This module walks a user through the entire process of building a Microsoft approval flow on a SharePoint Online list using two different approval flows. This module also displays the approval interfaces available for each flow, a list of resources, Benefits of flow approvals and overall business benefits using flow compared to other workflow software.

1. Microsoft Flow - First approval flow

2. Resources
Sign in Sign Up
https://flow.microsoft.com/en-us/
Introducing Modern Approvals in Flow
https://flow.microsoft.com/en-us/blog/introducing-modern-approvals/
PowerUsers - Flow
https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

3. What will I learn in this module?
1. You will learn to create and associate a flow with a custom SharePoint Online list
2. You will learn to create an email based approval flow
3. You will create a flow using the Approval action and email actions
4. You will learn the differences and configuration options with the approval action
5. You will learn to create a flow starting from a template
6. You will learn what the approval interfaces look like and how to approve a flow

4. Create an Audits list in SharePoint Online
Create a custom SharePoint Online list from the modern interface (not classic) and name it ‘Audits List’.
It should be configured with the following column names and column types:
Site Name Audit
Address
Audit Date Design Color Configuration Audit Manager Audit
Approval
-rename the
title column to
‘Site Name’
url column Date
column
Choice:
Correct
Incorrect
Choice:
Correct
Incorrect
Choice:
Correct
Incorrect
People Choice:
Approved
Rejected

5. Completed Audit List
Below is the completed Audits list with one entry for reference.
Next we will attach the flow. If visible, select the Flow link. If not visible select it from the ellipsis …

6. 3 ways to get the Flow approvals
An approver can be notified/approve via three methods:
1. Via email
2. Via mobile Flow app - http://bit.ly/2jqmcGN
3. Via Approval interface in Flow – ‘Approvals’

7. Let’s start by creating an approval flow that only uses email for
approvals.
This flow will email an approval notification (ACTION) to a manager designated in
the Audit list when a new item is added to the Audits list (TRIGGER).
Based on the ‘Approve’ or ‘Reject’, an ACTION will update the approval status in the
Audit list.
A second email will be sent to the creator of the audit item informing them if it was
approved or rejected (CONDITION/ACTION) that also includes a link to the item.
Create Audit Approval Email Flow
ACTION
Send Approval Email
TRIGGER
When a new item is created
FLOW
ACTION
Send ‘Approved’ Email
CONDITION
If Yes (Approved), If No (Rejected)
ACTION
Update Audit Item(set approval)
ACTION
Send ‘Rejected’ Email
ACTION
Update Audit Item(set reject)

8. Select ‘See your flows’ to create a blank flow
This will navigate to the main landing page for
creating and working with flows.
Create Audit Approval Email Flow

9. My Flows is where you can create a new flow or view existing flows
Select, Create from blank
Name it: Audit Site Approval - Email Notification

10. We will need to start with a trigger
Select, ‘When an item is created’ or search for that trigger

11. Populate the trigger with:
The site and audit list name
Select the ellipsis and change the name of the
trigger to read,
‘When a new audit is created’

12. Add an action:
Select Office 365 Outlook
Scroll to the action:
‘Office 365 outlook – Send approval email’

13. Populate action with
dynamic content:
To:
Subject: Approval Request -
User Options: Approve, Reject

14. Select ‘Show Advanced Options:
Populate the Body input field with text and dynamic
content (as displayed) to provide relevant information
in the body of the email.
Set the importance field to ‘High’

15. Add a Condition:
‘is equal to’
‘Approve’

16. Populate the ‘If yes’ and
‘If no’ Update items in
parallel as they contain
the same information:
Set the Approval Status Value to
‘Approved’ If Yes
Set the Approval Status Value to
‘Rejected’ If No

17. Add a new item
to the SharePoint
Online Audits List
Flow will automatically trigger
and send the approval email
Once Approved or Rejected the Audit list will be updated
and the user is re-directed to a Thank you page
Final email sent notifying the audit list audit creator
the Audit Site was ‘Approved’ and link to the item

