Power Platform Approval Workflows
Approvals sit at the heart of business life. Expenses, leave, purchase orders, and document reviews all need a decision from a person. Power Automate turns each decision into a tracked, timed request.
How an Approval Works
A flow creates an approval request and sends it to one or more approvers. Approvers answer from Outlook, Microsoft Teams, or the Approvals app. The flow pauses until the answer arrives and then continues along the right path.
[Trigger: Purchase request submitted]
|
v
[Start and wait for an approval]
|
Approver sees request in Teams / Outlook
|
+------+------+
| |
Approve Reject
| |
[Create order] [Email requester with reason]
Approval Types
| Type | Behavior | Best use |
|---|---|---|
| Approve/Reject - First to respond | One answer from any approver ends the request | Shared team inbox |
| Approve/Reject - Everyone must approve | All approvers must say yes | Legal or finance sign-off |
| Custom Responses - Wait for one response | Approvers pick from your own labels | Options like Accept, Defer, Escalate |
| Custom Responses - Wait for all responses | Every approver picks a label | Panel scoring |
Building a Simple Approval Flow
- Create an automated cloud flow that starts when a new row appears in your Requests table.
- Add the action Start and wait for an approval.
- Pick the approval type and fill in the title, assigned to, and details fields.
- Add a Condition that checks whether Outcome equals Approve.
- Update the request row with the final status and notify the requester.
Writing Clear Request Details
Approvers decide faster when the request tells the whole story. Include the requester, the amount, the reason, and a link to the record. Markdown works in the details field, so bullet points and bold text help readers scan the message.
Multi-Level Approvals
Large amounts often need several layers. Chain approvals inside nested conditions.
Amount up to 5,000 --> Team Lead approves Amount 5,001 - 50,000 --> Team Lead, then Finance Manager Amount above 50,000 --> Team Lead, Finance Manager, Director
A Switch action or nested conditions choose the route from the amount value.
Timeouts and Reminders
Requests stall when approvers ignore them. Open the settings of the approval action and set a timeout such as P3D for three days. Run a parallel branch that sends a reminder after one day. A final branch can escalate to a backup approver when the timeout expires.
Reading the Responses
The approval action returns the outcome, the responder name, the comments, and the response time. Store these in your table to build an audit trail. Auditors review the history months later and see who decided what and when.
Layman Example: A School Permission Slip
A teacher sends a permission slip home. A parent reads it, signs it, and returns it. The teacher keeps the signed slips in a folder. An approval flow follows the same routine digitally: the request reaches the right person, the answer comes back with a timestamp, and the record stays safe without a paper trail in a bag.
Common Problems
- Approvers cannot see the request because the email address is wrong.
- The flow owner leaves the company and the connection breaks; use a service account for important flows.
- Approvers never respond because the details field lacks context.
- Flows loop forever because no timeout exists.
Approvals in Teams
Approvers who live in Microsoft Teams receive an adaptive card in the Approvals app and in chat notifications. They answer with one click and add a comment. The flow continues the instant the answer arrives. Teams delivery removes email clutter and shortens response times for busy managers who check chat more often than their inbox.
Key Takeaways
The approval action pauses a flow until a person decides. Clear details, sensible timeouts, and recorded outcomes turn a messy email chain into a reliable business process.