A Guide for Multi-Level Approval using Power Automate

Introduction

Power Automate is a cloud-based application enables you to build automated workflows between your favorite apps and services to streamline daily operations and increase productivity. The automated workflows you develop with this service are called Power Automate Flows.

You can link and automate processes across numerous programs and services. We have around 250 connectors, including SharePoint, Dynamics 365, OneDrive, Twitter, Excel, etc., using Power Automate Flows. When an event, a condition, or a schedule is created, that triggers a flow, and you can then automate actions depending on that trigger.

Power Automate Flow

Events that can start a flow include the arrival of a new email in a user’s inbox, adding a file to a folder, or creating a new entry in a database, when the flow initiates a series of operations after being triggered, which may include sending emails, changing data, adding new records, or publishing messages on social media sites.

Types of Flows

1. Automated Cloud Flow

The Automated Cloud flows its trigger when an item is created in SharePoint or email attachments, or a new record is created in Dynamics, etc. When triggered, it automatically starts a series of actions like workflow.

2. Instant Flow

With the click of a button, you can begin automation. You can use your desktop or mobile device to automate repetitive tasks. For example, you can instantly send a reminder to the team by pressing a button on your mobile device.

3. Scheduled Flow

Using a scheduled flow, you can automate routine processes like regularly sending out reminders or reports without manually entering each time. When you build a planned flow, you can specify how frequently it should run, choosing daily, weekly, or monthly options. Also, you can designate the time of day the flow should operate.

Steps to Create a Multi-Level Approval Flow

Let’s take the example using Dynamics CRM (Customer Relationship Management) when New Record is created in the Invoice to Get Approval for this record.

Step 1 – Go to the Power Automate Flows

Step 2 – Click on Create

• Select Automated Cloud flow
• Choose Microsoft Data Verse
• Select When Row is added or Modified.

Step 3 – Change Type is Added

• Choose an Entity on Which Entity you want to Perform this Action
• Click on Next Step
• Search for Approval
• Search for Approval, Select Start and wait for an Approval
• Choose Approve-Reject First to Respond

Step 4 – In the above fig, the following fields are mandatory – title, the person you want to get the approval from, and you can add details for clarity while getting the approval.

Step 5 – In the details section, we can add Important Fields names, as mentioned above.

Step 6 – If you want to place Hyperlink in the Approval flow, you can place. Here [Click Here to View the details], Paste the Dynamics CRM URL

Step 7 – Add the Condition

Step 8 – When the outcome is equal to approved, it should go to the next approver.

Step 9 – Here, we have two conditions, if the outcome is equal to Approve, the mail will go to the 2^nd Approver. If the outcome is Rejected, the Mail will go to the person who raised the Invoice. Repeat the same process for other Approvers.

Choose Start and Wait for an Approval

Add the Condition

Conclusion

Power Automate uses an automation process to reduce manual work. We have around 250 connectors in power automate like Excel, SharePoint, OneDrive, Microsoft Dataverse, OneDrive, etc. Whenever a record has been created in dynamics, it automatically goes to the Approver for Approval Required. Here, the manual work has been reduced and time saved for processing, and we can also add different conditions in the flow.

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