18. This flow will use the Microsoft Approval action.
This flow will function like the email based
workflow but provides a more comprehensive
interface to capture approver information such as
comments.
It will provide alerts and approval actions in the
flow mobile app or Flow home site under
Approvals
Create a new Audit Approval
flow with Approvals Connector
ACTION – Approval Connector
Send Approval Notification
TRIGGER
When a new item is created
FLOW
ACTION
Send ‘Approved’ Email
CONDITION
If Yes (Approved), If No (Rejected)
ACTION
Update Audit Item(set approval)
ACTION
Send ‘Rejected’ Email
ACTION
Update Audit Item(set reject)

19. Navigate to the flow site. The first Audit Site Approval flow – Email Notification
should be visible under, ‘My Flows’.
Turn off the flow
Flow Site

20. Create a new flow from blank
Name it: Audit Approval – Audit Connector and email
Create an Audit Approval flow with the
Approvals Connector

21. We can create the Flow using individual parts
Or
Search for the Trigger:
When a new item is created
Search for the Action
Approvals
OR

22. Search existing templates
Or
Microsoft has already done
some of the work
Select: Start approval when a
new item is added

23. A new interface is presented
Or
Skip this interface by selecting:
Edit in advanced mode
You will be directed to the primary
flow design canvas

24. Populate the trigger:
The site and audit list name
Select the ellipsis and change the name of the
trigger to read,
‘When a new audit is created’

25. Populate the Approval action with:
Assigned to:
Complete the other fields as displayed.

26. The Condition input uses response
instead of ‘selected option’:
These inputs should already be pre-populated
and will save us time!

27. Differences with the
Approval Action:
The image displayed is the ‘Yes’ option of the condition.
1. You have access to more dynamic content such ‘Comments’ in the
Body field. These comments are captured at the time of the
Approve or Reject.
2. You also have access to the ‘Approver Name’ which is useful if you
have a group of approvers.
3. You also have access to the ‘Response’ dynamic content which you
can add to the subject field instead of hard coding the response

28. All the dynamic content included with
Approval Action:
Here is the complete list of Dynamic content available
with the Approver Action

29. There is one other important difference with the
Approval Template:
Can you see it?

30. The Approval Template is only configured to
Inform the creator of the Audit item via email.
This may not be an issue if your use case is to only
request approvals and not record the approval outcome.
The goal of our Audit list was to record the Approval
decision in the Audit list in context with the information.

31. Add the Update Item
In order to have the Audit list updated with the approval
decision, add the SharePoint action – Update item
‘Inform item creator of approval for both the yes and no
conditions before the Inform item creator action.
Set the fields as displayed in the purple image.
Set ‘Approved’ as the Approved Status Value for the Yes
condition and Set ‘Rejected’ as the Approval Status for
the No condition.

32. Populate the ‘Inform item
creator of approval’ action
Complete the fields in the “Inform item creator of
approval as seen in the image.
Your Audit Approval flow is complete!
Save your flow: Update flows

33. Add a new
item to the
Audits List
Flow will automatically trigger and
send a notification to my phone
Once approved or rejected, the
‘add comment’ field is available
In my example I
have added a new
item called
Content Delivery
to the Audit list.
Select, confirm and your
request is approved
Email to creator of
Approval Status

34. The Approval can also be approved
from the Flow home page
Select Approvals, Received requests

35. Primary Benefits of Flow Approvals
1. Flow approvals are triggered and sent incredibly fast! Approval notifications are approximately < 2 seconds after a new
a new item is added to a list using the mobile app.
2. Faster testing cycles
3. The approval interfaces are more user friendly and easier to understand compared to SharePoint designer workflows.
4. Flows can be turned on/off on demand easily
5. Flows can be shared with a team of people ensuring business continuity
6. Flows can be exported

36. Business Benefits of Flow Approvals
1. No extra software installed in your environment.
2. Flows offer a layer of transparency not available
in other workflow design tools.
3. Flows have a universal architecture and
configuration. Flows are easily updatable by
multiple service providers on-site and remotely
Security, time savings, money savings
Group collaboration, knowledge sharing, flow re-use,
smaller learning curve
Faster business solutions, time savings, money savings

37. Need help or a responsive intranet?
https://www.linkedin.com/in/greg-gignac-4026837/