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DaveDave
Frequent Visitor

Can Approval be combined with a manual trigger (change to SharePoint list item)?

I have a Power Automate flow that captures the responses from a Form and creates a new list item in a SharePoint list. I have a custom column who's default status is Pending (other option being Approved).

 

I like the Approval flow, and have successfully set it up (to accept or reject the form entry and change the list entry to 'Approved'), but that is not the ONLY way our team manages the List. It's very likely we could be looking at the list and manually change a list item from Pending to Approved. However, the flow will hang and eventually timeout.

 

I tried using a parallel branch above, at the same level, and below the Approval step (send and wait for Approval) using a trigger (creation or modification to SharePoint list item), which I was hoping if done manually would close the flow as successful. Is it even possible to combine an Approval action that waits for a response with manually updating a list item?

 

If that's not possible, I thought of perhaps sending an email with a trigger link (sort of replicate the Approval without having to wait for an approve/reject).

 

Thanks

3 REPLIES 3
efialttes
Community Champion
Community Champion

Hi!

You will probably need to split the Approval phase into 2 action blocks: 'Create an approval' and 'Wait for an approval'.

As you mention you can add a paralel branch, first branch with 'Wait for an approval', second branch with a Do Until, inside the Do Until add a 'Get item' to check your current columns value and also add a Delay. Whenever the value is 'approved', you just get out the DoUntil, but in this same branch you can add a Terminate action block. This should end the flow execution... but the Approval will still be pending to complete, so if someone 'Approves' or 'Rejects' via email, I guess an error will be shown.

I mean, as far as I know there is no automate method to cancel an Approval process once launched.

Please note 'Approval' connector relies on 'Adaptive cards' technology. I mean, aS an alternate option, you can design your own 'Adaptive card' and this way update the content of such adaptive card dynamically. In my opinion, this workaround is a very tricky, time consuming in terms of design option, I am afraid.

Hope this helps

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Thank you for the reply.

 

Does this added complexity perhaps indicate a need to simplify the process? Choose Approval only and be done with it? Or don't use Approval and email the approver a link to the SharePoint list, and they can edit the item directly there.

 

Perhaps I'm making it needlessly complicated...

Hi again!

By 'added complexity' I mean that implementing your own 'Adaptive cards' and a flow in charge of updating them is something you can succeed if you have some programing experience, i.e. not something for a citizen developer average.

Still interested? Old but good stuff here

https://www.about365.nl/2019/05/01/custom-actionable-messages-with-microsoft-flow-update/

Hope this helps

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

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