Approval Flows in Power Automate - Beginners Tutorial
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- čas přidán 31. 07. 2024
- Learn how to create advanced approval flows in Microsoft Power Automate. With this tutorial for beginners, you learn to set up an approval flow and, more importantly, handle the responses with expressions.
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00:00 Intro
Today we create an approval flow where we take user input, approve it Teams/Outlook, and let Power Automate send an email response to the user with the response from the approval flow.
00:47 Create an Input Form
We create an input form in Microsoft Forms. Here the employee will request holidays, which our approval flow will handle later. In Power Automate, we use the When a new response is submitted as a trigger. With a Get response details action, we collect the information from the Form and use it in Power Automate.
5:43 Create and wait for an approval
With the Create and wait for an approval action, we can send an item for approval to the user or users we specify. In addition, we can customize the approval form, e.g., Yes/No/Maybe instead of Approve/Reject. The approver can add comments to the approval, cancel the request, follow up (the approvers will get another notification), or reassign.
10:16 Extract Information from the Approval Response
When the approver reacts, our Power Automate receives the response as a JSON. Our job is now to extract the data from the JSON. Since one approval can have more responses, the responses come in an array in the body. So we handle the array of responses accordingly.
17:35 Send an Email with the Response
We use the extracted information from the approval response to create an email with a Send an email (V2) action. The To, Subject, and Body are all created dynamically. We use a combination of dynamic content and expressions.
22:45 Use Markdown for the Approval in Teams
You can use markdown to make your approval form in Teams/Outlook look better. We use bold for the descriptions and create an email link.
26:12 Handle the Approval Outcome
The outcome from the approval comes as either Approve and Reject. We want to use Approved and Rejected for our email, so we use a Switch action.
30:57 Get the Approval Comments
We use a WDL expression to get the comments from the approval. But we only want to show the comments if they're present: Therefore, an expression combining the functions empty and if is created. Finally, a concat function is added to combine the value of the dynamic comments with a static string.
41:32 Clickable Link with the Responder's Email
With some HTML knowledge, we can create a clickable link with the Responder's email and a custom text with their name.
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thanks Anders. Your videos are always so well explained. Just love it
Happy to hear that! Thanks for all the support 🙌🙋♂️
Great work! Love the markdown for the approval in Teams!
Thanks a bunch, Mauri CS 🙂
This video really helped me. Thanks Anders Jensen
Thanks a bunch, @zawwinhtun7929 🤩 I've created a Discord. We're more than 11,000+ RPA developers networking and solving problems here: czcams.com/video/xWFz-S96XGo/video.html You're more than welcome. Kind regards, Anders
Very Good explanation
Thanks A lot
I'm so happy to hear, thanks a lot 😊 Kind regards, Anders
Hi Anders Sir, your video very clear
btw, how to configure team to receive approval ? saw your video got notification prompter that leads to team, I can only see in Outlook, and for outlook, is it possible to receive notification in browser and click in to the outlook mail ? thank you !
Hey Christopher SK Yap Thanks for writing. I'm getting more than 50 questions/comments every day and having difficulty answering everyone (I try my best). I've created my Microsoft Power Automate Groups, where we all can post and solve problems or hang out around our favorite tool, Power Automate. So you're very welcome. Get the addresses here: czcams.com/video/_QRI-Yo2h8U/video.html Have a great day. Kind regards, Anders
Hi Anders, great video. Anders, would there be a way for the approver to view the actual form? Or is it only the kind of basic text you will be able to add to the approval message / email? Thank you.
Thanks for writing 😊 I'm getting more than 50 messages daily. While I read all of them, I can’t reply to everyone 😔 But I’ve created an RPA/Automation community where we’re 9000+ RPA Developers helping each other with solutions and our careers. Here’s the video on how to join (the invitation link is in the video description): czcams.com/video/xWFz-S96XGo/video.html Kind regards, Anders
Dear brother Anders Jensen
I hope you are doing well
I'm traying to follow up your lesson but unfortunately, when I was traying apply the first action, my computer add extra step automatically which it (Apply for each) and this step is not appear at your lesson
what is the reason and how can I solve this issue
actually, I'm new in using power automate
Thanks A lot
Thanks for writing 😊 I'm getting more than 50 messages daily. While I read all of them, I can’t reply to everyone 😔 But I’ve created an RPA/Automation community where we’re 11,000+ RPA Developers helping each other with solutions and our careers. Here’s the video on how to join (the invitation link is in the video description): czcams.com/video/xWFz-S96XGo/video.html Kind regards, Anders
Hi Anders,
Is it possible to link 2 applications? We want to enter data in one application and then get this data into the other application at the same time?
