hello and welcome back to care point tech tips channel
in today's video i will show you how to create parallel approval process
in power automate when an item gets created in microsoft list so stay tuned
and let's go to the demo after this short intro
i am in office 365 landing page from this top left navigation menu i will
click on these ellipses and i will select microsoft list
application icon if you don't see it you will see it under all apps if i
scroll down the microsoft lists application icon is here
so first i will create a list and then i will create a parallel approval process
using power automate on this list so i will click on new list and i
will select a travel request template of microsoft list because we
want to capture the travel for the company and seek approval from the
manager and hr so we want to run this parallel
approval process so i will click on travel requests i
will use this template it's showing me all the columns
available for this template and click on use template i will name it
company travels so i will name it company
travels the icon is fine the color you can change different
color if you want select green one and i will save this to Keapoint
training site and i will click on create the list is created for capturing
all the travel so if i click on the new form
i can see all the fields a person can fill in on this form
and submit it so the next thing we need to do is we need to create a power
automate workflow to seek parallel approval so i
will click on the three ellipses and i will right click on the power
automate application icon and i will open it in a new window
this will take me to microsoft power automate home page from the left menu i
will click on create and i will select automated flow because
i want to start this flow as soon as an item got
created in that travel request list i will click on automatic
flow i will give it a name i will just call it company travel
approval and the trigger for this will be when an item is
created in sharepoint so this will be the same trigger we use
to trigger this workflow when item get created in microsoft list
so i will click on create now the first thing we need to do is we need to
provide the site url where this list exists so it is the training site
and then the name of the list is company travels i will select that
now the next step i want to capture is the person who is requesting this
request travel if i click on the new item the
requester will be the person who is requesting you or you can request
on someone's behalf that person's manager needs to approve it
so if i go back to the workflow a new step here i need to get
a user profile so i will click on get user profile i will rename this to
get requested profile so the person who is requesting the travel
so user principal name or email id i can get
the requester email pass this to this step
we got the requester profile we need to now get the manager profile
next step is we need to get the manager profile of that user so we will
search for get manager and we will select get manager action
now we will provide the principal name of
the requester so we'll search for principal and then
we see the user principal name we will select that
and then we will use this for we'll use this to retrieve the manager
now let me quickly rename this i will just
rename this action to get manager profile next step is we want to start an
approval process so i will click on next step i will start and wait for an
approval so the first approval will be the
manager approval will keep it simple approve reject first to respond
that's the option will select the title will be manager approval and
assigned to is going to be from the manager profile
the email address of that manager so the mail and in the detail you can see
please approve my travel this is a link to the record for that travel
so you can get a link to item and then the description
for that link you can use as travel request title
so that's one approval is done now we want to seek
an hr approver parallel to the manager approver
to do that if i click on this plus icon here i can add a parallel branch here
rather than adding an action so if i click on add parallel branch
now you can see that manager approval is gone on the left
and then there's another branch created here so this one
i'm also seeking approval start an approval process
and again approve reject first respond and
the title will be hr approval this time and for the sake of this demo i will
just put myself in there in the detail i will say please approve
my request and again the link i'm gonna put the
link to the item and the title for the description i'm
gonna put title of that travel record now we got the parallel
approval process running here the next step is we need to add a
condition here to check if both manager and hr have approved it if yes
then send one email to the requester saying that your request has been done
otherwise send an email to requester saying that your
request has been rejected and maybe in the email will show who rejected your
request is the manager or the hr admin did that so i will click on next step i
will look for condition and i'm looking for the
content which is outcome so the outcome of the first
approval which is manage approval let me rename this just for clarity
we call this manager approval and then this one i will rename it to
hr approval okay now the condition we're gonna outcome will check the outcome for
the manager is equal to approve and we adding another
row and checking if the head chart approval
is approved if the outcome of the hr is approved so
again we looking for the outcomes this time i'm
looking for the hr approval outcome so it is equal to approve
now if the both approve it it will trigger this
condition and i will send an email it's an email notification to the
requester so i'll say requester email i will say
travel request is approved and in the body i will say same thing travel
request is approved if one of them is reject we're going to
send a rejection email send an email notification again this is
going to request your email and in the subject it
will be rejected travel request is rejected and
the body will say a travel request is rejected and then we probably want to
put the status of who rejected it so we can say
manager hr so in the status we'll say manager
and then we put outcome of the manager here
and then for the hr we just put the outcome from the hr
it will be either approved or reject now we have done with the workflow i
will click on save now our company travel approval workflow
is saved if i just go back here now i will go and
create a new record here i'll just call it trip to paris and the
requester i'll just put myself in there i won't put any other information for
now just for testing click on save so you can see that record
is created here in the list in this office 365 tenant i
am manager of myself so i will be getting all the emails even
though i i'm seeking a manager approval because i
set up myself as my manager so i'm getting all those
emails so i can see the workflow has started so if i go to the email
i've got two emails one as my manager to approve it and one as a hr approver so
if i go hr and approve it and then if i go as a
manager and approve it as well now i should get another email that my
request has been approved so travel request is approved now if i
go back and create another record in there
click on new call it trip to scotland and request it is myself
and click save now this should trigger another workflow process
for this record and this time i'm going to reject
as an hr admin now the workflow is started
for the second request i'll click on my email
on the focus one i can see two approvals one is hr and one is from manager
so if i just approve the manager side and then come back on the hr side
and reject that one before i do that if i go to the workflow
and i'll see the detail of this workflow you can see the manage approval is done
and hr is waiting for so if i just reject
and submit now you can see that the condition did not met
hence it sent rejection email so if i go back to my email i should have received
a rejection email the travel request is rejected status
manager approved it or hr rejected it so now you receive the email with the
status on who rejected the request in that
chain of approval process so just wrap up this video today you
have learned how to create parallel approval process in power
automate and how you can attach that process to microsoft list so when a new
item got created in microsoft lists it automatically initiate that approval
process for you thank you very much for watching this
video consider subscribing if you're new to the channel by pressing the red
subscribe button below this video and click the notification bell icon so
you don't miss any of my future videos as i upload new videos
every week give this video a thumbs up if you found it useful
if you have any question regarding this topic or any query related to office 365
put in the comment section below i review my comments on the daily basis so
i will be happy to answer thank you