cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
luisveltze
Advocate I
Advocate I

Get approver dynamically from sharepoint list

Hi Everyone,

 

I am new to Microsoft flow so I apologize in advance if this question has already been answered. So I currently have a form in which users can select a shipping Destination country. I also have a separate list in which I have Users and that are tied to each country. I am trying to create a flow in which it looks up for the correct user based on the selected destination and sets them as the approver.

 

For example, let's say that I fill out the form and select my destination country to be Colombia. Flow will then lookup which user is assigned to Colombia and set the user to the approver. 

 

My idea on how the flow should work is:

 

  1.  Trigger when item is created
  2.  Initialize variable "ItemCountry" with the value = Destination of item
  3.  Get user from Approvers table where "ItemCountry" = Country in approver table
    1. This is where I am having trouble.
    2. I tried to do Get Item and put the variable ItemCountry for the ID but it was not working.
  4. Initialize a variable Approver
  5. Set Variable approver to whatever user I get from step 3
  6. Do the approval part
  7. Send email etc..

Any help would be appreciated. 

 

1 ACCEPTED SOLUTION

Accepted Solutions
ScottShearer
Super User
Super User

@luisveltze 

My example below should get you started.

A few notes:

  • I store the countries and approvers in the Country list
  • The approver column is a person or group column
  • I store the requests in the Request List
  • I created a lookup column in the request list that looks to the Country list - the column name is Country
  • The actual value stored in a lookup column is the ID of the item in the lookup list
  • In my Get Items action, I use a filter to select only the item where the ID is equal to the ID of the item selected in the lookup column

Please let me know if you have any issues implementing this solution.

CountryApprover1.jpgCountryApprover2.jpgCountryApprover3.jpgCountryApprover4.jpgCountryApprover5.jpgCountryApprover6.jpg

 

 

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

16 REPLIES 16
ScottShearer
Super User
Super User

@luisveltze 

My example below should get you started.

A few notes:

  • I store the countries and approvers in the Country list
  • The approver column is a person or group column
  • I store the requests in the Request List
  • I created a lookup column in the request list that looks to the Country list - the column name is Country
  • The actual value stored in a lookup column is the ID of the item in the lookup list
  • In my Get Items action, I use a filter to select only the item where the ID is equal to the ID of the item selected in the lookup column

Please let me know if you have any issues implementing this solution.

CountryApprover1.jpgCountryApprover2.jpgCountryApprover3.jpgCountryApprover4.jpgCountryApprover5.jpgCountryApprover6.jpg

 

 

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

Scott

Hi @ScottShearer ,

 

I just tried that and I am getting an error on my approval action. 

"error": {
"code": "InvalidApprovalCreateRequestAssignedToMissing",
"message": "Required field 'assignedTo' is missing or empty."
}
 
It looks like the approver email variable is not populating correctly. 
 
Capture.PNGCapture2.PNG
 
Thanks,
Luis Veltze

@luisveltze 

Can you post a screen shot of the output of the Get Items action from that run please?

Also, can you confirm that the Destination column in the Air Freight Request list is a lookup column and points to the AirFreightApprovers list.  In addition, please confirm that ther Approvers column in the AirFreightApprovers list is a person or group column and that there is a single name in that coulmn for all records.

 

 

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

Scott

@luisveltze 

This indicates that no records were returned from the Air Freight approvers list.

Can you post a screen shot of the Air Freight Approvers list in Design view as well as the other list?  I want to see how the coumns are configured. 

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

Scott

@ScottShearer 

 

Sorry for the dumb question, but how do you get to Design view?

@luisveltze 

I should have been more clear.  Go to the list and click on the gear in the top right corner of the screen - select list settings.  I am specifically interested in the lookup column in your primary list and all columns in the lookup list.

 

 

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

Scott

@ScottShearer 

 

I think I have figured it out how my manager started this project. Looks like he created a list of countries like this:

Capture.PNG 

Where "title" is just the country name. That list has 250 countries.

 


Then in the approvers' list, they get the countries by a lookup: 

Capture.PNG

 

 

Finally in the form they also get the destination country as a lookup from the same countries list:

Capture.PNG

 

Hopefully this helps you help me 🙂

@luisveltze 

OK - that explains it.....

Since the approver and the country are not stored in the same list, you'll need to have two Get Items actions - both filtered.

