Showing results for 
Search instead for 
Did you mean: 

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. 

Not applicable

Awesome, I would like to do that. How do I set that up? I know how to create a list, a choice column, and a referenced Managed Metadata. But I don't know how to connect the them or how to reference that in the "Assigned to" box. I also don't know how to output the data into a multi-line field you referenced. I am a little tech savvy, but not an IT professional; just so you know my level of experience.


@Anonymous wrote:

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.




Not applicable

To connect the list of approvers to your document library you just need a Flow that 'Gets items' from the approvers list and updates the current document if the approver fields are blank. I've had to put a delay into it to retry the update if the file is locked for editing (a simple 'Do until' action until the approver name is not empty).


For the 'Get Items' action to look at the approvers list, you would need to put a 'Filter Query' in the advanced options, for example:


Title eq 'Service Desk'


Logically thinking there might only be one entry in the list that has the name(s) of people who would be those approvers.


As for outputting all the captured 'Approval' information - simply create a new column (call it what you want) but specify it as a multi-line column. In the flow, after the approval, simply update/create a list entry with the multi-line field in it with all the Dynamic Content you want to see from the Approval action - you might see a lot of garbage, but it helps see the information coming out of the action. The only way is to test the flow run and expand the 'Approval' action - the data is all captured there too, but not so easy to read maybe - it's what your most comfortable in reading out examining really...



Not applicable

Hi @CP153319 


Could you be so kind to print the flow to set up this different approval based on the field "approval type"?  I've tried but it is not working....


thank you! 

Not applicable

Hello @Anonymous,

After getting the opportunity for some training from my database administrator, I am much clearer on this subject. The first thing we needed to do was to create custom columns as the above people suggested. 

In my test library, I created a column called "Edit Type" (in your case "Approval Type") and made it as a choice menu within the column options. I also created a column called "Approver" as my approvers change depending on the document.


What this did for me in the flow was create dynamic content which I could reference in my approvals.



I then went to my flow creation and started with a blank flow. I placed my trigger as "When a file is created or modified (properties only)". My IT person then suggested using a switch control; I entered the newly available dynamic content based on my columns called "Edit Type Value". I was then able to tell the flow which path to take, based on which choice someone made; in my case they could choose either minor or major update.



For the minor case1 I told to send me an email with the below format.


For the Major case 2, I told the flow to look at the approver column. If the Approver column was a certain file type, and fit another custom parameter (in this case contained a semicolon) then the flow select YES - which I then had it  start and wait for an approval. If those parameters were not met, it was to select NO and send me another email.



If neither of my specified cases fit the switch parameters, I just told the flow to send me an email.



My biggest confusion was how to set custom dynamic content, and the column creation does that for you. So if you create a column called "approval type", microsoft flow will automatically create dynamic content labelled "Approval Type" and "Approval Type Value". Then you can utilize it anywhere in that flow to reference that specific column for that specific Document library. 


You would have to create the custom column in each library where approvals are necessary.


I hope this helps you as much as it helped me!

Not applicable

Well done @Anonymous - looks and sounds like you've made some excellent progress, and learning new things as you go along. Keep going! Well done.

Not applicable

Hi @Anonymous   


thanks a lot!  After setting a specific parameter in my office 365 account and library that I was working on, the dinamic content "approval type value" was released and I could make it! 


your flow is very interesting and helpful for others uses .. I might use in the future!


thanks again for your spending your time!

Not applicable

@Anonymous @Anonymous Thanks both of you! I appreciate your feedback also!

Thank you Scott! this worked beautifully though i would like to make it look better. Also if you want the response to show up as soon as one of the approvers makes them you need to put the update action inside of the loop

Hi @v-xida-msft 

I'm in France and I trie to use your solution. My flow is OK but the formula doesn't work (tag <br>).



Maybe the version of Flow or formula isn't the same between US and France. 

Could you help me about this problem. 



Best regards




Not applicable

Bonjour Camille, ça va?

 When you say the formula doesn't work, do you mean the 'concat' function in the compose action? If so, try by deleting and carefully re-type the single quotes ' in the formula as these will often get replaced/changed to the wrong type of quote format that the application wont recognise.



Yep it's this formula : 


concat('Valideur : ',item()?['responder']?['displayName'],' - Commentaires : ',item()?['comments'],'<br>',variables('AllResponses'))


I think that it's the quot <br> wich wrong. The information "Responder" or "Comments" are OK but in my SharePoint list the comments dont appear like this : 



I tried to delete or shift the single quote ' but an error message appears saying that the formula is not valid

I tried all three forms of balise </br> <br> <br/> but none of them work like I want.

Not applicable

@CamilleB - I've checked a workflow of mine doing this previously and I found a simpler option that is clearer to understand. Instead of composing the responses all within the same expression line, I broke it down - the first one into HTML output, and the second to join them all together. The example below shows the correct formatting of the line break also - hope that helps!




The expression I'm using is:



Not applicable

Also note in the expression - the join is on the custom name from the previous 'Compose' action - ie: it is bespoke to what I've named the action - if that's not instantly clear what is going on? 😉


This is my flow (in french sorry), i repeat this 3 times because i have 3 approvers. 

So i tried your solution but i cannot because i have successive approval and i use string in the "Initialize the variable".




Not applicable

@CamilleB - thanks - are you saying you're repeating that loop 3 times? If there's a reason to do that, then thats fine, but in my Flow/Automate I've parsed all of the users email addresses into a variable, and used that variable in the approval. It's more efficient than running around the same task 3 times.


The names are little hard to understand, but I think I can get the action icons. I can't see what's inside the 'Do Until' loops, so it's hard to give an answer that will help I'm afraid. The one thing I can see that you're not doing is any kind of condition on approve or reject - is that lower through the Flow?


Sorry if this doesn't help much.

Can I copy and paste that cancate formula? Or to be do any modification?
Not applicable


How did you manage to not get the process interrupted because of 1 rejection. I have the same need to gather all responses but still get each person's approval regardless of one or more rejection? Thank you.

Advocate I
Advocate I

Regarding Multiple Approvers,  I am after assistance with the following:


I have created many forms that have a supporting Power Automate approval workflow. I know how to Get User Profile, Get Manager, etc. and have the form flow through the organisational structure.



1. I have forms that require multiple levels of Manager approval through to the General Manager. If I have a Approval Automation that requires three levels of approval and goes to a Manager to approve, then an Executive Manager, then the General Manager, how do I manage a flow that starts higher up the organisational chart? The automation wants to send to the next Manager, but the approval may have started higher up the Org chart and will send the approval multiple times to the GM.



User Submits Form - Goes to Manager - Goes to Exec Manager - Goes to GM.  This employee is 3 steps from the GM and the automation has 3 approval steps.  This works.


Manager Submits Form - Goes to their Manager (Exec Mgr), Goes to GM and then Goes to GM again.  This Manager is 2 steps from the GM, but the automation has 3 Start an Approval steps.


Thank you, Jeff

Not applicable

Awesome! Thank you so much for this solution! ❤️

Helpful resources


Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Results posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this 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.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

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   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

Users online (2,962)