Recurring approval flow for business tasks

[frankaj]

Trying to figure out how to best achieve the following business requirement:

• On a monthly recurring basis each warehouse manager must approve a specific list of tasks has been completed. Such tasks could be:
• cleaned common area
• counted inventory
• put out new campaign posters in local area
• etc.
• these are 100% static tasks that are to be taken care of by months end every single month (dummy tasks listed above) 😊
• The approvals for each task should lead to a notification to the country manager.
• The country manager then confirm / approves that each task that is has been completed and the final approval (thumbs up) is sent to the global manager.

• The approval requests should ideally go by e-mail however Teams notification would also work.

I’ve contemplated using a Sharepoint list or Planner as base but as I see it there’s currently no option to automatically create individual checkpoints within a task in Planner.

How would you tackle this and how in broad terms would the Flow look like?

[JohnAageAnderse · Accepted solution]

Hello @frankaj 

I would go with:

1. A list of all the ware house managers, country managers, and global manager with a lookup column to itself for identifying the manager of the manager 🙂 Make sure you have a column Role so you know who is what!
2. A list to hold the Form submissions with a lookup column to the list of managers
3. Forms for the task list to be filled out by the warehouse manager
4. A recurrent flow to send the link to the Form to the warehouse managers every month
5. A flow to trigger on the Form submissions, so it can be stored in the list.
6. A flow to trigger on the storing/create of Form submission in the list, and thus to inform the country manager and request confirmation (approvals), with the response updating the Form submission item
7. A recurrent flow to check that all warehouse managers have submitted their task list and to remind those that have not
8. A flow to trigger on the updating of the Form submissions in the list, to check that all items have been confirmed by the country manager, and so to inform the global manager.

Something like the above could probably do it, assuming that everyone have Office 365 accounts 🙂

Kind regards, John