Microsoft Flow Example: Email notification after approval from a SharePoint list

In this Microsoft Flow tutorial, We will discuss how we can use “Email notification after approval from a SharePoint list” Microsoft Flow Template in SharePoint Online Office 365.

This “Email notification after approval from a SharePoint list ” Microsoft Flow Template assists that When a user will create a new item in the SharePoint Online List, the list item will go for approval from the specific approver.

Once the approver will approve the SharePoint Online List item, then an email notification will go to the specific user who created the list item.

Check Out Microsoft Flow and PowerApps Training Course Videos (Lifetime Access)

If you are new to Microsoft Flow, then read few detailed articles on Microsoft Flow:

• What is Microsoft Flow [Step by Step Tutorial and Example in SharePoint Online Office 365]
• Microsoft Flow Example: Send a customized email when a new SharePoint list item is added
• PowerApps upload file to SharePoint Online document library using Microsoft Flow
• Microsoft Flow Example: When a message is posted on a group, Create a SharePoint list item
• Microsoft Flow Example: Copy Files from SharePoint to PC
• Microsoft Flow Example: Copy new files from your PC to SharePoint Online Document Libray
• How to run Microsoft Flow on Schedule

Microsoft Flow on “Email notification after approval from a SharePoint list“

Requirement

For this “Email notification after approval from a SharePoint list” Microsoft Flow Template, I’ll explain to you by showing one example. For this below example, I have a SharePoint Online List name as “Laptop Request“.

When a user/employee will request a laptop via SharePoint Online List Item, that request will go to the specific approver for the approval process. Once the approver will approve the laptop request, then the user/employee will get an Email notification that his/her laptop has been approved by the specific approver.

For this requirement, Create a Microsoft Flow in your SharePoint Online Site. To create a Microsoft Flow, First of all, Sign in your Microsoft Office 365 account. After signing in the Microsoft Office 365 account, go to “App launcher” and then click on “Flow“.

In the Microsoft Flow page, Go to “Templates” which is present in the left navigation. Search the template name as “Email notification after approval from a SharePoint list“ in the search box. Then you can get your Microsoft Flow Template as shown in below screenshot. Just click on that template.

In this “Email notification after approval from a SharePoint list” Microsoft Flow template, you can see the there is an action present (By default) which name as: “When a new item is created“. This action has two mandatory fields as:

• Site Address: Provide your SharePoint Site Address URL.
• List Name: Specify the name of the SharePoint Online List where you will create the item for the approval. For this example, I have created a SharePoint Online List name as “Laptop Request“.

Once the first action (“When a new item is created“) field values will over, You can see there is another action “Send approval email” will be present (By default) next to the first action. This “Send approval email” action is having below fields as:

• To (Mandatory): Provide the Email address of the approver who will approve the request.
• Subject: Enter the subject line for the approval request by using your custom value. Also, you can enter the subject line from the dynamic content. Here, I have entered this field from dynamic content as “Title“.
• User Options: Specify the options of a user depends upon their requirement. For my requirement, I have specified the field value as “Approve & Reject“.

After giving all the values of “Send approval email” action, Take a condition. In that condition, Specify “SelectedOption(add from dynamic content)” is equal to “Approve(Enter custom value)”.

This condition describes, When the user response will equal to approve, then the user will get an approval email notification from the approver.

This Condition is having two result fields as “yes” and “no”. This “yes” fied defines, when the approver will approve the request, then the user will get an approval email notification.

Similarly the “no” field defines, When the approver will reject the request, then the user will get reject email notification.

If the specified condition result is equal to “yes“:

If “yes“, then add a “Send an email” action. This email action has three mandatory fields as:

• To: Specify the email address of the user/employee who created the list item. Here, I have specified the User email address (“Created By Email“) from the dynamic content.
• Subject: Enter the subject line of the email. Here, I have entered the subject line as “Title” from the dynamic content.
• Body: Type the body part of the email. For my example, I have entered that “Title” has been approved and is ready for assessment.

If the specified condition result is equal to “no”:

If “no“, then add a “Send an email” action. This email action has three mandatory fields as:

• To: Specify the email address of the user/employee who created the list item. Here, I have specified the User email address (“Created By Email“) from the dynamic content.
• Subject: Enter the subject line of the email. Here, I have entered the subject line as “Title” from the dynamic content.
• Body: Type the body part of the email. For my example, I have entered that “Title” has been rejected.

Here you can see the full structure of Microsoft flow template (Email notification after approval from a SharePoint list). Once all things will over, Click on “Save“. Now click on “Flow Checker” whether there is error or not and if not, then “Test” the flow as shown in below figure.

To test the flow for the first time, Select the option as: “I’ll perform the trigger action” and click on “Test” as like below screenshot.

To test the flow, It will tell you to create a List Item in specified SharePoint Online List. For my example, I have created a new item in my “Laptop Request” list. You can see the below item as shown below.

Once you will create a list item, then the specific approver will get an email notification to approve the list item. Here, my approver is “Padmini Kumari“.

Once she will click on “Approve” button, the successful approval message will show like the below screenshot.

Once the approver approved, the user/employee (“Preeti Sahu“) got an email notification that “Laptop request has been approved and is ready for assessment“.

Once all the approval process will over, then your flow run will complete successfully. You can see a status message in the flow page as like below screenshot.

You may like following SharePoint tutorials:

• Display SharePoint Online List Columns in multiple screens in Microsoft PowerApps
• Embed PowerApps in Modern SharePoint Online Site Page
• Microsoft PowerApps: Get Current Logged In User Details like Email ID, UserName in SharePoint Online
• How to Customize SharePoint Online List form using PowerApps
• SharePoint Online Modern List: Explore 11 New Features
• How to change Site Collection Administrator in SharePoint Online or SharePoint 2019/2016/2013
• Delete site collection in SharePoint Online Office 365 and SharePoint 2013/2016/2019

Hence, In this Microsoft Flow tutorial, We discussed a Microsoft Flow demo on “Email notification after approval from a SharePoint list” Microsoft Flow template in SharePoint Online Office 365. Hope this will be helpful.