Key insights

• Parallel Approval Workflow: Allows multiple approvers to review requests simultaneously, speeding up the process compared to sequential approvals.


• Efficiency and Transparency: Using Power Automate with SharePoint ensures quick notifications and visibility for all approvers, fostering a collaborative environment.


• Integration and Customization: Seamless connection between Power Automate and SharePoint centralizes data, reducing errors. Offers flexibility to tailor workflows to specific business needs.


• Prerequisites: Requires access to Microsoft Power Automate, a configured SharePoint Online list for capturing approval items, and Office 365 Outlook for notifications.


• Setting Up the SharePoint List: Create a list with columns like Title, Employee Comments, Manager Approval Status, HR Approval Status, Start Date, and End Date to manage approval items effectively.


• Creating the Automated Flow in Power Automate: Initiate a new flow using “Automated Cloud Flow,” define triggers from SharePoint, add parallel branches for multiple approvals, handle responses with conditions, and test the workflow by creating new items in SharePoint.

Power Automate and SharePoint: Enhancing Approval Processes

In today's fast-paced business environment, efficient approval processes are crucial for maintaining productivity and ensuring timely decision-making. Microsoft’s Power Automate, in conjunction with SharePoint, offers a robust solution to automate and streamline these workflows. This article summarizes a YouTube tutorial by Steph Marshall, which provides a step-by-step approach to building a dynamic parallel approval flow, enabling multiple stakeholders to review and approve items simultaneously.

Understanding Parallel Approval Workflows

A parallel approval workflow allows multiple approvers to review and act on a request independently and concurrently. Unlike sequential approvals, where each approver’s decision is contingent on the previous one, parallel approvals ensure that all designated parties receive the request at the same time. This approach accelerates the approval process and is particularly beneficial when input from various departments or individuals is required simultaneously.

Advantages of Using Power Automate with SharePoint for Parallel Approvals

• Efficiency: Simultaneous notifications to all approvers reduce the overall time required for the approval process.
• Transparency: All approvers can view the status of the request, fostering a collaborative environment.
• Integration: Seamless connectivity between Power Automate and SharePoint ensures that all data and documents are centralized, reducing redundancy and errors.
• Customization: Power Automate offers flexibility to tailor workflows to specific business needs, accommodating various approval scenarios.

Prerequisites for Building a Parallel Approval Flow

Before creating the parallel approval flow, ensure you have the following:

• Power Automate Access: An active subscription to Microsoft Power Automate.
• SharePoint Online: A SharePoint Online site with a list configured to capture the items or requests requiring approval.
• Office 365 Outlook: Access to Office 365 Outlook for sending and receiving approval notifications.

Step-by-Step Guide to Building a Dynamic Parallel Approval Flow

1. Setting Up the SharePoint List

Begin by creating a SharePoint Online list to serve as the repository for the items needing approval. For instance, if you’re managing vacation requests, your list might include columns such as:

• Title: Single line of text
• Employee Comments: Multiple lines of text
• Manager Approval Status: Choice (Approved, Pending, Rejected)
• HR Approval Status: Choice (Approved, Pending, Rejected)
• Start Date: Date and Time
• End Date: Date and Time

This structure ensures that all necessary information is captured and easily accessible.

2. Creating the Automated Flow in Power Automate

Navigate to Power Automate and follow these steps:

• Initiate a New Flow: Select “Create” > “Automated Cloud Flow.”
• Define the Trigger: Choose “When an item is created” from the SharePoint triggers.
• Configure Trigger Settings: Specify the SharePoint site address and the list name you set up earlier.

3. Adding Parallel Approval Actions

To implement parallel approvals:

• Insert Parallel Branches: After the trigger, add a “Start and wait for an approval” action. Then, use the “Add a parallel branch” option to create additional approval actions for other stakeholders, such as HR and department heads.
• Configure Approval Actions: For each approval action, set the “Approval type” to “Approve/Reject – Everyone must approve” and assign it to the respective approvers’ email addresses.

4. Handling Approval Responses

After setting up the approval actions:

• Add Condition Controls: For each approval branch, include a condition to evaluate the response (Approved or Rejected).
• Define Actions Based on Responses: If approved, update the SharePoint item to reflect the approval status. If rejected, notify the requester and log the outcome accordingly.

5. Finalizing and Testing the Flow

• Save the Flow: Ensure all configurations are correct and save your flow.
• Test the Workflow: Create a new item in the SharePoint list to trigger the flow and observe how the approvals are processed.

Conclusion

The integration of Power Automate with SharePoint for parallel approvals offers a powerful means to enhance efficiency and transparency in business workflows. By allowing multiple approvers to act concurrently, organizations can significantly reduce approval times and improve collaboration across departments. This tutorial by Steph Marshall provides a comprehensive guide to setting up such a system, highlighting the benefits and practical steps involved. As businesses continue to seek ways to optimize their operations, leveraging tools like Power Automate and SharePoint becomes increasingly essential.

Keywords

Power Automate SharePoint Dynamic Parallel Approval Flow Step-by-Step Tutorial Workflow Automation Microsoft Office 365 Integration