cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Olijk
Helper IV
Helper IV

Power Automate Multi Level Approver Using Get Items List

Hello,

 

Recently, I made a post about multi level approvals and get list @abm assisted with this request and created the following video:  https://youtu.be/CplQ16x2h8U

 

My initial post stated, I am in process of trying to build a multi level approval using a get items list similar to the below. I am not too familiar with using this function…

 

For example, amount Dollar

Amt| Approvers

0-10k| one approver

10001-50000| multiple approvers

50001-100000| multiple approvers and so forth. It would be 8 levels of approvers based on amt.

 

Below was my initial flow:

-when and item is created

-update item to pending manager approval

-start and wait approval 

-Condition- if outcome is approved

-update item to approve /terminate flow if not approved

 

-condition, if item is over 10000—

-update item to pending additional approvals

-start and wait approval

-Condition- if outcome is approved

-update item to approve

-condition if item is over 50k…

-update item to pending additional approvers

-start and wait approval 

-condition if approved

-update item to approve…

 

This would continue up to 8 levels depending upon the amount. 

 

This Youtube video was spot on when using a list with based on dollar thresholds and one approver.  However, upon doing more research and communicating with @abm my initial ask using get items was incorrect.  This would be a sequential flow, so once the manager approves, and dependent upon the amount, it would go to Level 2 approvers then Level 3 approvers and so forth.  For example, if my amount was over 55k, then, my manager would have to approve first, then the second level manager would have to approve and then the 3rd level would have to approve and so forth. I was looking for the below:

 

-When an item is created

-Start and waits for Manager approval

-Condition if approved (if rejected update item to rejected and terminate the flow)

-Update item to approved

-Get Items (for anything over 10000k)

-Start and Wait Approval for approvers (from the Get list) over 10000k

-Condition if approved

-Update item to approved

 

Thank you in advance Power Automate Community!

1 ACCEPTED SOLUTION

Accepted Solutions
abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Made a video regarding this. Watch the video and comment.

 

https://youtu.be/cpNS2P7QVRo

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

View solution in original post

14 REPLIES 14
Deano12
Helper II
Helper II

For me there's 2 ways I would consider when doing this. Multi level approval can be done based on conditions for each step of the process, keep in mind that only 8 conditions can be used per flow process.

 

Scope:

Approve level 1 > Direct Line Manager
Approved
Condition | Is Column2 value >= ## 

Yes

Approve level 2 > Threshold 1 Approvers

Approved

Yes

Condition | Is Column2 value >= ###

Yes

Approve level 3 > Threshold 2 Approvers 

 

Follow under all conditions with the final action of what ever takes place once all approval levels have been completed.

 

-------------------

Second Option

 

Flow 1 - handles the Line Manager approval

Flow 2 - Triggers when item is modified and contains trigger conditions for 'lvl 1 approve' eq true AND Column2 >= ##

Flow 3 - Uses the same set of conditions as flow 2 but with different threshold. Instead of lvl 1 approve, make it 'lvl 2 approve eq true AND Column 2 >= ###

Continue to build flows for each level of approval.

 

Its up to you which way you go, it's nice to have everything in 1 flow, but you will end up being restricted to 8 total conditions and if something breaks, you'll need to backwards engineer a large flow. Where as with each individual flow, you are unrestricted in terms of conditions as well as it's easier to see which one failed.

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Is that means the first 10K always approved by the managers? (First Level). That means second level amount is 10001-50000| multiple approvers and so on.

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Hello @abm ,

Yes that is correct. The first 10k will always be approved my the manager (first level).

 

This statement is also correct…That means second level amount is 10001-50000| multiple approvers and so on.

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Thanks. Will get back to you.



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials
abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Made a video regarding this. Watch the video and comment.

 

https://youtu.be/cpNS2P7QVRo

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Hello @abm,

 

Thank you sooo much for the video!  It was super helpful. This worked for one of my flows and partially my second flow.  However, I have a new wrinkle.  In my second form, the user would select their manager, which was apart of the flow you built on Youtube.