The first Get Items action will look to the countries list and be filtered in the way I have described.

The second Get Items will look to the Approvers list and be filtered again in the same way.  However, the ID you put in the filter will be the ID of the item from the first Get Items action. 

You'll assign the apprver email to the variable after ther second Get Items action

This also means that you'll end up with a loop inside of a loop.......

 

My suggestion is to add the approvers directly to the Countries list.  If you do so, life will be much more simple and the solution that I provided will work as I outlined - you'll do one Get Items action and look to the countries list.  You'll be able to access the approvers email from there.

 

 

 

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

Scott

@ScottShearer 

 

That makes a lot more sense. Yeah I think will do what you suggested and in the case that my manager for whatever reason wants to keep both lists separate than I will have to do two get items. Thank you so much for your help!!! You are amazing! By the way, is there any resources you can recommend me so that I become better at Microsoft flow and powerapps? 

 

Thanks again, 

Luis Veltze

@ScottShearer 

I guess I have one last question about the original outline you provided me. What does ID eq Country ID do in the get items? Is that an expression? Are you assigning a variable "ID" to "Country ID" value?

 

Thanks again!

This is EXACTLY what I have been looking for. Did you ever manage to get this working?

 

rsymmons
Resolver I
Resolver I

@ScottShearer 

 

Hi Scott, 

 

I'm trying to replicate the work you've posted above however I'm not getting far. I am using a form as a means of selecting a country, and then want to match the form response (country) to an approver that is in a list for that relevant country. 

 

E.g. You pick Canada from the form, the flow than matches "Canada" to the "Canada" entry on a list and starts an approval workflow with the individual assigned to Canada. My list is simple, I just have 2 columns (Country and Staff member)

 

Yes I got it to work! What issue do you have?

rsymmons
Resolver I
Resolver I

I have managed to resolve it. My issue was I didn't wrap the filter query in single quotation marks. After wrapping my flow started to work and I didn't need to create a second list like your example. Thanks 🙂

Hi @ScottShearer 

Hi @chancyrust 

If we enable multiple selection option for Approver column in Country list how we will fetch multiple approvers? Is logic will same ?

Helpful resources

Announcements

November 2023 Community Newsletter

Welcome to our November 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 the Power Platform and beyond.        This month's highlights:- - Our most active community members- Microsoft Power Up Program- Microsoft Community Days website - The latest blogs and more                 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, just get active! FLMikePstork1Nived_NambiarWarrenBelzSprongYeManishSolankiLaurensMwskinnermlcAgniusExpiscornovuscreativeopinion KatieAUinzil2kHaressh2728hafizsultan242douicmccaughanwoLucas001domliu   Power Up Program Click the image below to discover more about the amazing Microsoft Power Up Program, as Reem Omar, Abbas Godhrawala, Chahine Atallah, Ruby Ruiz Brown, Juan Francisco Sánchez Enciso, Joscelyne Andrade Arévalo, Eric G. and Paulina Pałczyńska share how non-tech professionals can successfully advance into a new career path using Microsoft #PowerPlatform.   To find out more about this amazing initiative, click here to apply for the program and reboot your journey into low-code app development today!     Community Days - Event Website Have you checked out the Community Days website yet? Dedicated to the volunteer community organizers around the world, Community Days is the perfect place to find an event near you or add an event for wider exposure. Many thanks to Thomas Daly, Sharon Weaver, Sedat Tum, Jonathan Weaver, Manpreet Singh, David Leveille, Jason Rivera, Mike Maadarani, Rob Windsor and the team for all their hard work. Anyone can host a Community Day on any topic relevant to our industry, just click the image below to find out more.       EVENT NEWS Power Platform French Summit - Paris/Virtual - 6-7th Dec It's not long now until the Power Platform French Summit, which takes place both virtually and in-person at the Microsoft France conference center in Paris on 6-7th December 2023. If you can't make it in-person, all sessions will also be broadcast on virtual networks for better distribution and accessibility.   There's a fantastic array of speakers, including Jérémy LAPLAINE, Amira Beldjilali, Rémi Chambard, Erika Beaumier, Makenson Frena, Assia Boutera, Elliott Pierret, Clothilde Facon, Gilles Pommier, Marie Aubert, Antoine Herbosa, Chloé Moreau, Raphaël Senis, Rym Ben Hamida, Loïc Cimon, Joséphine Salafia, David Zoonekyndt, Aïcha Charpentier, Henry Jammes, Milene Rochard, Mehdi EL YASSIR, and many more. Click the image below for more information.       LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Community Blog Power Pages Community Blog

