cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
YAYA
Helper II
Helper II

filter get items by assigned manager and send for approval

I have a sharepoint task list, in this list we have manager assignee column, some items have different managers to approve, and some other have the same manager.

in power automate how to filter these items so each manager get ONLY his assigned items in approval details to approve!

 

Thanks, 

2 ACCEPTED SOLUTIONS

Accepted Solutions
NiloferA
Solution Supplier
Solution Supplier

@YAYA Oh, I see.

You can do that as well 😉

So, lets look at it step by step.

  1. Get all the items from the List
  2. We need to get a list of all the unique managers, so that we can later filter on the items which are assigned to them. To achieve this
    1. Add a Select action, pass value from Get Items and configure it as follows
    2. NiloferA_5-1620054915476.png
    3. Add this expression in value of the Map section- item()['Name of Assignee Field']['DisplayName'] (You can replace DisplayName with Email here as well to make sure we get unique managers later in the process)
    4. Above action will give output of Array with all the Managers in each item in the List. Let's remove the duplicates and get Unique List of Manager
    5. Add a Compose action, and configure it as follows. This will provide an array of Unique Managers.
    6. NiloferA_6-1620055077825.png
  3. Now we need to filter the items assigned to each of these managers. To achieve this
    1. Add an Apply to each action and pass the Output from Compose
    2. Within Apply to each, add Filter Array action and configure it as follows
    3. NiloferA_4-1620054085033.png
    4. In the first textbox, add the following expression - item()['Name of the Assignee Field']['DisplayName'] (OR Email as mentioned previously) and in the second textbox add the following expression - items('Apply_to_each')['Managers']
    5. This will give you an Array with the json objects representing list items assigned to the current manager in the iteration
    6. You will have to add a Select action to select only the fields you want to send in the Approval.
    7. NiloferA_3-1620054058374.png
    8. You will have to apply some formatting depending on how you want the information to be displayed in the Details section of the Approval
    9. Then you can add Start and Wait for Approval action and pass the formatted text in the Details section
  4. Hope this gives you insight on how you can filter items assigned to each Manager in your Task List.

    Please give a Kudo or Mark this Reply as a Solution if you found it helpful.

     

     

View solution in original post

NiloferA
Solution Supplier
Solution Supplier

Ok, so basically I tried the below approach and it worked for me.

  1. Initialize a String Variable in the beginning of the Flow
  2. In the Apply to each, after Select add Set the Variable action and add the following value
    1.  |Title|Link|
      |-----|-----|
    2. Please make sure to press enter after the second line so that there is a space at the end, this will ensure that the new value is appended at the next line.
    3. NiloferA_0-1620071328476.png

       

  3. Then add another Apply to each and pass Output from Select as Input here.
  4. Within this Apply to each, add Append to String Variable and configure it as below
    1. NiloferA_1-1620071375210.png
    2. First Expression is items('Apply_to_each_2')['Title']

    3. Second Expression is items('Apply_to_each_2')['Link]
    4. Please make sure to press enter after the first line so that there is a space at the end, this will ensure that the new value is appended at the next line.
  5. Then after the Inner Apply to Each action add Start and wait for an Approval Action and pass the string variable in Details.
    1. NiloferA_2-1620071651612.png

Let me know how this goes for you!

View solution in original post

6 REPLIES 6
NiloferA
Solution Supplier
Solution Supplier

Hello @YAYA ,

Do you mean you want to show items where Managers can only see the ones assigned to them in the SharePoint Tasks List?

If yes, then all you need to do is create a Filtered View by following below steps

  1. Create a View
  2. Give it a name, select the columns you want to show in this View and other settings as you would like
  3. in the Filter Section select Manager Assignee Column, keep the condition as "is equal to" and in the value add [Me]. This View will only show the items assigned to the Logged in User.

NiloferA_0-1620030627726.png

 

Hope this answers your question.

Please give a Kudo or mark this Reply as a Solution if you found it helpful.

Thank you for the reply, actually what I am looking for is in power automate how to filter the items for each assigned manager and put these items in approval details accordingly to approve. so each manager get his items to approve. 

thanks

NiloferA
Solution Supplier
Solution Supplier

@YAYA Oh, I see.

You can do that as well 😉

So, lets look at it step by step.

