Approval Process

[ezequiel]

Hi, I need your guidance on the following scenario. I have a Flow that identifies if a new item is created on a sharepoint list. Next step is to send an email to a group of 10 people letting them know that the item was created with the link to the item. The list contains a field called "Executioner" that it is blank by default. The name of the first person on the group of 10 that Accept the task (let's say Anne) will be populated into the "Executioner" field. If someone Accepts it later, it should received an email saying that Anne accepted the task already.

I understand how to build the entire process, except for the Approval part. I tried with the "Custom Responses - Wait for one Response", but I'm not quite sure that is the rigth path as when Anne accepts it, the the flow will end and the next person that Accepts it won't receive the notification.

Any guidance will be really appreciate it.

Thanks

Ezequiel

[ChristianAbata]

Hi @ezequiel  I was trying but by using approvals is not posible because when su choose Wait for All responsonses or Wait first response or one response, the task approval pending in all the users in the proceses dessapear so you are able to get just one response.

I made what you need by using send email with options so by using this option the flow is wating for every single mail sended so you can add the response for the first email to make another flow that notify about the task completed or not.

Hope someone else could try and found another advice.

[ezequiel]

@ChristianAbata Thanks for the reply. That could be an option, but it is possible to get the email of the person that responds first? I'd like to update a sharepoint item with the name of the person that responded first but I don't see it in the options.

Thanks!

[ChristianAbata]

yes @ezequiel  the field that gives the UNP is this.

[ezequiel]

Hi @ChristianAbata . I do not see that option. I'm using "Send email with options" based on your suggestion but I see on your example you are using Approvals instead, right?

[yashag2255 · Accepted solution]

Hi @ezequiel 

You cannot get the person who responded in the dynamic selector for send email with options. On a side note, you can consider this approach: 

1. Start and wait for an approval. - Custom Responses - Wait for one response

2. Add only one response option that is accept task

3. The moment someone accepts, update the SP list and send an email to all the list of people to whom the approval was sent saying that the task was accepted by that specific user. (basically notify them that the task is no longer open)

Hope this Helps!

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up. THANKS!

[ChristianAbata]

hi @ezequiel your scenario was excellent to think, just to add something more I made it by doing this.

Frist I created a two sharepoint list the frist one called lista de aprovadores with 1 columns Title that has the emails of the approvers and the secod list called StatusApprove with two columns Title is going to have the emails of the person who respond the Email with option and Status that is the response approve or reject.

Then I create 2 flows, the first one get the approvers mails and send an email with options, so when the first user send your answer that aswer is registered in the secod sharepoint list StatusApprove.  

In the second flow that triggers when a record is created I get all items in the list and I use lenght to know how many registers I have in the list so the condition is if the value is more that one so send a message reading the frist value in the list that oviusly is the email of the person who respond first and send an email to the person that is reponding now.

Please see if this can help it works to me.

frist value mail compose.

body('Get_items')?['Value']?[0]?['Title']

 Compose lenght

length(body('Get_items')?['value'])

[ezequiel]

@ChristianAbata While trying your suggestion I'm seeing an strange behavior. The StatusApprove list is always populated with the value 1 in the Approver field (Title), regardless is the person A or B responds

Any clue?

Thanks!

[ChristianAbata]

hi @ezequiel  remember that I have pre populated in my frist sharepoint list all the approvals in the column Tittle, so the compose sends the emails to all of my approvals, an then when someone clicks on the response button then the email and the response is send to my other sharepoint list.

[ezequiel]

@ChristianAbata  I solved that but I found another issue....the emails are sent sequencially, meaning that the process waits to get an answer ot send the second emails and so on. Is this the expected behavior? Any suggestion on how to avoid that? 

Thanks!

[ChristianAbata · Accepted solution]

@ezequiel  sure to avoid that you need to on the Concurrency control an the Degree paralelism in Aply to each like this.

and then all the users receibes the email at the same time and anyone can response

[ezequiel]

@ChristianAbata Genio! Thanks for the help!

[ChristianAbata]

@ezequiel  de nada amigo... un placer.