Where is Approvals data stored (when created directly from Teams Approvals apps)? Is the Approvals template limited when done directly from within Teams?

Question

USE CASE: Trying to automate a business process to approve communication requests for departments and multiple approvers. Looking to draft an MVP of something to review/clarify as we test.

QUESTION/PROBLEM: Trying to clarify whether i should build within the Teams App or start from within Power Automate; pros/cons of both? Can't seem to find this distinction anywhere.

Using Teams:
If I create an Approval request (based on a new Approval template) do the added fields get stored in a SharePoint List somewhere?

Some behavior I'm noticing and could use clarity on after creating a custom template and a sample approval record (sent to myself).

1. Teams: I can find it in the "Approvals" app (only Received and Sent). The list of Approvals doesn't show any custom fields (like a date for example). I can view/create/edit a template when following this click path 1)Approvals app 2)New Approval Request 3) Click "learn how to create templates in Approvals 4)Click "Take me to create a template 5)Get to Template Management list. 6)To edit, click the 3 dots.
2. Power Automate: I can view it under Action Items --> Approvals --> History. I cannot see it under 'Sent' or 'Received'
3. Power Apps: I can't see it under Flows or Apps

Other note: When editing the Approval Template from within Teams I'm limited. For example, I can't add a 3rd custom response. I can only add 2.

Where do Approvals created from within Teams app exist?

Thanks!

Answer 1

Was able to get some of these answers via docs and this video

Storage

• Teams Approvals App Availability : Approvals created from a TEMPLATE are stored in CDS (Common Data Service). Responses are stored in Microsoft Forms.
• To see the actual tables and data, you need to go login to 1) Power Automate --> 2) Solutions --> 3) Microsoft Flow Approvals Core Solution OR 1) Power Automate --> 2) Solutions --> 3) Default Solution --> 4)Tables --> 5)Approval/Approval Requests/Approvals. Both paths seem to lead to the same tables.
• When viewing the tables, change the view to include "All Columns"!

Lastly, the key here is to note that there are two broad options here:

1. Create Approvals and an Approval Template directly within Teams. You are limited here; you can't see any extra details columns when viewing your approvals, you can't add more than 2 response to a template.
2. Create Customizable Approvals by Creating a List/SharePoint List and utilizing an approval template within Power Automate. In this case, the 'template' doesn't exist as an approval. Rather, the fields for your business process exist in a SharePoint List/Microsoft List. This is compared to custom fields in an approval being stored as a Microsoft Form (if you do everything from Teams).

This is covered at a very high level here: Customize Approvals