How to Set Multiple Approvers in Power Automate

Last week, while working on a Document Management System, I used the SharePoint library to store the document, and it needed to be reviewed by more than one person.

The requirement was simple: when a file is uploaded, the approval process should start automatically, and multiple people should receive the request.

Here, I didn’t need multi-level approval (one after another). I just needed a multi-approver setup where any approver’s response (Approve or Reject) completes the approval.

In this tutorial, I will show you how to set multiple approvers in Power Automate approval workflow.

Set Multiple Approvers in Power Automate Approval Workflow

For this example, I created a SharePoint document library named Project Documents, where all the files will be uploaded.

In the library, I added the following columns:

• Status – Choice (Approved / Rejected / Pending)
• Comments – Multiple lines of text (optional, to record approver remarks)

Additionally, I created a SharePoint list named Approvals List to track details for each approval. This is a one-time activity, meaning it does not need to be changed every time we upload a file. If you want to change the approver, you can.

Now, follow the steps below to do this:

1. Open Power Automate, create an automated cloud flow with a trigger (When a file is created (properties only)). Select your SharePoint site and document library.

2. Add an Initialize variable action to store the approver’s email address. Then provide the parameters below:
   • Name: varApproverEmail
   • Type: String
   • Value: leave blank

3. Add a Get items action from SharePoint to retrieve all the approvers.
   • Site Address: Select your SharePoint site.
   • List Name: Select Approvals List.

4. Then add a Select action, and in the From field, use the output of the Get items action. In the Map section, click Switch to text mode. Enter the following expression to map the approver email:

item()?['Email']  

5. Inside the for each action, add the set variable action and select the variable name and form the value, put the following expression:

join(body('Select'),';')

6. Add the Start and wait for an approval action. Choose the Approve/Reject – First to respond option and provide the parameters below:
   • Title: Document Approval Request: @{triggerOutputs()?[‘body/{FilenameWithExtension}’]}
   • Assigned to: Add the variable.
   • Details:

A new document has been submitted for approval in the Document Management Register library.

Document Name: @{triggerBody()?['{FilenameWithExtension}']}
Submitted By: @{triggerBody()?['Author/DisplayName']}
Submitted On: @{formatDateTime(triggerOutputs()?['body/Created'], 'dd-MMM-yyyy hh:mm tt')}

You can review the document using the link below:
[Open Document] (@{triggerBody()?['{Link}']})

Kindly review and take appropriate action.

Thank you,
Power Automate Document Approval System

7. Add a Condition action to check the outcome of the approval.

outputs('Start_and_wait_for_an_approval')?['body/outcome']  is equal to Approve

8. In the True section, add the Update file properties action and provide the parameters below:
   • Site Address: Provide the site address.
   • Library Name: Project Documents (or your library name).
   • Id: Use the ID from the trigger.
   • Status Value: Approved
   • Comments:

body('Start_and_wait_for_an_approval')?['responses'][0]?['comments']

9. Add a Send an email action and provide the parameters below:
   • To: @{triggerBody()?[‘Author/Email’]}
   • Subject: Your document “@{triggerBody()?[‘{Name}’]}” has been approved
   • Body:

Hello @{triggerBody()?['Author/DisplayName']},

Your document in the Project Documents library has been approved.

Document Name: @{triggerBody()?['{Name}']}
Approved By: @{body('Start_and_wait_for_an_approval')?['responses'][0]?['responder']?['displayName']}
Approved On: @{formatDateTime(utcNow(),'dd-MMM-yyyy hh:mm tt')}

Thank you,
Power Automate Document Approval System

10. In the False branch of the condition (when the outcome is not Approve): Add Update file properties action:
    • Site Address: Select your SharePoint site
    • Library Name: Project Documents
    • Id: Use the ID from the trigger
    • Status: Rejected
    • Comments:

body('Start_and_wait_for_an_approval')?['responses'][0]?['comments']

11. Add Send an email (V2) action:
    • To: @{triggerBody()?[‘Author/Email’]}
    • Subject: Your document “@{triggerBody()?[‘{Name}’]}” has been rejected
    • Body:

Hello @{triggerBody()?['Author/DisplayName']},

Your document in the Project Documents library has been rejected.

Document Name: @{triggerBody()?['{Name}']}
Rejected By: @{body('Start_and_wait_for_an_approval')?['responses'][0]?['responder']?['displayName']}
Rejected On: @{formatDateTime(utcNow(),'dd-MMM-yyyy hh:mm tt')}

Comments: @{body('Start_and_wait_for_an_approval')?['responses'][0]?['comments']}

Thank you,
Power Automate Document Approval System

Now our flow is completed. To test your document approval flow, follow these steps:

1. Upload a new document to the Project Documents library. Submit it for approval.

2. Then all approvers will receive the approval request email.

3. Once any approver approves the document, the document owner should receive the approval email with details.

4. When you go to the document library, you can see that the particular file is approved.

Now you can automate document approvals in SharePoint using Power Automate, send requests to multiple approvers at once, and automatically update the document status based on the first response, making your approval process faster, smarter, and more efficient.

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