Power Automate for Seamless Sequential Approvals!
Power Automate
Dec 17, 2024 12:13 PM

Power Automate for Seamless Sequential Approvals!

by HubSite 365 about Dhruvin Shah [MVP]

Microsoft MVP (Business Application & Data Platform) | Microsoft Certified Trainer (MCT) | Microsoft SharePoint & Power Platform Practice Lead | Power BI Specialist | Blogger | YouTuber | Trainer

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POWERAUTOMATE APPROVAL MICROSOFTFLOW MICROSOFT DIGITALDHURVIN DHRUVINSHAH

Key insights

  • Sequential Approval in Power Automate allows workflows with multiple approvers to be automated, ensuring each review and approval happens in a specific order.

  • To set up, first create a Flow Trigger, such as when a new item is added to a SharePoint list or after form submission.

  • Use the “Get manager (V2)” action from Office 365 Users to dynamically retrieve approvers, maintaining the approval hierarchy.

  • Add the “Start and wait for an approval” action, selecting “Sequential” as the approval type to ensure correct order processing.

  • Handle Approval Responses: Set conditions for managing outcomes. If approved, proceed; if rejected, notify requestor and end process.

  • Update Records and Notify Stakeholders: Update relevant records based on approvals and send notifications about decisions to stakeholders.

Mastering Sequential Approvals with Power Automate

In the ever-evolving landscape of digital workflows, ensuring that processes are both efficient and reliable is crucial. A recent YouTube video by Dhruvin Shah [MVP] delves into the intricacies of implementing sequential approvals using Power Automate. This feature allows organizations to automate workflows that require multiple approvers to act in a specific order, thereby enhancing process control and accountability. Let's explore this functionality in detail.

Understanding Sequential Approvals

Sequential Approval in Power Automate is a powerful tool that ensures each approver reviews and approves requests in a predetermined sequence. This method is particularly beneficial for workflows that demand a high level of scrutiny and precision, such as vacation requests or expense approvals. By automating these processes, organizations can reduce manual errors and improve efficiency.

However, implementing sequential approvals is not without its challenges. Balancing the need for thorough review with the desire for swift processing can be tricky. Moreover, ensuring that all approvers are available and responsive can sometimes delay the process. Despite these challenges, the benefits of increased accountability and streamlined workflows make sequential approvals a valuable addition to any organization's toolkit.

Setting Up Sequential Approvals

To set up sequential approvals in Power Automate, follow these steps:

  • Create a Flow Trigger: Begin by setting up a trigger for your flow. This could be when a new item is added to a SharePoint list or when a form response is submitted. The trigger acts as the starting point for the approval process.
  • Retrieve Approvers: Use the "Get manager (V2)" action from Office 365 Users to dynamically fetch the approvers. This ensures that the approval hierarchy is followed, starting with the requestor’s manager and moving up the chain as needed.
  • Add the Approval Action: Incorporate the "Start and wait for an approval" action into your flow. Select the "Approval type" as "Sequential" to ensure approvals occur in the specified order. Assign the appropriate approvers in the sequence they should act.
  • Handle Approval Responses: Implement conditions to manage the outcomes of the approval process. For example, if an approval is granted, the flow can proceed to the next step. If rejected, it can notify the requestor and terminate the process.
  • Update Records and Notify Stakeholders: Based on the approval outcomes, update relevant records (e.g., SharePoint list items) and send notifications to inform stakeholders of the decisions.

Each of these steps plays a vital role in ensuring that the approval process is both efficient and effective. However, setting up these flows requires careful planning and consideration of the organization's specific needs and approval hierarchies.

Balancing Efficiency and Control

One of the main advantages of using sequential approvals is the ability to balance efficiency with control. By automating the approval process, organizations can reduce the time and effort required to manage approvals manually. This not only speeds up the process but also reduces the risk of human error.

On the other hand, ensuring that each approval is obtained in the correct order adds a layer of control that is often missing in more ad-hoc approval processes. This control is particularly important in industries where compliance and accountability are critical.

However, achieving this balance can be challenging. Organizations must carefully consider the number of approvers involved and the order in which they are required to act. Too many approvers or an overly complex approval hierarchy can slow down the process and negate the efficiency gains of automation.

Challenges and Considerations

While sequential approvals offer numerous benefits, they also come with their own set of challenges. One of the primary challenges is ensuring that all approvers are available and responsive. Delays in obtaining approvals can slow down the entire process, leading to frustration and inefficiencies.

Additionally, organizations must ensure that their approval hierarchies are well-defined and understood by all stakeholders. Miscommunication or misunderstandings about who needs to approve what can lead to bottlenecks and delays.

Moreover, organizations must consider the technical aspects of setting up and maintaining these flows. While Power Automate provides a user-friendly interface, setting up complex approval workflows can still require a certain level of technical expertise.

Conclusion

In conclusion, sequential approvals in Power Automate offer a powerful way to streamline workflows and enhance process control and accountability. By automating the approval process, organizations can reduce manual errors and improve efficiency. However, achieving the right balance between efficiency and control requires careful planning and consideration of the organization's specific needs and approval hierarchies.

Despite the challenges, the benefits of increased accountability and streamlined workflows make sequential approvals a valuable addition to any organization's toolkit. As Dhruvin Shah [MVP] demonstrates in his video, mastering this functionality can significantly enhance an organization's ability to manage complex workflows effectively.

Power Automate - Unlock Efficiency: Harness Power Automate for Seamless Sequential Approvals!

Keywords

Power Automate workflow automation sequential approvals streamline business process Microsoft Power Platform productivity tools digital transformation task management