What are flow entries

Create a flow to manage project approvals

  • 5 minutes to read

Note

This article is part of a tutorial on using Power Apps, Power Automate, and Power BI with SharePoint Online. Be sure to read through the introduction to the series for a general overview and access to the associated downloads.

In this task we will create a flow for approving projects. Power Automate is built into SharePoint, so it's easy to create a flow straight from a list. The flow we're creating is triggered when the list Project requests (Project requirements) an item is added. The flow sends an email to the project approver, who approves or rejects the request directly in the email. The flow then sends an approval or rejection email to the project requester and updates the SharePoint lists accordingly.

Step 1: Configure the flow template

  1. Click or tap in the list Project requests (Project requirements) Flow and then on Create a flow.

  2. In the right pane, click or tap Start approval when a new item is added.

  3. If you're not already signed in, sign in to SharePoint and Outlook, and then click or tap Further.

    You will now see the template for this flow that you can fill out. The fields in the flow represent steps. They accept input from previous steps as well as your input. Each step can then provide the output for subsequent steps.

  4. Enter in the field Assigned to a name that is valid in the tenant.

    The next field in the flow answers the decision of the project approver and directs the flow to one of two Branches further: If so or If not.

Step 2: Create Actions for Approve = yes

By default, this branch sends an approval email to the requester. We are also updating the list Project requests (Project requirements) and add to the list Project details (Project details) because the project has been approved.

  1. Click or tap in the branch If so on Inform item creator of approval (Inform element creator of approval) and then click To editto view the default options for the email sent to the requester.

  2. By default, an email is sent to the person who created the list item, with the subject line and message text that appear. You can update these if necessary.

  3. Click or tap Add action.

  4. Look under Select action for “SharePointSharePoint,” and then click or tap Update SharePoint Item.

  5. Enter the URL of the SharePoint website and the name of the list.

  6. Check the box Id , and then click or tap in the dialog box for dynamic content on ID.

    Dynamic content is available throughout the flow based on the previous steps. In this case, the SharePoint list information is available and we can use it in the actions we have created.

  7. Select the field Title Select (Title), find “Title” in the Dynamic Content dialog box, then click or tap Title.

  8. Enter in the field Approved (Approved) Yes. This part of the flow should now look like the following illustration.

  9. Click or tap again Add action. This time we add to the list Project details (Project details) add an element for the project we have approved.

  10. Look under Select action for “SharePoint,” and then select SharePoint - create item from.

  11. Enter the URL of the SharePoint website and the name of the list.

  12. Select the field Title Select (Title), find “Title” in the Dynamic Content dialog box, then click or tap Title.

  13. Check the box RequestId , then click or tap in the dynamic content dialog box ID.

  14. Enter in the field PMAssigned (PM assigned) "Not assigned". This part of the flow should now look like the following illustration.

Step 3: Review Action for Approve = No

By default, this branch sends a rejection email to the requester. We are also updating the list Project requests (Project requirements). Since the project will not continue, let's add Project details (Project details) no element added.

  1. Click or tap in the branch If not on Inform item creator of rejection (Inform element creator about rejection) and then on To editto view the default options for the email sent to the requester.

  2. By default, an email is sent to the person who created the list item, with the subject line and message text that appear. You can update these if necessary.

  3. Click or tap Add action.

  4. Look under Select action for “SharePointSharePoint,” and then click or tap Update SharePoint Item.

  5. Enter the URL of the SharePoint website and the name of the list.

  6. Check the box Id , then click or tap in the dynamic content dialog box ID.

  7. Select the field Title Select (Title), find “Title” in the Dynamic Content dialog box, then click or tap Title.

  8. Enter in the field Approved (Approved) “No”. This part of the flow should now look like the following illustration.

  9. At the top right of the screen, click or tap Create a flow.

    The flow is now complete, and it should look like the following image as you collapse the fields.

  10. At the top right of the screen, click or tap Finished.

Step 4: Run the Approval Flow

  1. Click in the list Project requests (Project requirements) QuickEdit, and add the following item:

    • Title = "New monitor for Megan"

    • Description = "Megan needs a 24" monitor "(Megan needs a 24" monitor)

    • ProjectType = "New hardware"

    • RequestDate = "02/03/2017"

    • Requestor = "Megan Bowen"

    • EstimatedDays = "1"

    • Approved = "Pending"

  2. At the top of the page, click Finishedwhen you are done.

  3. Check the inbox on the approver's email account. You should now have an email like the following.

  4. After you click on Authorize or decline Once you clicked, the flow performs another process and you will receive feedback like the following right in the email.

  5. The flow sends an email to Megan with Allan's response, as shown in the following image. This email will of Megan sent because she is the owner of the flow.

Next Steps

The next step in this series of tutorials is to create an app to manage projects.

See also

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