announces New Video-Based Learning Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram. These include a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the image below to find out more!   UPCOMING EVENTS Microsoft Build - Seattle and Online - 21-23rd May 2024 Taking place on 21-23rd May 2024 both online and in Seattle, this is the perfect event to learn more about low code development, creating copilots, cloud platforms, and so much more to help you unleash the power of AI.   There's a serious wealth of talent speaking across the three days, including the likes of Satya Nadella, Amanda K. Silver, Scott Guthrie, Sarah Bird, Charles Lamanna, Miti J., Kevin Scott, Asha Sharma, Rajesh Jha, Arun Ulag, Clay Wesener, and many more.   And don't worry if you can't make it to Seattle, the event will be online and totally free to join. Click the image below to register for #MSBuild today!   European Collab Summit - Germany - 14-16th May 2024 The clock is counting down to the amazing European Collaboration Summit, which takes place in Germany May 14-16, 2024. #CollabSummit2024 is designed to provide cutting-edge insights and best practices into Power Platform, Microsoft 365, Teams, Viva, and so much more. There's a whole host of experts speakers across the three-day event, including the likes of Vesa Juvonen, Laurie Pottmeyer, Dan Holme, Mark Kashman, Dona Sarkar, Gavin Barron, Emily Mancini, Martina Grom, Ahmad Najjar, Liz Sundet, Nikki Chapple, Sara Fennah, Seb Matthews, Tobias Martin, Zoe Wilson, Fabian Williams, and many more.   Click the image below to find out more about #ECS2024 and register today!     Microsoft 365 & Power Platform Conference - Seattle - 3-7th June If you're looking to turbo boost your Power Platform skills this year, why not take a look at everything TechCon365 has to offer at the Seattle Convention Center on June 3-7, 2024.   This amazing 3-day conference (with 2 optional days of workshops) offers over 130 sessions across multiple tracks, alongside 25 workshops presented by Power Platform, Microsoft 365, Microsoft Teams, Viva, Azure, Copilot and AI experts. There's a great array of speakers, including the likes of Nirav Shah, Naomi Moneypenny, Jason Himmelstein, Heather Cook, Karuana Gatimu, Mark Kashman, Michelle Gilbert, Taiki Y., Kristi K., Nate Chamberlain, Julie Koesmarno, Daniel Glenn, Sarah Haase, Marc Windle, Amit Vasu, Joanne C Klein, Agnes Molnar, and many more.   Click the image below for more #Techcon365 intel and register today!     For more events, click the image below to visit the Microsoft Community Days website.      

Tuesday Tip | Update Your Community Profile Today!

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   We're excited to announce that updating your community profile has never been easier! Keeping your profile up to date is essential for staying connected and engaged with the community.   Check out the following Support Articles with these topics: Accessing Your Community ProfileRetrieving Your Profile URLUpdating Your Community Profile Time ZoneChanging Your Community Profile Picture (Avatar)Setting Your Date Display Preferences Click on your community link for more information: Power Apps, Power Automate, Power Pages, Copilot Studio   Thank you for being an active part of our community. Your contributions make a difference! Best Regards, The Community Management Team

Users online (5,542)