Wait for approval in Microsoft Flow

Create a flow that, if you create an item in SharePoint, sends approval email and then notifies you whether the item was approved or rejected. To follow this tutorial exactly, create a simple SharePoint list as a trigger action, but you can use another data source such as Dropbox or OneDrive.

Prerequisites

  • Create a simple SharePoint list that's named Project Tracker, add a column named Title, and then add a Person or Group column named Assigned To.

    Image of Project Tracker SPO list

Add an event to trigger the flow

  1. Sign into Microsoft Flow, select My flows in the top navigation bar, and then select Create from blank.

  2. Select the Search hundreds of connectors and triggers box, enter new item, and then navigate to SharePoint - when an item is created.

  3. If prompted, sign into SharePoint.

  4. Under Site Address, enter the URL of the SharePoint site that contains your list.

  5. Under List Name, select the list you created earlier. If you're following along, the name is Project Tracker.

    Image of SPO list name

Add the resulting action

  1. Select the New step button, and then select Add an action.

  2. In the Search all connectors and actions box, type or paste send email, and then select Office 365 Outlook - Send email with options.

  3. If prompted, sign into Office 365 Outlook.

  4. Select the To field, and then select the Assigned to Email token.

    The user in the Assigned To column receives the email to approve or reject items. When you create an item to test the flow, specify yourself in this field. That way, you not only approve or reject the item, but also receive the notification email.

    Note

    You can customize the Subject and User Options fields to suit your needs.

    Image of send approval email to field

Add a condition

  1. Select the New step button, and then select Add a condition.

    Image of add a condition

  2. Select the first box, and then select the SelectedOption token.

  3. Select the last box, and then type Approve.

    Image of the condition card

  4. In the If yes area, select Add an action.

  5. In the Search all connectors and actions box, type or paste send email, and then select Office 365 Outlook - Send an email.

  6. In the To field, enter a recipient such as Created by Email.

  7. In the Subject box, specify a subject.

    For example, select Assigned To DisplayName, type has approved with a space on each side, and then select Title.

  8. In the Body box, specify an email body such as Ready to proceed with the next phase of the project.

    Note

    The person who created the item in the SharePoint list will be notified whether the project was approved or rejected.

    Image of yes-send-email

  9. In the If no area, repeat the last five steps except change the Subject and Body to reflect that the project was rejected.

    Image of no-send-email

Finish and test your flow

  1. Give your flow a name, and then select Create flow.

    Image of create-flow

  2. Create an item in your SharePoint list.

    An approval email is sent to the recipient that you specified. When the recipient selects Approve or Reject in that email, you receive email that indicates the response.

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