I am using power automate to create a document approval workflow, and would like the user to be prompted/asked to select the people reviewing the document. The point is that we have many approvers in our team and I do not want to hardcode the e-mail address of one user only.
You could use the trigger as shown below:
Related
We have a travel request application. where a user submit a request which should go into 2 stages of approval process before it gets Final Approval.
Now we did the following:-
Create a SharePoint list which contain those fields; Title, Description, StareDate, EndDate, FirstApproval (the requestor direct manager), SecondApproval (the requester regional approval), Statues (system-generated with those options; open, first-approved, second-approved, Final-Approved).
Power Apps, which send emails to the first-approval and the second-approval users , and show-hide the Approved & Reject buttons based on the item status.
Power Automate,to set item-level permissions, so for example when the item needs first-approval only the approval's direct manager can edit the item, while all stakeholders can read-only.
now the process is not 100% secure, as a requestor using API call or using SharePoint built-in forms, can easily create a new request and define its status as Final-Approved. so in other words the requestor can bypass the Power Apps business logic. so how we can secure our process? so if an item has a status = "Final-Approved", then we can 100% sure that it actually went through the 2 approvals users?
One Approach i am thinking of, is as follow:-
To create additional SharePoint list >> which stores the ItemID + ItemStatus.
Grant all users Read-Only on this new list while grant the service account Contribute.
Update this new list from Power automate Only. so for example only if the submitter's direct manager did the approval, to change the status inside the new list to First-Approved, and so on.. Also only if the submitter's regional manager approve the request + there is already an approval from the direct manager to change the status from First-Approved to Second-Approval.. so what ever the status is inside the new lit i can be sure that it has not been hacked, as end-user will have read-only on this new list.. can anyone advice please?
Thanks
I believe this question is not unique to you, many SharePoint developers need to make specific configurations or use some artifices to ensure a certain process developed in SharePoint.
Using exclusive/custom permission control into List and uses the PowerAutomate layer to conntrol List Item permission only to approver will secures some update from Rest API, for example.
If you want to block New Insert items and/or block Update items by PowerApps, you can substitute the instruction into "OnEdit" and/or "OnNew" events using ResetForm(SharePointForm1);; RequestHide();; with this instructions in these events block some user to create or update SharePoint Items.
Into SharePoint list settings, in advanced settings, you can disable attachments, disable comments in list item, disable search, disable quick edit, disable launch form in dialog.
I think that's all.
I am trying to customize the template of a Journal entry basic approval which routes the approval request to the supervisor of the user who creates the journal, this is set in the Initiation stage:
Workflow : Approver=Workflow : Approver : Supervisor
What I want is to set as approver all the users who have Senior Accountant role, by preventing the user who created the journal to approve his/her own journal. I think I should use the formula field but I have no idea how to set it up... Anyone who has come across this and can help?
NetSuite's workflow names the approver in the workflow field. This is used as a criteria later, presumably to show/hide the approval button.
I would suggest creating a copy of the workflow to modify. Set the original to Status = "Not Released".
In your new workflow, you'll want to modify the criteria that shows the approve/reject buttons to look at the existing user's role. You'll also require a second criteria to check if the current user created the journal.
Hope this helps.
Thanks to Mark I found the way!
I have created the workflow from the workflow templates that
Netsuite provides (Journal entry basic approval)
I edited the condition of the two actions (add button) in the state "Pending approval" in the following way:
User Role = Administrator, Accountant And User != Workflow : Created By
This worked! Now, all the users with roles "Administrator" and "Accountant" can approve all the journals except these created by themselves: exactly what I needed.
Thank you Mark for your help!
How to develop role based workflow with InfoPath form in SharePoint Server 2010?
There are three roles:
user1 - this user creates request form
user2 - this user verifies and Approve/Reject form if user Approves mail will sent to user3.
user3
How to develop this type of workflow?
Please explain sharepoint designer workflow actions?
The exact steps, of course, will depend on what precisely you're trying to accomplish. Based on what I've read, and the tags on the question, it would appear that you want:
An InfoPath request form (created by a certain kind of user)
An approval process for that form
Someone to be notified when the approval is completed
Your exact needs could considerably change how this works; for example, do you need the approval to happen on the form itself? e.g. I can click the filled in Request form as an approver and then click Approve or Deny
Or do you need the basic SharePoint approval? I'm operating under this assumption.
To accomplish this you can have your InfoPath form submit to a library and have a workflow run when an item is created. This workflow then starts an approval process. When complete, use the send email action to notify the group that needs to be notified.
Again, more information can net a more complete solution, but this should get you started down the right track.
I am new to sharepoint. I am using sharepoint 2007. I have a following requirement.
1) Custom list has various fields ... Requestor, Application Name, Reason, etc..
2) When person fill out the form (custom list). It will send a notification to Approvers for review and based on Request action : Approved --> It will send an e-mail notification to specific group.
I have a setup a document approval workflow on custom list. Workflow works fine but I don't know how to send an e-mail notification based on workflow status : Approved. I have tried to create a another workflow using Sharepoint Designer 2007 but didn't work.
I would like to know whether it is possible without doing any programmatic way ? I would appreciate your reply.
Thanks in advance.
This is more like a SharePoint Designer Workflow, which responds to actions and rules.
You can get an introduction here
follow the steps ,these are the main steps you can have a try:
Create workflow attach to the list and start it manually & auto
start it when a new item is created & auto start it when an item is
modified.
Add Collect data from a User action. Click data and add a choice field (named it approval, give two choices: approve, reject)
in the custom task wizard. Output to Variable:collect
Add a new step, Conditions: if Variable:collect equals to Approve Actions: Send email to Created by
Collect (main manager) data from a user. Output to Variable:collect1(similar with step 2) Conditions: if
Variable:collect1 equals to Reject Actions: Send email to
Created By.
Add new step similar with step 3. Send approve email to Created By when Variable:collect1 equals to Approve or send reject
email when Varible:collect1 equals to Reject.
here is one of bolg which also you can refer
http://www.gandhipritesh.com/2009/07/create-custom-approval-workflow-using.html
I have a code activity that sends an email in a VS workflow. It simply sets the 'To' property to the name of a SharePoint group in the site collection. However, only the 1st person in the group gets emailed.
Any ideas why this is happening?
thanks
Does your group contain anything other than just users (ex: distribution lists, ad groups)?
If this is still a problem and you need to be able to send to a SharePoint group, I would recommend writing a custom workflow Action that would gather the emails of all the users in a specified group (you can find many tutorials online on how to make a custom action).
Turned out it was not even emailing the first user. I decided to extract the user emails programatically instead. Works fine.