cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Frequent Visitor

Multiple Approvers Sequential Workflow - Best Way to set up?

Hi,

 

I'm trying to create a multiple approval sequential workflow triggered by a SharePoint online list: whenever a new item is created the flow starts.
There are too many approvers in this flow (up to 14, way too many if you ask me 😲) that need to approve one by one is a certain order; the approvers' emails and whether each one of them is required for the approval of the specific list item is determined by a set of SharePoint calculated fields and lookup list, so when the approval flow starts I should have up to 14 Person/Group role fields with the relevant apporvers emails and 14 more Yes/No calculated fields that will tell the flow which roles are required for this item.

  1. What's the most efficient way to design such sequential flow, so that it can check each time which approvers are required and then populate them in the "Assigned To" field one by one? 
    • I thought of creating 14 variables named approver1 to approver14, and based on multiple nested conditions (querying the calculated Yes/No fields) set their values to the right approver [e.g. if role A does not need to approve this request, variable approver1 will check the next role and so on], and then assign the approval to that variable. can you think of a better way?
  2. Besides nesting 14 "Start an Approval" actions, is there a better way to design a 14 approvers flow, so each approver is being asked to approve only if the previous one had already approved?

 

Appreciate any help or guidance! 

1 ACCEPTED SOLUTION

Accepted Solutions
Dual Super User III
Dual Super User III

Since its a sequential process I would either do it in a Loop with a control array of email addresses and calculated values or as a sequential set of 14 approval steps.  If you go the loop you have a condition inside to check whether its still pending approval, this gets set to false as soon as someone rejects, and checks the calculated value for whether to send an approval or not.  If yes then send approval, if no simply loop around and do the next.



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

View solution in original post

3 REPLIES 3
Dual Super User III
Dual Super User III

Since its a sequential process I would either do it in a Loop with a control array of email addresses and calculated values or as a sequential set of 14 approval steps.  If you go the loop you have a condition inside to check whether its still pending approval, this gets set to false as soon as someone rejects, and checks the calculated value for whether to send an approval or not.  If yes then send approval, if no simply loop around and do the next.



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

View solution in original post

Thanks a lot @Pstork1, it took me a while to figure out how to create such array, but it really worked!

one follow up question: what's the recommended way to capture all 14 approvers' names and comments in the SharePoint list, without creating 14 different custom fields? can a workflow append to a multiple line of text field?

Dual Super User III
Dual Super User III

Yes, you can do a multi-line text field from Power Automate.  Just be aware that its not an Append its an Overwrite.  So I normally just grab the comments and names and append them to a string with a cr/LF as I loop through them and then save the string when I updated the item.



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

Helpful resources

Announcements
PP Bootcamp Carousel

Global Power Platform Bootcamp

Dive into the Power Platform stack with hands-on sessions and labs, virtually delivered to you by experts and community leaders.

secondImage

Power Platform Community Conference On Demand

Watch Nick Doelman's session from the 2020 Power Platform Community Conference on demand!

MPA Community Blog

Power Automate Community Blog

Check out the community blog page where you can find valuable learning material from community and product team members!

Top Solution Authors
Users online (1,563)