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Regular Visitor

Automatically reassign an approval when someone is out of office?

I have an approval flow that requires everyone to approve before it is considered approved. My management team is worried that if one of the people requested to make an approval is out of office that the entire process will stop dead in its tracks until they get back and make the approval. Is there any possible way to recognize an Out of Office auto reply and reassign the approval to the backup for that person? I haven't been able to find anything related to this, so any ideas would be greatly appreciated.

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@AMock :

Here is a screen shot of part of a Flow that checks for an out of office message using mail tips.

The variable is a string variable.

 

MailTips.jpg

 

MailTips2.jpg

 

Please let me know if this requires additional explanation.

 

If this addresses your issue, please mark your post as Solved.

 

Scott

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

Scott

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14 REPLIES 14
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Super User III
Super User III

@AMock 

 

Yes - you can check to see if there is an out of office message.

To do so, use the Office 365 Outlook Get Mail Tips for a Mailbox action.  Use a condition to check if the Message from Dynamic properties is empty.  If it is not, then there is an out of office message and you should assign to another approver. 

 

Use the approvers email as the input oto the Get Mail Tips action

 

I will post a screen shot of an example later tonight.

 

If this answers your question, please mark your post as solved.

 

Scott

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

Scott
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@AMock :

Here is a screen shot of part of a Flow that checks for an out of office message using mail tips.

The variable is a string variable.

 

MailTips.jpg

 

MailTips2.jpg

 

Please let me know if this requires additional explanation.

 

If this addresses your issue, please mark your post as Solved.

 

Scott

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

Scott

View solution in original post

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Thank you VERY much for taking the time to answer this Scott! I'll give this a whirl and if it solves my problem I'll mark it resolved. Thanks again!

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Hi Scott,

 

I've built this out in my flow exactly as you have it in the screenshots above, but I'm unable to find the dynamic variables for both "Mail" (as linked to the Get Manager action in the Get mail tips for a mailbox action) and "varApprover" in the Assigned to section of the Start an Approval section. Any ideas for me?

 

Thanks!

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@AMock :

 

The varApprover variable is defined immediately before the Get Manager action - the variable that I create is called varApprover and is of type string.

 

Mail is a property available after using Get Manager.  If you don't see it under the Get Manager Dynamoc Properties, click on "see more" next to the Get Manager group title in Dynamic properties.

 

If you are still having issues, please post a screen shot of your Flow.

 

MailTips3.jpgMailTips4.jpg

 

Scott

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

Scott
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@ScottShearer For some reason, I can't get any of the Office 365 Users dynamic variables to show up. Please don't judge my Flow too much, I'm not a very experienced user. Any suggestions for improvements would be greatly appreciated.

F1.JPGF2.JPGF3.JPGF4.JPGF5.JPGF6.JPGF7.JPGF8.5.JPGF8.JPGF9.JPG

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@AMock :

 

The root of your issue is that you are using Get Items after your For a Selelcted Item Trigger.  You need to Use Get Item and not Get Items.  Beacuse of this, your get manager action is inside of a loop.......

 

Re-write your Flow using Get Item and let me know if you have any additional issues.

 

Scott

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

Scott
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@ScottShearer  Thank you again for the advice! I'd be completely lost without it! I've switched the Get Manager to Get user profile for my purposes and now I'm running into an Access denied error. I can take this up with my team at work if this is out of your scope. Please let me know if you have anymore wisdom for me, and if not I'll go ahead and mark this item as solved. 

 

Thanks again!

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@AMock :

 

Why did you change from get manager?  It should work for you without issue.  Alos, did you replace Get Items with Get Item?

 

Scott

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

Scott
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@ScottShearer  I did replace Get Items with Get Item and that worked. I replaced Get Manager because the approval I'm trying to build is an approval for a statement of work from sales to be approved by a team, therefore I don't want the approval going to the manager of the person who created it but rather to a different set of people. Am I not understanding the Get Manager piece correctly?

 

Thanks again for all the help!

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@AMock :

Using Get User Profile does make sense assuming that the info you are looking for is available (department?).

I don't have insight into why you may be getting an access denied on the Get User Profile action.  My only suggestion is to check your connections to make sure there isn't a broken connection.

 

Scott

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

Scott
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@ScottShearer  Thank you again for all of your help! I will mark your initial response as the solution.

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I am getting this error while trying to configure this

 

Unable to process template language expressions for action 'SCM_Approver_Available' at line '1' and column '2572': 'The template language function 'contains' expects its first argument 'collection' to be a dictionary (object), an array or a string. The provided value is of type 'Null'.'.

Highlighted

I'm getting something similar. 

It appears to me that the Automatic Replies Message field isn't being populated in Get Mailtips for a Mailbox (v2). This was working for me a few weeks ago. In this stripped down Flow the message is always blank, regardless of OOO message.

 

2019-08-06_11-58-41.png

 

When I check the output in Flow, however, the message is there:

 

2019-08-06_12-01-33.png

 

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