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badkins
Regular Visitor

ūüö®Dynamic Approvers based on User Inputūüö®

Hello,

 

I am trying to build a flow that allows a user to input an entry into a list and then select the users that need to approve that entry. The flow must allow submitters to dynamically select approvers from our entire organization and it must send the approvals in order of selection. The approvals process must be linear with one approval at a time. It also must be dynamic as each submission may not require the same approvers or the same amount of approvers. Some may require 4 approvers others may require 7 approvers.

 

I have managed to make a flow where there can be a finite amount of approvers and the user has the ability to select who those approvers are but it will only work with ex. 5 approvers or ex. 6 approvers but if the user only needs 3 approvers then it will break the flow. 

 

Is there any solution to this issue? Any help would be greatly appreciated.

1 ACCEPTED SOLUTION

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FLMike
Multi Super User
Multi Super User

Hi,

 

So there is a whole to unpack so I am going to pick your dynamic approvers as thats the Title.

 

Let's say you have a Power App (Canvas for instance), that has a ComboBox with all the possible people who can approve. Now I do not know where this list of approvers come from you haven't mentioned.

 

But my question is, does the Front End that calls the flow, have the users emails? Or does it have the ability to use the Office365Users Connector to get their emails.

 

If so then in the front end you can easily build the string of approvers and pass that to the flow and now its dynamic. 

In the flow I would then use an Action to Split the Emails producing an Array.

Then I would use an Apply to Each action that will loop through Array, doing a single approval. 

**NOTE for the Apply to Each click the ... and turn ON Concurrency and set the value to 1

 

If the approver approves, the loop continues. if the approver does not approve (and you only need one to NOT approve), then terminate the flow as a failure. 

 

To be specific I would have a condition that checks the approval status. Then in the Yes.No either process and continue or log and terminate

 

If you can have more than one not approve, or if out of 7 after 4 approve stop, then because I said to make the Apply to Each Concurrent = 1, you can create variables to track Approves and Not Approves and in your condition for checking the Approvers Status, you then decide ok they approved and 2 others did so stop or they didn't approve and 1 other didnt either so stop.


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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5 REPLIES 5
FLMike
Multi Super User
Multi Super User

Hi,

 

So there is a whole to unpack so I am going to pick your dynamic approvers as thats the Title.

 

Let's say you have a Power App (Canvas for instance), that has a ComboBox with all the possible people who can approve. Now I do not know where this list of approvers come from you haven't mentioned.

 

But my question is, does the Front End that calls the flow, have the users emails? Or does it have the ability to use the Office365Users Connector to get their emails.

 

If so then in the front end you can easily build the string of approvers and pass that to the flow and now its dynamic. 

In the flow I would then use an Action to Split the Emails producing an Array.

Then I would use an Apply to Each action that will loop through Array, doing a single approval. 

**NOTE for the Apply to Each click the ... and turn ON Concurrency and set the value to 1

 

If the approver approves, the loop continues. if the approver does not approve (and you only need one to NOT approve), then terminate the flow as a failure. 

 

To be specific I would have a condition that checks the approval status. Then in the Yes.No either process and continue or log and terminate

 

If you can have more than one not approve, or if out of 7 after 4 approve stop, then because I said to make the Apply to Each Concurrent = 1, you can create variables to track Approves and Not Approves and in your condition for checking the Approvers Status, you then decide ok they approved and 2 others did so stop or they didn't approve and 1 other didnt either so stop.


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

Thank you for the response.

 

One concern I have is I use the manual trigger input to allow users to submit the emails of who needs to approve the entry. This is done through the office365 connector the emails just appear as a drop-down menu and I have 9 slots that are available but only one is required the rest are optional. 

 

If I allow 9 inputs, but the user only needs 3 approvers then how will I know the string will change when the user selects the approvers? I'm new to flows so I can follow what you said on everything else and read the documentation to build it out. Thank you again!

Hello,

 

Not totally sure what you mean, but when you generate the string (I can show you that) but Concat'ing' the emails they picked (users, which we then Concat their emails its easy).

 

You said the emails are in the dropdown??? If they can select more than 1, then it must be a combobox?

Are they actual email addresses? or Display Names?

 

Either way just let me know how you populate the Items property of the Combobox.

 

And on the Flow side you dont need to know. When the Compose Splits the string into an Array of email addresses it wont care if its 1 or 10000000. As long as the string is created properly.

Then it will iterate in the Apply to Each loop 1-1 or 1-10000000 times (just in my numbers example above).

 

Does that make sense?


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

The flow is triggered manually using the "for a selected item" trigger. The user when triggering the flow from the list is then presented with a dialogue box that shows a bunch of input boxes where they can select display names from our organization. I am not using power apps at all, I am more unfamiliar with that technology. The dialogue box allows users to input up to 9 different users. 

 

Reviewers Entries.PNG

 

I then use those email inputs to create approvals in order of the email entries. 

 

Approvals Flow.PNG

 

I then have to repeat that approvals process with a condition that continues the flow if approved or terminates that flow with a rejection. 

 

The problem I am having is even though I allow 9 email inputs the user can leave the boxes blank so if I have 9 approvals using the dynamic content from the trigger then there will come a time when the approval will break because the user did not input as many emails as the flow is built for. 

 

I want to adopt your solution, but I don't necessarily know how to go about it.

 

Once again thanks for the help.

yeah apologies, everyone seems to need us to just do the work. I gave the steps.

 

in your case if the emails are in the data (triggered) then you pull it from there. Where the emails come from are not relevant exactly to have it.

 

Beyond that its all the steps I gave

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