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

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Copilot Cookbook Challenge | Week 1 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the 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. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders   Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

May 2024 Community Newsletter

It's time for the May 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 PagesWarrenBelzcreativeopinionExpiscornovusFubarAmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankiMattJimisonragavanrajantimlSudeepGhatakNZrenatoromaoLucas001iAm_ManCatAlexEncodianfernandosilvaOOlashynJmanriqueriosChriddle  BCBuizerExpiscornovus  a33ikBCBuizer  SebSDavid_MA  dpoggermannPstork1     LATEST NEWS   We saw a whole host of amazing announcements at this year's #MSBuild, so we thought we'd share with you a bite sized breakdown of the big news via blogs from Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab, and ✊🏾Justin Graham :   New ways of development with copilots and Microsoft Power PlatformRevolutionize the way you work with Automation and AIPower Apps is making it easier for developers to build with Microsoft Copilot and each otherCopilot in Microsoft Fabric is now generally available in Power BIUnlock new levels of productivity with Microsoft Dataverse and Microsoft Copilot StudioMicrosoft Copilot Studio: Building copilots with agent capabilitiesMicrosoft Power Pages is bringing the new standard in secure, AI-powered capabilities   If you'd like to relive some of the highlights from Microsoft Build 2024, click the image below to watch a great selection of on-demand Keynotes and sessions!         WorkLab Podcast with Charles Lamanna   Check out the latest episode of the WorkLab podcast with CVP of Business Apps and Platforms at Microsoft, Charles Lamanna, as he explains the ever-expanding evolution of Copilot, and how AI is offering new opportunities for business leaders. Grab yourself a coffee and click the image below to take a listen.       Event Recap: European Collaboration and Cloud Summits 2024   Click the image below to read a great recap by Mark Kashman about the recent European Collaboration Summit and European Cloud Summit held in Germany during May 2024. Great work everybody!       UPCOMING EVENTS European Power Platform Conference - SOLD OUT! Congrats to everyone who managed to grab a ticket for the now SOLD OUT European Power Platform Conference, which takes place in beautiful Brussels, Belgium, on 11-13th June. With a great keynote planned from Ryan Cunningham and Sangya Singh, plus expert sessions from the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Lindsay Shelton, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more, it looks like the E in #EPPC24 stands for Epic!   Click the image below for a full run down of the exciting sessions planned, and remember, you'll need to move quickly for tickets to next year's event!       AI Community Conference - New York - Friday 21st June Check out the AI Community Conference, which takes place at the Microsoft Corporate building on Friday 21st June at 11 Times Square in New York City. Here, you'll have the opportunity to explore the latest trends and breakthroughs in AI technology alongside fellow enthusiasts and experts, with speakers on the day including Arik Kalininsky, Sherry Xu, Xinran Ma, Jared Matfess, Mihail Mateev, Andrei Khaidarov, Ruven Gotz, Nick Brattoli, Amit Vasu, and more. So, whether you're a seasoned professional or just beginning your journey into AI, click the image below to find out more about this exciting NYC event.       TechCon365 & Power Platform Conference - D.C. - August 12-16th ** EARLY BIRD TICKETS END MAY 31ST! ** Today's the perfect time to grab those early bird tickets for the D.C. TechCon365 & PWRCON Conference at the Walter E Washington Center on August 12-16th! Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, Laura Rogers, Microsoft MVP, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe, Amarender Peddamalku, and many more, this is the perfect event for those that want to gain invaluable insights from industry experts. Click the image below to grab your tickets today!         Power Platform Community Conference - Sept. 18-20th 2024 Check out some of the sessions already planned for the Power Platform Community Conference in Las Vegas this September. Holding all the aces we have Kristine Kolodziejski, Lisa Crosbie, Daniel Christian, Dian Taylor, Scott Durow🌈, David Yack, Michael O. and Aiden Kaskela, who will be joining the #MicrosoftCommunity for a series of high-stakes sessions! Click the image below to find out more as we go ALL-IN at #PPCC24!       For more events, click the image below to visit the Community Days website.    

Users online (4,892)