Describe Power Automate use cases for approvals
Power Automate's approval actions streamline decision-making, offering flexibility for different business needs and ensuring quick, easy responses from approvers.
Types of approval actions in Power Automate
Approval actions are the events you want your flow to perform after the trigger starts the flow. For example, when a new item is added to a list created with Microsoft Lists, trigger an approval to have somebody review the new item.
The Create an approval action starts an automated approval process but doesn't wait for the approval to complete. You can cancel the approval.
If you want to wait for a response, the Create an approval action can be paired with the Wait for an approval action.
If you want to quickly get started with approvals, use the Start and wait for an approval action. This action lets you provide the information that should be in the approval request and the approvers who receive the request. While the flow starts, it waits for the approvers' response before proceeding.
There are four distinct types of approval actions. These actions are designed to meet various business needs, from requiring unanimous agreement to gathering collective feedback.
Everyone must approve
The "Everyone must approve" action ensures that all assigned approvers review and approve the request before it can proceed. If even one approver rejects the request, the entire process is marked as rejected.
This type is ideal for scenarios where unanimous agreement is critical, such as compliance reviews or legal document approvals. For instance, multiple stakeholders need to review a contract. The flow ensures that every stakeholder approves the document before finalizing it.
First to respond
The "First to respond" action completes the approval process as soon as the first approver takes action—whether they approve or reject the request. This type is useful for workflows where speed is a priority.
Use this type when only one approver’s input is needed, and quick decision-making is essential. Consider the following example: Any one of several senior managers can approve a budget request. The first manager to respond determines the outcome, allowing the process to move forward without delay.
Custom responses
The "Custom responses" action allows you to define specific response options beyond the standard "Approve" or "Reject." This flexibility is perfect for workflows that require more nuanced decision-making or detailed feedback.
Use custom responses when you need tailored feedback or specific actions from approvers. An IT team, for example, uses a custom approval flow for software requests, offering options like "Approve," "Request More Information," or "Deny."
Wait for all responses
The "Wait for all responses" action collects responses from all assigned approvers but doesn't require unanimous agreement. The flow waits for every approver to respond, and the final outcome is determined based on predefined rules or majority input.
Use this type when collective feedback is important, but unanimity isn't required. Consider this example: A hiring committee reviews a candidate’s application. Each member provides their input, and the decision is based on a majority vote or weighted scoring system.
Choosing the right approval action
Selecting the appropriate approval action depends on your workflow requirements:
- Need unanimous agreement? Use "Everyone must approve."
- Time-sensitive decisions? Opt for "First to respond."
- Require detailed feedback? Choose "Custom responses."
- Gathering collective input? Go with "Wait for all responses."
By understanding these approval types, you can design workflows that align with your organization’s needs, ensuring efficient and effective decision-making processes.
How to respond to approval requests
When an approval flow is initiated, approvers are promptly notified, giving them the flexibility to respond through various platforms. This ensures the process is both accessible and adaptable to different working styles. Let’s explore the available options for responding to approval requests in more detail:
Responding via Outlook
Once an approval request is triggered, approvers receive a detailed email notification outlining all the relevant information about the request. From this email, they can:
- Review the request to understand its context and requirements.
- Approve or reject the request instantly by clicking the appropriate button embedded in the email.
- Add comments to share other insights, feedback, or context regarding their decision.
This approach is convenient for individuals who rely heavily on their email inbox for daily tasks, allowing them to handle approvals without switching platforms.
Responding in Microsoft Teams
For organizations that use Microsoft Teams as a central hub for collaboration, approval requests can seamlessly integrate into Teams channels or chats. When notified within Teams, approvers can:
- View the request details directly in the Teams interface.
- Approve or reject the request without leaving the platform.
- Add comments to explain their decision or provide further input.
This method is perfect for Teams users, keeping approvals within their workflow to reduce disruptions and improve communication.
Responding via the Power Automate app
For those employees who need to manage approvals while on the move, the Power Automate mobile app offers a highly convenient solution. Through the app, approvers can:
- Access a comprehensive list of all pending approval requests.
- Review the details of each request to make informed decisions.
- Approve or reject requests with just a tap, ensuring quick responses.
- Add comments if extra context or clarification is necessary.
This option is perfect for users who are frequently away from their desks but still need to stay connected and responsive to approval workflows.
By offering multiple ways to respond—whether through email, Microsoft Teams, or the Power Automate app—the approval process becomes more flexible, efficient, and tailored to the diverse needs of today’s workforce.
Responding via SharePoint
For organizations that utilize SharePoint as a central hub for document management and workflows, approval requests can be accessed and managed directly within the platform. When notified of an approval request in SharePoint, approvers can:
- Locate the request by navigating to the designated approval list or library where the request is stored.
- Review the details of the request, including any attached files or supporting information.
- Approve or reject the request using the built-in approval options available in the SharePoint interface.
- Add comments to provide feedback or clarify their decision.
This method is useful for teams that rely on SharePoint for collaborative work and document tracking, as it keeps the approval process integrated with their existing workflows and resources.
Responding via Microsoft Forms
In some workflows, approval requests may be routed through Microsoft Forms, providing a structured and user-friendly way to gather responses. When using Forms to respond to an approval request, approvers can:
- Access the form via a link provided in the notification email or shared directly with them.
- Review the request details presented within the form, including any relevant context or attached information.
- Submit their decision by selecting the appropriate option (for example, Approve or Reject) within the form.
- Add comments in designated fields to provide more feedback or context for their response.
This method is effective for workflows that require standardized input or when approvals are part of a broader data collection process. It ensures consistency while remaining simple and accessible for approvers.
Clickthrough demo
Power Automate lets you create workflows tailored to your business and helps approvers act quickly and efficiently from anywhere. This combination of flexibility and accessibility makes Power Automate a powerful tool for streamlining decision-making processes across your organization.