hello folks welcome back in today's video i will show you
how to create travel request list using Microsoft lists template and how
easily one can set up manager approval process
on list using power automate so stay tuned
i have log into my office 365 tenant from the left hand
corner i can click on these ellipses and then
i will click on the Lists if you don't see this Lists
application here you can click on all apps and then scroll down and
you can find the lists application here this will take me to Microsoft
lists landing page this is where i can create new list to create
new lists i will click on new list and then i will select
one of the template provided by microsoft which is travel request
because i want to capture all the travel in my company
so i'll click on travel requests this is a preview of that list template
so you can see that it has the title the reason for travel
the person who is requesting that travel the destination the person is going to
and the the dates for the travel and duration
which airline that person is traveling with estimated airfare
hotel that person is staying if any and the last column is
approved so by default when you create a record it will be
approved set to no but when i create a workflow
we can then set this value to yes once your manager approved it so i will use
this template i will just call it travel requests list
and if you want you can put any description
here and change the color to me it looks fine and also the icon
looks spot on so i will save this on a sharepoint site
so i will select this training site and click create now our travel request
list is created with all the desired columns
listed here so the next thing we need to do is we need to create a workflow
for manager approval but before that let me show you how this new form is look
like so if i click on new this is the out of
the box form where you can fill all the travel
information you can see this approve column by default is set to no at the
moment this person who is filling the form can
set this to yes but you can customize this form
using powerapps and remove these columns from the form
so it always gets updated via the workflow there is a link on the top
right corner you can click on it and view my other
videos where i have described how you can customize
microsoft list forms using powerapps so let's go back to the
workflow now to create a workflow i need to click on this automate drop
down and then from power automate section i need to
click on create a flow now it is giving me some out of the box
templates so the one i am interested in is request manager approval for a
selected item this is exactly what i want so the person
who will submit this information his managers needs to approve it so if i
click on this template now this is taking me into
microsoft flow page where the flow needs to connect to
various different application and it asking for your permission so you
just click on create law okay so the flow is created the first
thing i need to do is i need to rename this flow this is by default name
of the flow i will click on edit and i will change the name i will say travel
request and i will click on save okay now the floor name is updated
now if i click on the edit button here so we can review the flow
so the first action of the flow is for a selected item so when you select an item
from a microsoft list and initiate this flow it is
asking a user to put a message for the manager so that's an input field
and then it is going and retrieving that item from that travel request list which
we have just created and then it is taking that person who is
logging that request his user profile and then passing his user principle in
the next step to get the person's manager
now on the left hand side if the person manager
is not set up so if i click on these three ellipses and click on configure
run after you can see if the get manager failed
then it will trigger this email and then it will terminate the workflow so
in the case of no manager it won't start the approval process
but if it does find the manager it will start the approval process if you put
the title as an approval request and the name of that trip
or title and assigned to will be the manager and then the message this is the
input by the user when user submit that request and then this is the
link to that record in microsoft list and then after that there
is a condition if i expand the condition you can see if the response is equal to
approve then do this send an email back to the
person that your request has been approved
if response is equal to no then send an email to the person who initiated it
saying that your travel request has been rejected so this looks
perfect but what we need to do is we need to add one more action
if it is approved and that action is that that approve
will be changed from no to yes if i go in there
and click on add an action the action will be update item
sharepoint so at the end of day it's a list so either the microsoft list or
sharepoint list this will work i will click on
update item we will select the site this is a training site where we hosting that
microsoft list and the list name is travel request list and the id is
going to be the get item id and the title is going
to be the get item title those are the mandatory column we need
to find and then this approved column we will set it to yes that it has been
approved because this is the condition when the manager
approves it sends the email and it says that
value of approve to yes so we have done with this
workflow we will save it and we'll create a record in microsoft travel
request list and then we will see how this work will behave now for the
testing purpose i have put myself as my manager so i will be getting the
approval for any request i submit in your case it will be your
manager in your company so from here i will click on
new i will give it a title say a trip to london reason for travel
i'm going to attend a conference there requester is myself
destination it will suggest you some destination or you can just use this
location travel start date this is going to be
monday next week and end date i will be returning on the same day
and the airline i'm traveling with so these are the list of options which you
can update i will click British airways estimated fair 300 hotel costs i'm not
staying overnight so that will be zero now approve we will
leave it to no but you can update this form with powerapps and take
this column out the user cannot set this by themselves so i'll click on save so
at this point the new record in travel request list is
saved but we haven't initiated the workflow the approval process on it
so i will select that record and then from the power automate menu i can see
the travel request approval workflow listed here so i will click on
that now it is asking me to sign in to all this various
application i will click on continue now probably you remember that there is
an input column in the first step of the workflow action that you want to send a
manager a message so we can enter that message here which
can go in the email i will say please approve my request for
london visit okay so i will click on run flow now if
i go back to a previous page of the flow here i
can see the flow has started now if i navigate back to my email i saw
a message here pending approval so if i click on this link
this will take me to that record in microsoft list
so yeah i can see all the information about the record to approve it
and if i click on approve and hit submit this will approved the requests
submitted earlier on now if i go back to the list now you can
see that approved is changed from node to yes
which means that workflow has been approved and the
approved status is changed if i click on the history of this workflow i can see
that its approved status has changed and condition was approved it's
true and the requester should get an email
and item is updated which is set to approve
if i go back to my email i can see that that this person have approved your
request for trip to london that's the whole workflow is done and
now you can start using this workflow in your company with
travel request list so to just wrap up this video
today you have learned how to create travel request lists
using one of the microsoft lists available template and how easily you
can set up a manager approval process on that newly
created list thanks for watching this video consider
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if you have any question related to microsoft list or related to office 365
in general post in the comment section below
i review my comments on the daily basis i will be happy to answer thank you