Back to Basics Tuesday Tip #10: Community Support

This is the TENTH post in our ongoing series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!   This Week: All About Community Support   Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.     Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most.     Community Accounts & Registration is the go-to source for any and all information related to your account here in the community. It's full of great knowledge base articles that will help you manage your community account and know what steps to take if you wish to close your account.  ●  Power Apps  ●  Power Automate  ●  Power Pages, ●  Copilot Studio      Using the Community is your source for assistance with everything from Community User Groups to FAQ's and more. If you want to know what kudos are, how badges work, how to level up your User Group or something else, you will probably find the answers here. ●  Power Apps   ● Power Automate    ●  Power Pages  ●  Copilot Studio      Community Feedback is where you can share opportunities, concerns, or get information from the Community Engagement team. It's your best place to post a question about an issue you're having in the community, a general question you need answered. Whatever it is, visit Community Feedback to get the answers you need right away. Our team is honored to partner with you and can't wait to help you!   ●  Power Apps  ● Power Automate   ● Power Pages   ● Copilot Studio  

Microsoft Ignite 2023: The Recap

What an amazing event we had this year, as Microsoft showcased the latest advancements in how AI has the potential to reshape how customers, partners and developers strategize the future of work. Check out below some of our handpicked videos and Ignite announcements to see how Microsoft is driving real change for users and businesses across the globe.   Video Highlights Click the image below to check out a selection of Ignite 2023 videos, including the "Microsoft Cloud in the era of AI" keynote from Scott Guthrie, Charles Lamanna, Arun Ulag, Sarah Bird, Rani Borkar, Eric Boyd, Erin Chapple, Ali Ghodsi, and Seth Juarez. There's also a great breakdown of the amazing Microsoft Copilot Studio with Omar Aftab, Gary Pretty, and Kendra Springer, plus exciting sessions from Rajesh Jha, Jared Spataro, Ryan Jones, Zohar Raz, and many more.     Blog Announcements Microsoft Copilot presents an opportunity to reimagine the way we work—turning natural language into the most powerful productivity tool on the planet. With AI, organizations can unearth value in data across productivity tools like business applications and Microsoft 365. Click the link below to find out more.     Check out the latest features in Microsoft Power Apps that will help developers create AI-infused apps faster, give administrators more control over managing thousands of Microsoft Power Platform makers at scale, and deliver better experiences to users around the world. Click the image below to find out more.     Click below to discover new ways to orchestrate business processes across your organization with Copilot in Power Automate. With its user-friendly interface that offers hundreds of prebuilt drag-and-drop actions, more customers have been able to benefit from the power of automation.     Discover how Microsoft Power Platform and Microsoft Dataverse are activating the strength of your enterprise data using AI, the announcement of “plugins for Microsoft Copilot for Microsoft 365”, plus two new Power Apps creator experiences using Excel and natural language.       Click below to find out more about the general availability of Microsoft Fabric and the public preview of Copilot in Microsoft Fabric. With the launch of these next-generation analytics tools, you can empower your data teams to easily scale the demand on your growing business.     And for the rest of all the good stuff, click the link below to visit the Microsoft Ignite 2023 "Book of News", with over ONE HUNDRED announcements across infrastructure, data, security, new tools, AI, and everything else in-between!        

