Monday, February 18, 2019

Microsoft Flow Approval Work flow with comments

This is a long pending post from my side about approval work flows that I wanted to post but didn't got a chance as some how other priority topics knocked my mind.

My last post about approval flow was Microsoft Flow Approval – Email Send with options but what important thing missing was, it lacks comments when item is approved or rejected.

My assumption in this post is that you are already aware about SharePoint List and how to add a Microsoft flow When item is created or modified.

Select the action after you have already triggered your flow, Search for the term Approval.



 

Select the Start an Approval Action.



You have two options here, either everyone must approve before it is counted as approved or First one to respond as approved.

Next action is to use Switch Case and capture the response of Approve and Reject action.



 

Here is how you will receive the approval email. (only thing with this approval activity which is different from Email with options flow is that it can not be sent from your organizational email address)



 

As an approver , when I will hit approve or reject, I will get option to submit with comments.



We can also login to Microsoft flow portal and do approvals or rejections from there.



Another big benefit is you can even use your mobile device and have Flow App to perform these operations, it even sends you push notifications.



You can build your flow further and add other actions after Approval/Reject Switch Case that you have seen above,

For example adding a send mail action after approval and adding the comments from the approver on it.



 

You can use this technique to add Approval flow with comments in your Flow with one caveat that email will always arrive from Maccount@microsoft.com but there are other benefits like you can approve the request from the Flow Portal and also from Flow mobile App.



Thanks for reading

Sukhija Vikas

http://SysCloudPro.com

 

11 comments:

  1. Very high level...how did you get Flow "comments" variable to insert in email?

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  2. Thank you very much for the process, howver my headache is that my org would treat maccount@microsoft.com emails as spam. Is there a work around?

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  3. it flows down when you will use approvals flow activity, you can select comments.

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  4. simple fix would be add that account to safe senders so that it does not land in junk, complex fix is with json and flow, will need custom work.

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  5. Hi Vikas, I am trying to get comments options within my approval email but I am having a hard time to get this. Could you please give me some advice on how do you get the Reason (comment) option withing your approval email?

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  6. Where exactly is this "comments" sit? I can't find it in the approvals flow activity. Can you help? :)

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  7. Approval flow it self send the comments , if you are wondering abut the comments shown in the screen shot that is the comment field I created in sharepoint which is used by the submitter.

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  8. Hello. I do not have the "Response" or "Comment" options available. How do I make this work?

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  9. Approval flow it self send the comments , if you are wondering about the comments shown in the screen shot that is the comment field I created in sharepoint which is used by the submitter.

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  10. If I have 2 attachments, how to show 2 links in an approval email?

    Thanks

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  11. Add the link in "Start an Approval Action"(see above screenshot), you can add hyperlink as well.

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