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

IT Asset with Approval App

 Hello, i am building an IT Asset request App, that will also need an approval workflow. 
I am still in a brainstorming phase, but the following come to mind.

- First, what should i use? Lists? Dataverse ? Tables ? Entities? or otherss, kindly advice?

- Second, how do i define  Users(Employees) who can request an computer and how do i automatically detect their reporting manager ( who will be approving or not).

 

The flow is as follows

- Two kind of roles can request a laptop

        - Someone from the  HR, who requests a new laptop for a new employee

              - This Dose not need an Approval, it only needs to notify me ( who will purchase the laptop) and his/her Reporting                               manager ( And record it in the List with a pending status)

       - An exisintg employee who wants a new Laptop, and requests it through the app, which will notify me and the HR system ,                appear in the application as awaiting approval (from his/her) reporting manager, once approved, i will be notified to go                    purchase.

The list or database will also be used for record keeping and seeting status of laptops, who is using them, when they were purchased , etc...

 

Below is a Flow ,Table example and App example

Here is the flow

hassanmoukadem_0-1697861864521.png

 

Example Table

hassanmoukadem_1-1697862186083.png

 

hassanmoukadem_2-1697862444663.png

 

 

7 REPLIES 7
Kirkby
Super User
Super User

Hi @hassanmoukadem 

1) I think both ShrePoint List and dataverse would be proper for your app.

 

2)If your company(HR team) is now managing reporting line information of employee in Active Directory, you can retrieve the information of the manager who approves a purchasing request using Office365Users.ManagerV2(email of requester).mail. However, the function returns an error when the manager's information does not exist (either the HR team does not manage the information or the information is not properly managed even though they've managed).

confidential_hr.png

I think it could more practical to manage list of HR team members instead of managing list of employees who can request as the number of HR will be smaller than other teams. If HR member is managed, when there is a new request. Next process is to check the requester belongs to HR and proceed with purchasing if so or proceed with approval request.

 

if you have to manage reporting line information by each employee. that could be very time-consuming task updating whenever there is a change in organization of your company. Would it be not acceptable a requester directly selecting the approver, assuming that compliance audits about purchasing request are conducted on a regular basis?

I am afraid that managing permissions when there is no reference information is not a simple task.

(I think changing business rule to some degree could be another solution when there is a limitation that cannot be resolved by automation and a company accepts the changed rule.  Please don't get me wrong. I don't want my opinion sound impolite.)

 

I think your app architecture is nice and has no issue from design perspective.

 

Kirkby
Super User
Super User

If the name of the HR team is 'HR' or something to effect that, and there is no likelihood of duplication with other team names. Using the department value of Office365Users of a requester to distinguish HR could work, but it is not safe and does not guarantee correct results 100%.  it is just an idea that you can ignore. 

 

hi @Kirkby 

thank you for the input, unfortunately we dont use any other feature in the 365 other than the email, thus just the list of the users that have the 365 account.

Which would u suggest to be less effor

- i manage the users and their roles inside 365 ( Manager and non manager)

- or create 2 lists ( Users and Managers ) and do my work from there? (or it will be harder to develop?)

many thanks in advance

Hi @hassanmoukadem 

1. Managing users and permissions in SPO List would be the simplest way. Of course, updating the list would be necessary on a regular basis, either by manual operation or an automated job based on a valid rule. Many people would agree that this way is the fastest way to implement the app.

 

2. Another way to manage user groups is to use the M365 admin center (https://admin.microsoft.com/adminportal/home?#/groups)  how to use( https://learn.microsoft.com/en-us/microsoft-365/admin/create-groups/office-365-groups?view=o365-worl...). Groups can be managed through the admin menu or an automated job using PowerShell.
The list of Office 365 user groups is retrieved through the Graph API (Test link: https://developer.microsoft.com/en-us/graph/graph-explorer --> Groups > GET all groups I belong to). The list of groups that a user belongs to can be retrieved through the Graph API if you have proper permissions due to security reasons (https://graphpermissions.merill.net/permission/).

In Power Apps, you can use the Office 365 Group connector to retrieve a list of users who belong to an Office 365 Group (https://learn.microsoft.com/en-us/connectors/office365groups/).

When a user logs into the app, check whether the user belongs to an ordinary group or a manager group and proceed to the next step. The above 2nd approach seems to be able to minimise manual tasks once the automated task is settled, but it will take some time when compared with the 1st approach. I recommend implementing the app according to your initially considered rule, and then consider implementing an automated process for managing user groups step by step.

 

The above explanation is just an example. I haven't fully implemented the process mentioned above, so there may be more things to consider.

Take your time and approach the simplest way first. I think you can come up with a practical approach. 

hassanmoukadem
Frequent Visitor

ill go with SPO, and try to create a group for managers, and if manager field is from grouup of managers, he/she can approve, and the requester from office365connector.

what do you think?

 

How are you going to manage the relationship between team members and the manager in the groups? For example,  Michael's manager is James?  That is the more things to consider and could be a redundant task if relationships should be managed another way. 

hassanmoukadem
Frequent Visitor

TBH as i am still a newbie, i was thinking that anyone from the managers group can approve to anyone. 
But i would love to know if u can advice otherwise of a more professional way

Helpful resources

Announcements

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Copilot Cookbook Challenge | Week 1 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders     Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

Top Solution Authors
Top Kudoed Authors
Users online (2,362)