Pulling specific data from Sharepoint online list for manager approval

Question

Pulling specific data from Sharepoint online list for manager approval

Audi86 781

Hi,

I have a requirement from our (software) asset management team. So we have a list in sharepoint online which has details of all managers, the assets and user assigned that asset. They want to pull data relating to specific manager who they are sending email with the link of the list to find if the asset(software license) is still required by the assigned user.

the process we need is such that when they will email link of list to the approving manager for confirmation, it pulls all the data relating to approving manager only from that list and give manager an option to select check boxes to approve which is still needed or which is not needed and hides all other manager data. I need to add checkbox column in the list and then use some logic so that when the approving manager login under the link it just show him his own records only. Any suggestions please , how can I create this or any reference guide will be helpful?

Approving manager || Asset || user Assigned to this Asset || Check boxes || comments

Thanks

Accepted answer

1 additional answer

Your answer

Answer 1

Andrew Geddes 746

@Audi86 so I'm clear, you want

Asset reliability selects manager (do they also select asset?)
Based on selection, show license(s) and associated users (do managers have more than 1 license assigned?)
Auto-generated email to manager for selected asset, seeking if user(s) still require
Manager then selects yes/no (by check box or other means) for the asset
Once completed, notify someone?

Based on my assumptions and exposure to similar process it might be best to consider a workflow on a schedule vs manual kick off. Less hands on. Then you could build in notifications based on process breaches or certain conditions. You'll want to track process status in case one of your actors is non-responsive (or is no longer in that role).

Have you considered your technology options? Thoughts about power apps? Thoughts about Teams? Or SharePoint/email/power automate all we got to work with here? (If so, why? :) )

Audi86 781 Reputation points

2022-06-02T00:03:07.837+00:00

Hi @Andrew Geddes
Thanks for your response.

so all we need from managers is to get the confirmation if there user are still using the licenses. I have the populated list of all details which has rows with managers names, user using the license and email addresses, and we just want to email the managers separately the link of the list in a way that they only see there own records and respond yes or no in a seperate column. The managers are not selecting anything on list, just verifying the records thats it.
A user from asset management team will be sending the link to all managers

I am also following a thread which is kinda stuck at a point but if that will work this will be easiest way to go about it for now
https://powerusers.microsoft.com/t5/Building-Flows/how-to-filter-SharePoint-list-with-the-user-own-records-who-is/m-p/1609750#M179377

Thanks
Xuyan Ding - MSFT 7,601 Reputation points

2022-06-02T09:31:40.663+00:00

Hi @Audi86 ,

Judging by the other thread you shared, your type for the manager column is single line text, so you can't use filter by [Me]. You could create a person filtered view by creating a column of type Person or Group.
Audi86 781 Reputation points

2022-06-02T15:57:21.427+00:00

hi @Xuyan Ding - MSFT

Is there any way, I can make a row editable in SharePoint list without going to grid view or side form. like just directly on the list interface?

thanks
Andrew Geddes 746 Reputation points

2022-06-02T16:45:42.107+00:00

So here's what I'd do...

In my SharePoint list, I'd have something like this, where your all items view has a row for each user, since you're basically capturing an approval for each. Then, I'd add a yes/no field for each user row. Let me know if we're getting closer here, and then next we can talk about the flow for schedule and gathering signoff every 6 months. (or it could be done by a powerapp but I'd rather stick with less custom given it's a simpler case)
Audi86 781 Reputation points

2022-06-02T17:17:13.903+00:00

@Andrew Geddes Yes I am exactly on same page with you with Choice yes/no radio button. But i think you layout is different. I have default list view and doing filter with [Me] for login users.

I am wondering , if i can have users change the list directly on field rather then through side forms or in grid view. Do you know if i can make it editable right on the list interface?
Andrew Geddes 746 Reputation points

2022-06-02T18:25:12.377+00:00
So, this is how I'd handle the process to automate it, hands-off if you do this and can be developed upon. here's how it works:

You've created a new item (user) in the list

When you add, the timer starts of 6 months, not needing to worry about the schedule

Once 6 months has passed, the approval process starts

Wait for approval (or declination) via email

Once outcome is captured, if Approved, set list to Yes; if declined, set list to No

Now anything can be done, notifications or whatever. The schedule is set off creation date, as you'll be adding items one by one after the initial bulk import is done. Is this helpful?

.

[
Audi86 781 Reputation points

2022-06-02T19:32:40.29+00:00

@Andrew Geddes This is definitely helpful and this is my second phase of this requirement. thanks that's great.

I have heard that flow dont run for more than 30 days, how you are stretch it to 6 months. Delay?
Andrew Geddes 746 Reputation points

2022-06-02T20:03:58.247+00:00

I run it on a schedule. The approval can only be active for 30 days - after 30 days it will fail and have to be rerun. The schedule can be set to within the year (maybe longer, but haven't tried it).
Xuyan Ding - MSFT 7,601 Reputation points

2022-06-06T02:57:47.983+00:00

Maybe you can try double-clicking an item.
Audi86 781 Reputation points

2022-06-06T18:03:07.623+00:00

Thanks for response.
Even by double clicking, it was opening form on side so end up using Grid mode as default which did the trick for now :)

Answer 2

Andrew Geddes 746

A few things - since you're leveraging power automate, you have the ability to personalize the email, providing a list of assets to the manager via email, with link to each in list (you'd probably link them to a form in this case; alternatively provide the action buttons in email to avoid clicks)

You could do this on a schedule which frees up the process managing party to just monitor.

If that isn't viable, there is a notion of filtering by "me" in a SharePoint list. You would associate the field assigning the manager to the filter of "me" and have that as the linked-to view in the email being distributed. You'll still want all items view for the process manager, so ensure it's a separate view.

I'm still going to advocate for something more automated here :) if you're game to explore that let me know

Edit: not nesting my replies... Hm.

Edit edit: I see the other thread - so your people picker column isn't working with the me filter. Have you tried eliminating groups from that column's options? Also, with this type of filtering we're getting dangerously close to a powerapp being very quick to set up. Especially if SharePoint is going to arm wrestle.

Audi86 781 Reputation points

2022-06-02T00:51:04.797+00:00

@Andrew Geddes I wish i were a pro of power automate or power apps which is I am exploring now :) but as this request is kinda urgent so i am looking for quick and easy way but I am all in for learning.

"A few things - since you're leveraging power automate, you have the ability to personalize the email, providing a list of assets to the manager via email, with link to each in list (you'd probably link them to a form in this case; alternatively provide the action buttons in email to avoid clicks"

How can i use forms to pull the data, isnt it to fill the list. can i really pull the data from list using forms?

"I'm still going to advocate for something more automated here :) if you're game to explore that let me know"

We have this process bi annually so definitely will refine it to become more self sufficient. My only concern is , i have to do a lot of research achieving that using power automate which require more time on my end.

" I see the other thread - so your people picker column isn't working with the me filter. Have you tried eliminating groups from that column's options? Also, with this type of filtering we're getting dangerously close to a powerapp being very quick to set up. Especially if SharePoint is going to arm wrestle."

so what do you suggest here? and i shared the pic of my column in the other thread, do you see if its possible to create a column which has "person and group " type available here?

thanks
Audi86 781 Reputation points

2022-06-02T04:08:51.95+00:00

@Andrew Geddes I figured out the Column type issue. I was creating the column from tabs. I went to list settings and it allowed me to create a column with person or Group type.

Share via

Pulling specific data from Sharepoint online list for manager approval

1 additional answer

Your answer