Thanks for writing 😊 I'm getting more than 50 messages daily. While I read all of them, I can’t reply to everyone 😔 But I’ve created an RPA/Automation community where we’re 11,000+ RPA Developers helping each other with solutions and our careers. Here’s the video on how to join (the invitation link is in the video description): czcams.com/video/xWFz-S96XGo/video.html Kind regards, Anders
Like the video Anders !! I have a question, what happened if the email to send to your superior or boss is incorrect ? there is a possibility to check the email with ldap server into power automate? or something like that with an expression? Regards
Hey Food’s & Lanscape Thanks for writing. I'm getting more than 50 questions/comments every day and having difficulty answering everyone (I try my best). I've created my Microsoft Power Automate Groups, where we all can post and solve problems or hang out around our favorite tool, Power Automate. So you're very welcome. Get the addresses here: czcams.com/video/_QRI-Yo2h8U/video.html Have a great day. Kind regards, Anders
That was a very important question! Did you get any response on Discord Channel or anywhere else?
@@enoisquevoa157 no Andrew :(
Great Video
Can you please make video on:
SharePoint library have Excel file and copy all Excel data into existed SharePoint list
Thanks for writing 😊 I'm getting more than 50 messages daily. While I read all of them, I can’t reply to everyone 😔 But I’ve created an RPA/Automation community where we’re 4500+ RPA Developers helping each other with solutions and our careers. Here’s the video on how to join (the invitation link is in the video description): czcams.com/video/xWFz-S96XGo/video.html Kind regards, Anders
@@andersjensenorg Thanks for quick reply
I'll share with my friends
If possible please make video
Make a video on vlookup with actions as well as using macro by passing dynamic variable to VBA Code
Added to my list - thanks a lot, my friend 🙌
Hi Sir,
got this error after following your steps for sending back email to responders
The Mail connector is currently restricted for new tenants. Microsoft is working on enabling this connector. In the meantime, please consider using alternatives like Office 365 Outlook, Gmail, SendGrid connector instead.
Hey Christopher SK Yap Thanks for writing. I'm getting more than 50 questions/comments every day and having difficulty answering everyone (I try my best). I've created my Microsoft Power Automate Groups, where we all can post and solve problems or hang out around our favorite tool, Power Automate. So you're very welcome. Get the addresses here: czcams.com/video/_QRI-Yo2h8U/video.html Have a great day. Kind regards, Anders
Hi why is my text in details come out all in one line?
I have put enter.
Thanks for writing 😊 I'm getting more than 50 messages daily. While I read all of them, I can’t reply to everyone 😔 But I’ve created an RPA/Automation community where we’re 11,000+ RPA Developers helping each other with solutions and our careers. Here’s the video on how to join (the invitation link is in the video description): czcams.com/video/xWFz-S96XGo/video.html Kind regards, Anders
This is apparently already dated information, unfortunately.
When I go to Power Automate, then click Create, my screen looks *nothing* like that. For example, there is no box for "Automated Cloud Flow". I see two big option boxes at the top: "Start with a template", or "Build your own", and neither takes me to the next step he is at. Thus, this "Beginners Tutorial" is no beginner's tutorial at all, unfortunately.
I appreciate it when someone like Anders creates tutorials, but it's no help if the information is dated, and does not align with what the interface actually looks like (possibly due to MS radically changing the interface).
Hey SanDiegoDude. Try to go to microsoft365.com and login. Click the 9 black dots in the upper left corner. Click Power Automate. Now your Power Automate should look like mine 😊 Please let me know, if it helps. Kind regards, Anders