Need to Create an Approval Flow in Power Automate? We’ve Got You Covered!

Are you tired of manual approval processes that are slow, inefficient, and prone to errors? Do you want to automate your approval workflows and free up more time for strategic tasks? Look no further! In this article, we’ll guide you through the process of creating an approval flow in Power Automate (formerly Microsoft Flow), a powerful tool that can streamline your business processes and increase productivity.

What is an Approval Flow?

An approval flow is a series of automated steps that are triggered when a new request or document needs approval. It involves routing the request to the relevant approver(s), tracking the approval status, and updating the request or document accordingly. With Power Automate, you can create custom approval flows that cater to your organization’s specific needs and requirements.

Benefits of Using Power Automate for Approval Flows

• Increased Efficiency: Automate manual approval processes, reducing the time and effort required to complete tasks.
• Improved Accuracy: Minimize errors and ensure that all necessary approvals are obtained before moving forward.
• Enhanced Transparency: Track the approval status and history of each request or document, ensuring accountability and compliance.
• Customization: Create approval flows that fit your organization’s unique needs and requirements.
• Integration: Seamlessly integrate with other Microsoft products, such as SharePoint, Dynamics, and Office 365.

Step-by-Step Guide to Creating an Approval Flow in Power Automate

Step 1: Create a New Flow

Log in to your Power Automate account and click on the “Create from blank” button. Choose the “Approval” template and give your flow a name, such as “Purchase Request Approval.”

{
  "name": "Purchase Request Approval",
  "description": "Automated approval flow for purchase requests"
}

Step 2: Add a Trigger

In this step, you’ll define the trigger that initiates the approval flow. For example, you might choose to trigger the flow when a new item is created in a SharePoint list or when a new email is received in a specific mailbox.

Trigger	Description
When a new item is created in SharePoint	Triggers the flow when a new item is added to a SharePoint list or library.
When a new email is received in Office 365	Triggers the flow when a new email is received in a specific mailbox or folder.

Step 3: Add an Action

In this step, you’ll add an action that performs a specific task, such as sending an approval email or creating a new task.

{
  "actions": [
    {
      "type": "Send an email",
      "inputs": {
        "to": "approver@example.com",
        "subject": "Approval Required: Purchase Request",
        "body": "Please review and approve the attached purchase request."
      }
    }
  ]
}

Step 4: Add a Condition

In this step, you’ll add a condition that checks the approval status or other relevant information. For example, you might check if the approver has responded with an approval or rejection.

{
  "conditions": [
    {
      "type": "If",
      "inputs": {
        "condition": "@equals(outputs('Send_an_email')?['Body'], 'Approved')"
      },
      "actions": [
        {
          "type": "Update item",
          "inputs": {
            "itemId": "@triggerOutputs().itemId",
            "listName": "Purchase Requests",
            "itemProperties": {
              "Approval Status": "Approved"
            }
          }
        }
      ]
    }
  ]
}

Step 5: Add an Approval Step

In this step, you’ll add an approval step that routes the request to the relevant approver(s). You can choose from various approval types, such as:

• Serial Approval: Routes the request to multiple approvers in sequence.
• Parallel Approval: Routes the request to multiple approvers simultaneously.
• : Combines serial and parallel approval types.

{
  "approvals": [
    {
      "type": "Serial Approval",
      "inputs": {
        "approver": "Manager",
        "approvalRequest": {
          "title": "Purchase Request Approval",
          "description": "Please review and approve the attached purchase request."
        }
      }
    }
  ]
}

Step 6: Add a Response

In this step, you’ll add a response that is sent to the requestor or other stakeholders, depending on the approval outcome.

{
  "responses": [
    {
      "type": "Send an email",
      "inputs": {
        "to": "requestor@example.com",
        "subject": "Approval Outcome: Purchase Request",
        "body": "Your purchase request has been approved. Please proceed with the purchase."
      }
    }
  ]
}

Best Practices for Creating Effective Approval Flows

1. Keep it Simple: Start with a simple approval flow and gradually add complexities as needed.
2. Test and Refine: Test your approval flow with sample data and refine it based on the results.
3. Use Conditional Logic: Use conditional logic to handle different approval scenarios and outcomes.
4. Communicate with Stakeholders: Communicate with stakeholders about the approval flow, its benefits, and any changes.
5. Monitor and Analyze: Monitor and analyze the performance of your approval flow to identify areas for improvement.

Conclusion

Creating an approval flow in Power Automate is a straightforward process that can revolutionize the way you manage approvals in your organization. By following the steps outlined in this article, you can automate manual approval processes, reduce errors, and increase productivity. Remember to keep it simple, test and refine, and communicate with stakeholders to ensure the success of your approval flow.

Ready to get started? Sign up for a Power Automate account today and start creating your approval flow!

Related Resources

• Power Automate Approvals Overview
• Create an Approval Flow in Power Automate
• Power Automate Blog

Happy automating!

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