  1. Get all the items from the List
  2. We need to get a list of all the unique managers, so that we can later filter on the items which are assigned to them. To achieve this
    1. Add a Select action, pass value from Get Items and configure it as follows
    2. NiloferA_5-1620054915476.png
    3. Add this expression in value of the Map section- item()['Name of Assignee Field']['DisplayName'] (You can replace DisplayName with Email here as well to make sure we get unique managers later in the process)
    4. Above action will give output of Array with all the Managers in each item in the List. Let's remove the duplicates and get Unique List of Manager
    5. Add a Compose action, and configure it as follows. This will provide an array of Unique Managers.
    6. NiloferA_6-1620055077825.png
  3. Now we need to filter the items assigned to each of these managers. To achieve this
    1. Add an Apply to each action and pass the Output from Compose
    2. Within Apply to each, add Filter Array action and configure it as follows
    3. NiloferA_4-1620054085033.png
    4. In the first textbox, add the following expression - item()['Name of the Assignee Field']['DisplayName'] (OR Email as mentioned previously) and in the second textbox add the following expression - items('Apply_to_each')['Managers']
    5. This will give you an Array with the json objects representing list items assigned to the current manager in the iteration
    6. You will have to add a Select action to select only the fields you want to send in the Approval.
    7. NiloferA_3-1620054058374.png
    8. You will have to apply some formatting depending on how you want the information to be displayed in the Details section of the Approval
    9. Then you can add Start and Wait for Approval action and pass the formatted text in the Details section
  4. Hope this gives you insight on how you can filter items assigned to each Manager in your Task List.

    Please give a Kudo or Mark this Reply as a Solution if you found it helpful.

     

     

Thank you, this helped me a lot, one issue though! I have done parse JSON after filter array to get the columns that I need to show in approval details and it works BUT when I added the parse json items in the approval details, it put me inside apply to each loop and the approval sent per item, so the assigned manager get his own items one by one instead of get them all in one approval table! 

 

 

 

 

1.png2.png

NiloferA
Solution Supplier
Solution Supplier

Ok, so basically I tried the below approach and it worked for me.

  1. Initialize a String Variable in the beginning of the Flow
  2. In the Apply to each, after Select add Set the Variable action and add the following value
    1.  |Title|Link|
      |-----|-----|
    2. Please make sure to press enter after the second line so that there is a space at the end, this will ensure that the new value is appended at the next line.
    3. NiloferA_0-1620071328476.png

       

  3. Then add another Apply to each and pass Output from Select as Input here.
  4. Within this Apply to each, add Append to String Variable and configure it as below
    1. NiloferA_1-1620071375210.png
    2. First Expression is items('Apply_to_each_2')['Title']

    3. Second Expression is items('Apply_to_each_2')['Link]
    4. Please make sure to press enter after the first line so that there is a space at the end, this will ensure that the new value is appended at the next line.
  5. Then after the Inner Apply to Each action add Start and wait for an Approval Action and pass the string variable in Details.
    1. NiloferA_2-1620071651612.png

Let me know how this goes for you!

YAYA
Helper II
Helper II

@NiloferA thanks, it works 🙂 

Helpful resources

Announcements

Take a short Community User Survey | Help us make your experience better!

To ensure that we are providing the best possible experience for Community members, we want to hear from you!    We value your feedback! As part of our commitment to enhancing your experience, we invite you to participate in a brief 15-question survey. Your insights will help us improve our services and better serve the community.    👉Community User Survey    Thank you for being an essential part of our community!    Power Platform Engagement Team  

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!    

Calling all User Group Leaders and Super Users! Mark Your Calendars for the next Community Ambassador Call on May 9th!

This month's Community Ambassador call is on May 9th at 9a & 3p PDT. Please keep an eye out in your private messages and Teams channels for your invitation. There are lots of exciting updates coming to the Community, and we have some exclusive opportunities to share with you! As always, we'll also review regular updates for User Groups, Super Users, and share general information about what's going on in the Community.     Be sure to register & we hope to see all of you there!

