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samhegartyunsw
Frequent Visitor

Best approach for a variable approval process

I'm wanting to know the best approach for setting up a flow where the approver to be assigned depends on the department that the form submitter belongs to.

 

For example, Jane in HR looks after Accounting employees, and Mary looks after IT. Bob in Accounting submits a form and we capture his department so all is fine. The next step is what I want advice on - how do we get the approval to go to Jane?

 

The only options I can think of are:

a) we setup a series of conditions (if department = "accounting" assign Jane as the approver). Given we have 20 departments that will look messy!

or b) Update the SharePoint list with an approver column and use flow to assign Jane's person details against Bob's record (still messy to setup).

 

Is there an option c) where I could use a some kind of reference table to produce variables that would make life easier?

 

Thanks in advance!

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-zhos-msft
Solution Sage
Solution Sage

Hi @samhegartyunsw ,

In you form, there is a department field where the submitter can enter the department, right?

So I suggest you store all the departments and approvers in one list.

The 'Approver' column type is 'Person and Group'.

Capture.PNG

 I have made a test on my side, please take a try with the following workaround:

Capture1.PNGCapture2.PNG

Best Regards,

Community Support Team _ Zhongys

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

Hi @samhegartyunsw ,

For a test, so I created a list just with the department and approvers.

You can use the list of yours on your side.

Best Regards,

Community Support Team _ Zhongys

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

4 REPLIES 4
v-zhos-msft
Solution Sage
Solution Sage

Hi @samhegartyunsw ,

In you form, there is a department field where the submitter can enter the department, right?

So I suggest you store all the departments and approvers in one list.

The 'Approver' column type is 'Person and Group'.

Capture.PNG

 I have made a test on my side, please take a try with the following workaround:

Capture1.PNGCapture2.PNG

Best Regards,

Community Support Team _ Zhongys

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

Thanks for your response. At the moment I have a PowerApp populating a SharePoint list already. Are you suggesting I create a second, separate SharePoint list with only the department and approvers? By the looks of what you've suggested, that should work!

Hi @samhegartyunsw ,

For a test, so I created a list just with the department and approvers.

You can use the list of yours on your side.

Best Regards,

Community Support Team _ Zhongys

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

Working. Thanks!

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