The wrinkle is if 2 people select their manager which has approvals up to 50K, then that manager would get 2 emails based on the approval config, correct.  However, if the other users select their manager, then the flow works as it was designed to do. Should I create another config table or add on to the condition outside of the loop? For example if outcome is equal to approve and the approver email is address is not equal to @yahoo.com, then follow the Youtube flow. Condition 2 if outcome is equal to approve and is equal to @gmail.com (which would be the 2 users that select their managers name with approvals up to 50K), then dont send an 2 emails...go to o the next step.  Maybe do another start and wait approval and then...This is where I am getting stuck. 

 

The second wrinkle is that the user would like to select the third level of approvals on the submission form.  I was thinking about adding a specific field to the form and then in the start and wait approvals bringing in that field so the approvers would know who needs to approve. Thoughts???

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

I have made the video based on that requirement. Not sure you explain this or not. Not sure what you meant by 2 people select their managers? That configuration is flexible enough to send approvals based on any range of amount and multiple approvers. 



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Hello @abm ,

 

Thank you for the reply.  I will try to explain further

Fill out the SP form

Select their managers name 

 

The flow:

-Get manager Approval first (this is now the new wrinkle). 2 managers in this list has approvals up 50K. This would mean that the manager would get 2 emails based on the approval config, 1 as the first level approver then the other one as the 2nd level approver. Should I add a condition after start and wait approval or create a 2nd config?

-Then use get items to filter out the Approval Config list based on dollar amount.

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

The first level is the manager which is upto 10K. Once that is approved then second level approval (10K - 50k) which is going to be by two managers. So it will send approval for second level first manager and wait for his approval. Once he approved then it will send second approval for the second manager. I am not sure why you need another config? This is what you explained me and I have re-worked on the video earlier. Looks like you keep changing the requirements. 

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Hello @abm 

Thank you for the email and yes I understand what the flow is doing. Yes, the requirements keep changing based on the users. The current set up works because I have tested multiple times. I believe I may just need to change the submission form requirements based on the users preference and remove the 2nd level from the approval config and hard code the start and wait approvals for the first 2 levels and then continue with the flow from the video.

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Thats looks like an option. Based on the original requirement I believe the solution I provided is correct. I would appreciate if you could mark accept as solution.

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Hello @abm ,

 

i just accepted the video as a solution. I thought I did that a few days ago☺️

Hello @abm   ,

 

I had to adjust my power apps to include another field that has a dollar amount. So when the user selects one form type amount field A appears, when the user selects another form type amount field B appears.

 


When I go to get items, I followed the video… Formx0020 le Amount.

With my form now having 2 dollars fields, my Odata query was Formx0020 le AmountA or Formx0020 le AmountB. I tried with and without brackets.

When I got to the 3rd Compose, using the split expression, it gives me an error message, as seen on the attached. 

Should I use another Expression?

abm
Most Valuable Professional
Most Valuable Professional

Hi @Olijk 

 

Ideally this should be another new thread. Could you please create and let me know.

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials

Helpful resources

Announcements

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.       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.   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. 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   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!    

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip: Getting Started with Private Messages & Macros

Welcome to TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   This Week's Tip: Private Messaging & Macros in Power Apps Community   Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member!   Our Knowledge Base article about private messaging and macros is the best place to find out more. Check it out today and discover some key tips and tricks when it comes to messages and macros:   Private Messaging: Learn how to enable private messages in your community profile and ensure you’re connected with other community membersMacros Explained: Discover the convenience of macros—prewritten text snippets that save time when posting in forums or sending private messagesCreating Macros: Follow simple steps to create your own macros for efficient communication within the Power Apps CommunityUsage Guide: Understand how to apply macros in posts and private messages, enhancing your interaction with the Community For detailed instructions and more information, visit the full page in your community today:Power Apps: Enabling Private Messaging & How to Use Macros (Power Apps)Power Automate: Enabling Private Messaging & How to Use Macros (Power Automate)  Copilot Studio: Enabling Private Messaging &How to Use Macros (Copilot Studio) Power Pages: Enabling Private Messaging & How to Use Macros (Power Pages)

Tuesday Tip: Subscriptions & Notifications

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week: All About Subscriptions & Notifications We don't want you to a miss a thing in the Community! The best way to make sure you know what's going on in the News & Announcements, to blogs you follow, or forums and galleries you're interested in is to subscribe! These subscriptions ensure you receive automated messages about the most recent posts and replies. Even better, there are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.     You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.     Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.     Subscribing to a Label Find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe.     Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu.     From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.

Users online (5,306)