Back to Basics Tuesday Tip #9: All About the Galleries

This is the ninth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     Today's Tip: All About the Galleries Have you checked out the library of content in our galleries? Whether you're looking for the latest info on an upcoming event, a helpful webinar, or tips and tricks from some of our most experienced community members, our galleries are full of the latest and greatest video content for the Power Platform communities.   There are several different galleries in each community, but we recommend checking these out first:   Community Connections & How-To Videos Hosted by members of the Power Platform Community Engagement  Team and featuring community members from around the world, these helpful videos are a great way to "kick the tires" of Power Platform and find out more about your fellow community members! Check them out in Power Apps, Power Automate, Power Pages, and Copilot Studio!         Webinars & Video Gallery Each community has its own unique webinars and videos highlighting some of the great work being done across the Power Platform. Watch tutorials and demos by Microsoft staff, partners, and community gurus! Check them out: Power Apps Webinars & Video Gallery Power Automate Webinars & Video Gallery Power Pages Webinars & Video Gallery Copilot Studio Webinars & Video Gallery   Events Whether it's the excitement of the Microsoft Power Platform Conference, a local event near you, or one of the many other in-person and virtual connection opportunities around the world, this is the place to find out more about all the Power Platform-centered events. Power Apps Events Power Automate Events Power Pages Events Copilot Studio Events   Unique Galleries to Each Community Because each area of Power Platform has its own unique features and benefits, there are areas of the galleries dedicated specifically to videos about that product. Whether it's Power Apps samples from the community or the Power Automate Cookbook highlighting unique flows, the Bot Sharing Gallery in Copilot Studio or Front-End Code Samples in Power Pages, there's a gallery for you!   Check out each community's gallery today! Power Apps Gallery Power Automate Gallery Power Pages Gallery Copilot Studio Gallery

Unlocking the Power of Community: A Journey with Featued User Group leaders Geetha Sivasailam and Ben McMann

In the bustling world of technology, two dynamic leaders, Geetha Sivasailam and Ben McMann, have been at the forefront, steering the ship of the Dallas Fort Worth Power Platform User Group since its inception in February 2019. As Practice Lead (Power Platform | Fusion Dev) at Lantern, Geetha brings a wealth of consulting experience, while Ben, a key member of the Studio Leadership team at Lantern, specializes in crafting strategies that leverage Microsoft digital technologies to transform business models.   Empowering Through Community Leadership Geetha and Ben's journey as user group leaders began with a simple yet powerful goal: to create a space where individuals across the DFW area could connect, grow their skills, and add value to their businesses through the Power Platform. The platform, known for its versatility, allows users to achieve more with less code and foster creativity.   The Power of Community Impact Reflecting on their experiences, Geetha and Ben emphasize the profound impact that community engagement has had on both their professional and personal lives. The Power Platform community, they note, is a wellspring of resources and opportunities, fostering continuous learning, skill enhancement, and networking with industry experts and peers.   Favorite Moments and Words of Wisdom The duo's favorite aspect of leading the user group lies in witnessing the transformative projects and innovations community members create with the Power Platform. Their advice to aspiring user group leaders? "Encourage diverse perspectives, maintain an open space for idea-sharing, stay curious, and, most importantly, have fun building a vibrant community."   Building Bridges, Breaking Barriers Geetha and Ben encourage others to step into the realm of user group leadership, citing the rewarding experience of creating and nurturing a community of like-minded individuals. They highlight the chance to influence, impact, and positively guide others, fostering connections that extend beyond mere technology discussions.   Joining a User Group: A Gateway to Growth The leaders stress the importance of joining a user group, emphasizing exposure to diverse perspectives, solutions, and career growth opportunities within the Power Platform community. "Being part of such a group provides a supportive environment for seeking advice, sharing experiences, and navigating challenges."   A Year of Milestones Looking back at the past year, Geetha and Ben express pride in the group's growth and global participation. They recount the enriching experience of meeting members in person at the Microsoft Power Platform conference, showcasing the diverse range of perspectives and guest speakers that enriched the community's overall experience.   Continuous Learning on the Leadership Journey As user group leaders, Geetha and Ben recognize the continuous learning curve, blending interpersonal skills, adaptability, and dedication to foster a vibrant community. They highlight the importance of patience, persistence, and flexibility in achieving group goals, noting the significance of listening to the needs and suggestions of group members.They invite all tech enthusiasts to join the Dallas Fort Worth Power Platform User Group, a thriving hub where the power of community propels individuals to new heights in the dynamic realm of technology.

Visit the Community Lounge at Microsoft Ignite!

Are you attending Microsoft Ignite in Seattle this week? If so, we'd love to see you at the Community Lounge! Hosted by members of our Community team, it's a great place to connect, meet some Microsoft executives, and get a sticker or two. And if you're an MVP there are some special opportunities to meet up!     The Community Lounge is more than just a space—it's a hub of activity, collaboration, and camaraderie. So, dive in, explore, and make the most of your Microsoft Ignite experience by immersing yourself in the vibrant and dynamic community that awaits you.Find out the schedule and all the details here: Community Lounge at Ignite! See you at #MSIgnite!    

Users online (4,626)