Power Automate Exchange

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  • 1.  4 Level Approval flow Power Automate

    Bronze Contributor
    Posted 12 days ago
    Hello there,

    I have SharePoint List with multiple columns, of which 5 columns are Person (Manager, 1st level Manager, 2nd level Manager, 3rd level Manager, 4th level Manager, 5th level Manager.

    1st column is the Manager name, who will be creating a new item to SharePoint to take approval from 4 level manager.

    When a item gets created, email to go to the 1st level manager mentioned in the person column, if approved by 1st level manager, than email to go to 2nd level manager email address mentioned in the person column for approval. Similarly if approved by 2nd level Manager, send email to go to 3rd level manager email address mentioned in the person column.

    But at any level the created item is rejected, workflow should stop and an email should be sent to the email address mentioned in Manager column.

    And last approval email should only go to the 4th approval, when from a specific choice column we select the option as "Yes".

    In short, if the option is selected as "No", approval flow to go till 3rd level manager, and if option is selected as "Yes", approval flow to go till 4th level manager.

    Appreciate if someone shares their expertise regarding my requirement.

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    Prem
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  • 2.  RE: 4 Level Approval flow Power Automate

    Top Contributor
    Posted 11 days ago
    You are going to need to nest your approvals inside condition or switch (if you have more than two response options)
    Item created triggers.

    1. Item Created
    2, Start and Wait For Approval Manager 1
    3. If Response equals
    3a. Approve then go to step 4
    3b. Reject then Terminate
    4. Start and Wait For Approval Manager 2
    5. If Response equals
    5a. Approve then go to step 6
    5b. Reject then Terminate
    6.Start and Wait For Approval Manager 3...

    repeat the pattern above until you get an approval step for all your managers. I believe automate limits you to 10 nesting levels, So you should be ok at 5 managers.

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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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  • 3.  RE: 4 Level Approval flow Power Automate

    Bronze Contributor
    Posted 11 days ago
    Thanks Sam! I'm newbie working on Power Automate.

    I will follow the steps provided in your last reply, but appreciate you, if you could please share the screen shots.

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    Prem Guru
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  • 4.  RE: 4 Level Approval flow Power Automate

    Top Contributor
    Posted 11 days ago
    I'll see if I can rough something up later. There are approval templates out there that should get you started.

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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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  • 5.  RE: 4 Level Approval flow Power Automate

    Posted 11 days ago

    Prem,

    One approach we have used for multi-level approvals is a Do until that runs different approvals based on a switch (case) statement until either we get the final approval, or we get a rejected.  Which approval runs next is controlled by a variable that each approval sets after it completes.  If an approval sets the variable to "Complete", the Do until completes.  You will need another variable to track whether the overall approval was rejected or approved. 

    Since the running approval switch case sets the next case to run by the Do until, it also allows an approval to be bypassed if it's not required for whatever reason.

    I hope this helps.



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    Bruce Redfern
    Office 365 Architect
    Richmond, BC, Canada
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  • 6.  RE: 4 Level Approval flow Power Automate

    Silver Contributor
    Posted 10 days ago
    I find it simpler to split something like this into separate flows - one per approval stage, with a trigger column per flow after the first flow.
    If approved, the trigger column is set and the next stage starts.
    That way it is easier to restart a rejected stage.
    Also, invariably you will be asked to manually be able to trigger a stage.

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    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
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  • 7.  RE: 4 Level Approval flow Power Automate

    Top Contributor
    Posted 10 days ago
    @Donal McCarthy is right, splitting these into separate flows ​will make the management of it easier. slightly more work to get it configured initially, but easier to debug or run out of sequence later.

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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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  • 8.  RE: 4 Level Approval flow Power Automate

    Bronze Contributor
    Posted 10 days ago
    Hi All,

    I've managed somehow to create the flow
    When 1st level approved, goes to 2nd approver. If approved by 2nd level, goes and 3rd level approval.

    In between anyone rejects, flow stops.

    But I'm looking for 1 last conditional option:

    i.e. when approved by 3rd level manager, if the condition is set to "Yes", final email should go to the 4th level manager, if the condition is no, than no action required.

    My SharePoint choice column is named as Manage (see below condition), but the approval is going till 4th approver


    Any suggestions ?
    Thanks all for last responses.

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    Prem Guru
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