April 2024 Community Newsletter

We're pleased to share the April Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzDeenujialexander2523ragavanrajanLaurensMManishSolankiMattJimisonLucas001AmikcapuanodanilostephenrobertOliverRodriguestimlAndrewJManikandanSFubarmmbr1606VishnuReddy1997theMacResolutionsVishalJhaveriVictorIvanidzejsrandhawahagrua33ikExpiscornovusFGuerrero1PowerAddictgulshankhuranaANBExpiscornovusprathyooSpongYeNived_Nambiardeeksha15795apangelesGochixgrantjenkinsvasu24Mfon   LATEST NEWS   Business Applications Launch Event - On Demand In case you missed the Business Applications Launch Event, you can now catch up on all the announcements and watch the entire event on-demand inside Charles Lamanna's latest cloud blog.   This is your one stop shop for all the latest Copilot features across Power Platform and #Dynamics365, including first-hand looks at how companies such as Lenovo, Sonepar, Ford Motor Company, Omnicom and more are using these new capabilities in transformative ways. Click the image below to watch today!   Power Platform Community Conference 2024 is here! It's time to look forward to the next installment of the Power Platform Community Conference, which takes place this year on 18-20th September 2024 at the MGM Grand in Las Vegas!   Come and be inspired by Microsoft senior thought leaders and the engineers behind the #PowerPlatform, with Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab and Leon Welicki already confirmed to speak. You'll also be able to learn from industry experts and Microsoft MVPs who are dedicated to bridging the gap between humanity and technology. These include the likes of Lisa Crosbie, Victor Dantas, Kristine Kolodziejski, David Yack, Daniel Christian, Miguel Félix, and Mats Necker, with many more to be announced over the coming weeks.   Click here to watch our brand-new sizzle reel for #PPCC24 or click the image below to find out more about registration. See you in Vegas!       Power Up Program Announces New Video-Based Learning Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram. These include 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 image below to find out more!   UPCOMING EVENTS Microsoft Build - Seattle and Online - 21-23rd May 2024 Taking place on 21-23rd May 2024 both online and in Seattle, this is the perfect event to learn more about low code development, creating copilots, cloud platforms, and so much more to help you unleash the power of AI.   There's a serious wealth of talent speaking across the three days, including the likes of Satya Nadella, Amanda K. Silver, Scott Guthrie, Sarah Bird, Charles Lamanna, Miti J., Kevin Scott, Asha Sharma, Rajesh Jha, Arun Ulag, Clay Wesener, and many more.   And don't worry if you can't make it to Seattle, the event will be online and totally free to join. Click the image below to register for #MSBuild today!   European Collab Summit - Germany - 14-16th May 2024 The clock is counting down to the amazing European Collaboration Summit, which takes place in Germany May 14-16, 2024. #CollabSummit2024 is designed to provide cutting-edge insights and best practices into Power Platform, Microsoft 365, Teams, Viva, and so much more. There's a whole host of experts speakers across the three-day event, including the likes of Vesa Juvonen, Laurie Pottmeyer, Dan Holme, Mark Kashman, Dona Sarkar, Gavin Barron, Emily Mancini, Martina Grom, Ahmad Najjar, Liz Sundet, Nikki Chapple, Sara Fennah, Seb Matthews, Tobias Martin, Zoe Wilson, Fabian Williams, and many more.   Click the image below to find out more about #ECS2024 and register today!     Microsoft 365 & Power Platform Conference - Seattle - 3-7th June If you're looking to turbo boost your Power Platform skills this year, why not take a look at everything TechCon365 has to offer at the Seattle Convention Center on June 3-7, 2024.   This amazing 3-day conference (with 2 optional days of workshops) offers over 130 sessions across multiple tracks, alongside 25 workshops presented by Power Platform, Microsoft 365, Microsoft Teams, Viva, Azure, Copilot and AI experts. There's a great array of speakers, including the likes of Nirav Shah, Naomi Moneypenny, Jason Himmelstein, Heather Cook, Karuana Gatimu, Mark Kashman, Michelle Gilbert, Taiki Y., Kristi K., Nate Chamberlain, Julie Koesmarno, Daniel Glenn, Sarah Haase, Marc Windle, Amit Vasu, Joanne C Klein, Agnes Molnar, and many more.   Click the image below for more #Techcon365 intel and register today!     For more events, click the image below to visit the Microsoft Community Days website.      

Tuesday Tip | Update Your Community Profile Today!

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.   We're excited to announce that updating your community profile has never been easier! Keeping your profile up to date is essential for staying connected and engaged with the community.   Check out the following Support Articles with these topics: Accessing Your Community ProfileRetrieving Your Profile URLUpdating Your Community Profile Time ZoneChanging Your Community Profile Picture (Avatar)Setting Your Date Display Preferences Click on your community link for more information: Power Apps, Power Automate, Power Pages, Copilot Studio   Thank you for being an active part of our community. Your contributions make a difference! Best Regards, The Community Management Team

Top Kudoed Authors
Users online (2,867)