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KBeale
Helper III
Helper III

Including all previous requests from a responder in an approval request

I'm working on a approval process which starts with a Form submission. As part of the Flow, all requests and responses are saved in a SharePoint list. When a new request is initiated, I would like to be able to include all previous requests from the same requestor over the past year in the approval request for reference.

 

Can anyone advise me on how to 1) pull all of the entries in my List where the value in a column is equal to a value in the form response (could be responder name or responder email) and 2) include that info in an approval request in an easy-to-read format? 

 

Thanks so much! 

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v-alzhan-msft
Community Support
Community Support

Hi @KBeale ,

 

You could refer to screenshot below to create the flow:

1.png2.png

Best Regards,

Alice

 

Community Support Team _ Alice Zhang
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13 REPLIES 13
abm
Super User III
Super User III

Hi @KBeale 

 

You can use Get items filter query option to retrieve the values. Here username is one of the column names (text type) under ajlist.

 

image.png

 

Next step add a variable and map the SharePoint related column value. Flow will automatically add a loop. You have to declare the variable outside the loop and use the append to variable Power Automate step action for storing multiple values. 

 

Once you have the value then you can map the under the details of Create an approval step.

 

Thanks

 

 



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AliceZhang
New Member

 
v-alzhan-msft
Community Support
Community Support

Hi @KBeale ,

 

You could refer to screenshot below to create the flow:

1.png2.png

Best Regards,

Alice

 

Community Support Team _ Alice Zhang
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

@abm Thanks for responding! If you have time, could you show me how the next steps would look? I'm new to Power Automate so I may be missing an obvious step, but when I tried to add a variable, I didn't see an option to map the SP related content. Thanks in advance! 🙂  

@v-alzhan-msft thank you, this works!

 

Is it possible to limit the requests included to a specific date range? And/ or to get this info into the body of the approval request? Thanks in advance! 

v-alzhan-msft
Community Support
Community Support

Hi @KBeale ,

 

You could add the filter query in the Get items action to get the items for the special data.

And you could take a try to add the table to the details column of the approval.

 

Best Regards,

Alice

 

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

 

Thanks Alice! 

 

When I tried to add the output from the Create HTML table to the details column of the approval the body of the email looked like the first screenshot below. I tried using the HTML to text action and got what appears in the second screenshot. Do you have any tips on how I could add the table to the details column in a way that will preset the info in the table in a usable format? Thanks in advance! @v-alzhan-msft 

Screen Shot 2020-07-12 at 15.59.38.png

Screen Shot 2020-07-12 at 15.59.49.png

abm
Super User III
Super User III

Hi @KBeale 

 

Which email connector are you using?

 

I tried the office outlook connector and it is working as expected.

 

Thanks



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@abm When I use the office email connector the table does look as expected in the body of an email - the problem seems to be the formatting in an approval request (where it looks garbled as in the screenshot above.)

 

I tried adding the Body token from the email step in the details field in the approval request, but nothing appeared in the approval request. Is there a step I'm missing to get the table to appear in the approval request as it does in a normal email? Thanks!! 

Screen Shot 2020-07-13 at 15.17.38.png

abm
Super User III
Super User III

Hi @KBeale 

 

The details text box only support plain text. You can't format HTML formatted contents under this.

 

Thanks



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Ah ok - frustrating, but thanks for the info! Is there an easier and more user friendly way to show all previous requests from a user in an approval request that I'm missing? I would think that this would be a common ask, especially for approvals re: things like leave approvals, where it's important to see how individual requests accumulate over a given period. Thanks so much for your help and time! @abm 

abm
Super User III
Super User III

Hi @KBeale 

 

Plain text is the only way you can map here.

 

Try the send email approval method.

 

https://www.youtube.com/watch?v=YGQNz6-2A8E



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I'm so sorry to be slow - I was on vacation and missed this. Does the send approval email method still exist? I don't see that option at all! I'm looking into adding a live link to a dynamic view of the list I'm drawing from.. If it works, I'll share here!

 

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