hello folks welcome back today i will show you a common scenario of
power automate that is how to set up multi-level sequential approval process
on a sharepoint list so stay tuned till the end
so the project list contains three columns title
project manager and approval status and the approval status
is a choice column so if you click on edit i can see
that choices are reviewed and approved so the when the first stage is complete
that status should be updated to reviewed and when the second stage is
complete it should be updated to approved and i
have color coded them in a choice field so to create a
workflow i need to navigate to office.com from the left hand menu i
need to select power automate this will take me to the power automate
application landing page from the left menu i click on create so i will select
the automated flow because every time an item is created in this
sharepoint list i want to trigger the flow
so i will click on automated flow i will give flow a name
we'll call it project approval process and the trigger
is required for this is when an item is created in a SharePoint List so i will select
that trigger and click on create now i need to
connect to a sharepoint list so if i go back it is sitting on this
training site so i will select KeaPoint training
site and then i will be able to select the
project list okay so the next step i want to add is start
the approval process so i need to start and wait for an
approval because it's a sequential so first person need to review it
and approve it and then the second person need to approve as well
so start and wait for an approval i won't be creating any custom types or
anything like that so i will be just approve or reject
first to respond and should complete that process okay so the title
this first task is the review task or review project
i have assigned it to myself you can assign it to other
people or sharepoint groups as well so that's done for this step
next step i want is a condition so controls under control I select
condition control so what i want is i'm looking for an
outcome from this previous step is equal to if i
look into it the outcome is approve or reject
so i will say if the outcome is equal to approve then
run this section otherwise run this section so if the outcome is equal to
approve what i want is i want to change the
status column to be reviewed click add an
action i need to look for update item in a
sharepoint list and then i need to select the site and
the list name so in this case it will be project list
again an id you can get an id from the previous
step so when an item is created get that id the title is mandatory so i
have to provide the title so we can just when an item is created title that's the
title so the approval status value i need to change it to
reviewed you can do other action like emailing the the workflow initiator that
the review has been completed and now is waiting for our next stage approval
what i will do is i will skip all of that and i'll go to the second stage
now same applies to no so if is no you can send an email saying that the
review was rejected to the person who initiated it but if it
all goes well then what you need to do is you need to
create another action here and then again you're starting a
approval process start and wait for approver and then again
approve reject first to response option so i will call this title approve
project so you can differentiate the second task i will again assign it
to myself and that's it now on completion of this
task now i need a condition again as well
so in this one i will need to select an outcome from this approval 2. so outcome
is equal to approve so what i need to do is i need to update
the record update item in the sharepoint list
so i will select the site and the list and the id it is when an item is created
that id i need to get and the title when an item is created title and then
this time the status will be changed to approved now again you can add other
actions like sending email that is all done or
in a no section you can add another action that the review was completed but
the approval process did not complete hence the whole project
cannot go ahead just for the demo purpose
i think this is enough so if i click on save
workflow is saved now if i run this workflow
i click on new record here and i'll create project i'll title it SharePoint
workflow upgrades and i'll assign myself as a project
manager i don't select any status here you can
actually exclude this field from the form by customizing the form using
powerapps click save now this should start the
workflow if i go back to the previous stage now
you can see the flow has started running and if i navigate to my email
i have received first email which is a review stage
and i've received a task to approve or reject i will click on approve
the comments are optional so i'll just skip them and hit submit
now this will trigger the second stage of the approval which is
approve project now you can see that i have received another email
which is about approving the project before i do that
if i go back to the list refresh the list you can see that status
is already set to reviewed because the review stage
is completed now i'll select approve and click submit
this should approve the workflow and the status should set to
approved so if i refresh the page now you can see the approval status is
set to approved so today you have learned how easily you
can create multi-stages approval process using
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