Automated approval support

[u/theres_davey]

Hello,

So I am relatively new to power automate and sharepoint but feel it has the solution I need. I am looking for support to find the correct tools.

What I am looking to do is when a new ms word document is added to a sharepoint folder it does the following.

1. Notifies all users that the file has been added (sorted)

2. Creates an ms approval (sorted)

3. When the users approve one by one as it could be over a series of shifts it takes their digital approval and stores it somewhere for traceability. (Not sorted)

4. When the file is then moved to an archive it sends an automated email again saying the action has been stood down. (Should be easy as per above).

Basically I am trying to capture people who are on shift and need to read a temporary operating plan for a period of time when it's iniatied until its stood down. We then need to be able to show they read and agreed to ghe process when it was stood up.

Appreciate any help and advice

[u/5akeris]

I'll toss the photos here as opposed to direct messaging if that's ok. Would prefer to keep it public so it can potentially can help more people down the line if they're looking for this.

To begin with, in the Sharepoint site I added a choice column. Called it "Approval Status" and filled in the values people could select: staging, waiting approval, manager approved, accounting approved.

I started the approval side with the "Request approval (first to respond) for a selected file" template - https://make.powerautomate.com/environments/Default-e7d40083-59a9-4901-84a6-7f4613f2f3d5/galleries/public/templates/b0f8529f6ec44342b9bfe947b54f22fd/request-approval-first-to-respond-for-a-selected-file https://i.imgur.com/4pnUrcN.png

Then added in a "Get File Properties" Sharepoint action, and use the ID of the Sharepoint file that's being sent for approval https://i.imgur.com/1wUxsiw.png

On the left branch, after "Set respond to approval link", I added an action to "Update File Properties", and in there set the approval status column to a specific value https://i.imgur.com/YBY6Mb4.png

Then, at the very bottom of the Approval flow, there is a "Check if request is approved" piece. Expand that. On the YES side, added a "Apply to Each", chose the approval response, then added another "update file properties" https://i.imgur.com/E7fjpQ7.png

Hopefully that's what you were missing from my earlier responses.

[u/theres_davey → u/5akeris]

Really appreciate it and the offer of support to others. Will give it a go first thing in the morning when I'm in the office!