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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.

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It's time for the June 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 PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

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

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