cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
CP153319
Helper V
Helper V

Which Approval Should I use?

I haven't built a new approval in a few months but now I must create a new one. I noticed today that there are now 4 different approval types to choose from. I went through them and read their description but I'm still not sure which one I should pick for my application. What I'm doing basically is adding an item to a list and having that item approved by one approver-at-a-time in a hierarchy. If it makes it past the first approveer it goes on to the next and so on...

 

I'd love to see something from Microsoft like this:

- If you need your approval to do this then pick Approval Type 1

- If you need your approval to do that then pick Approval Type 2

-If you need your approval to create this and that pick Approval Type 3

 

If anyone has any links to resources describing these 4 approval types or just some general advice I'd appreciate it.

 

Thank you

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-bacao-msft
Community Support
Community Support

Hi @CP153319 ,

 

There is currently no specific documentation for new Approval action to illustrate it, but the previous logic still works, and it extends some features to cover more scenarios.

Please refer to this blog for a new feature on the Approval action.

https://flow.microsoft.com/en-us/blog/introducing-custom-response-options-for-approvals/

 

Basically, Create an approval (V2) action and Wait for an approval (V2) action split Create approval and wait for response in Start and wait for an approval (V2) action.

The commonly used ones are Start and wait for an approval action and Start and wait for an approval (V2) action.

If your plan supports you using Premium feature, you could also customize Response, which is no longer limited to Approve and Reject.

 

Let us focus on Approval Flow you want to create.

  • If Approver does not have a sequence of approvals, but only need all Approvers approve, you could use Start and wait for an approval action directly.

Approval type is set to Everyone must approve, and then the process of configuration is no different from the previous Approval action.

 

  • If Approver does not have a sequence of approvals, it need to perform the next approval process after the previous approver approval is completed, then you could refer to Sequential approvals.

Only the Approval type needs to be set to First to respond, and the other steps are still similar.

 

To sum up, the new feature has no other effect on configuring Approval action. If you don't want to use the new feature, you could ignore them. Start and wait for an approval action is the closest to the previous Start an approval action and is recommended.

 

If you have any questions, please feel free let me know.

 

Best Regards,

Community Support Team _ Barry
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

CP153319
Helper V
Helper V

I found out the answer to this today by mistake and think I can explain it so it makes sense:

 

There are a couple of ways to do approvals - One way is with the Yes/No condition right after the approval action and another is to just capture the results of the approval without the Yes/No condition.

 

Which should you use?:

 

Use "Create An Approval" only when you are going to use a (yes/no) condition right after it. The condition after it forces the Flow to wait until the person approves or rejects the approval. If you use "Create An Approval" without a condition after it then the Flow will cycle through each of the actions after the Approval action and never capture the results of the approval. Not good. 

 

Use "Start And Wait For An Approval" when you are not going to use a condition after it. In this case the approval will not move on to the next action in the Flow until the approvals have been completed. You would use this version of the approval action when you are going to use variables in your Flow to capture approval details. @ScottShearer has a blog where he shows how to do an approval like this using the Scope action which really simplifies how one can create an approval without multiple yes/no conditions. 

 

So, in closing, "Create An Approval" does not wait for the approval to be completed before it moves to the next action in the Flow.

Start and Wait for an Approval will not move to the next action in the Flow until all the necessary approvals have taken place. 

 

If you are unsure of what to use please choose "Start And Wait For An Approval" - You can't go wrong with that one. 

 

 

View solution in original post

3 REPLIES 3
v-bacao-msft
Community Support
Community Support

Hi @CP153319 ,

 

There is currently no specific documentation for new Approval action to illustrate it, but the previous logic still works, and it extends some features to cover more scenarios.

Please refer to this blog for a new feature on the Approval action.

https://flow.microsoft.com/en-us/blog/introducing-custom-response-options-for-approvals/

 

Basically, Create an approval (V2) action and Wait for an approval (V2) action split Create approval and wait for response in Start and wait for an approval (V2) action.

The commonly used ones are Start and wait for an approval action and Start and wait for an approval (V2) action.

If your plan supports you using Premium feature, you could also customize Response, which is no longer limited to Approve and Reject.

 

Let us focus on Approval Flow you want to create.

  • If Approver does not have a sequence of approvals, but only need all Approvers approve, you could use Start and wait for an approval action directly.

Approval type is set to Everyone must approve, and then the process of configuration is no different from the previous Approval action.

 

  • If Approver does not have a sequence of approvals, it need to perform the next approval process after the previous approver approval is completed, then you could refer to Sequential approvals.

Only the Approval type needs to be set to First to respond, and the other steps are still similar.

 

To sum up, the new feature has no other effect on configuring Approval action. If you don't want to use the new feature, you could ignore them. Start and wait for an approval action is the closest to the previous Start an approval action and is recommended.

 

If you have any questions, please feel free let me know.

 

Best Regards,

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

@v-bacao-msft ,

 

Could you please let me know if we need flow plan1 or plan 2?. Also does everyone need premium license or just the flow creator ?

CP153319
Helper V
Helper V

I found out the answer to this today by mistake and think I can explain it so it makes sense:

 

There are a couple of ways to do approvals - One way is with the Yes/No condition right after the approval action and another is to just capture the results of the approval without the Yes/No condition.

 

Which should you use?:

 

Use "Create An Approval" only when you are going to use a (yes/no) condition right after it. The condition after it forces the Flow to wait until the person approves or rejects the approval. If you use "Create An Approval" without a condition after it then the Flow will cycle through each of the actions after the Approval action and never capture the results of the approval. Not good. 

 

Use "Start And Wait For An Approval" when you are not going to use a condition after it. In this case the approval will not move on to the next action in the Flow until the approvals have been completed. You would use this version of the approval action when you are going to use variables in your Flow to capture approval details. @ScottShearer has a blog where he shows how to do an approval like this using the Scope action which really simplifies how one can create an approval without multiple yes/no conditions. 

 

So, in closing, "Create An Approval" does not wait for the approval to be completed before it moves to the next action in the Flow.

Start and Wait for an Approval will not move to the next action in the Flow until all the necessary approvals have taken place. 

 

If you are unsure of what to use please choose "Start And Wait For An Approval" - You can't go wrong with that one. 

 

 

Helpful resources

Announcements
Power Platform Conf 2022 768x460.jpg

Join us for Microsoft Power Platform Conference

The first Microsoft-sponsored Power Platform Conference is coming in September. 100+ speakers, 150+ sessions, and what's new and next for Power Platform.

New Ideas Forum MPA.jpg

A new place to submit your Ideas for Power Automate

Announcing a new way to share your feedback with the Power Automate Team.

Carousel_PP_768x460_Wave2 (1).png

2022 Release Wave 2 Plan

Power Platform release plan for the 2022 release wave 2 describes all new features releasing from October 2022 through March 2023.

MPA Virtual Workshop Carousel 768x460.png

Register for a Free Workshop

Learn to digitize and optimize business processes and connect all your applications to share data in real time.

365 EduCon 768x460.png

Microsoft 365 EduCon

Join us for two optional days of workshops and a 3-day conference, you can choose from over 130 sessions in multiple tracks and 25 workshops.

Users online (4,419)