Microsoft Flow Example: Product Notification Approval Flow

In this Microsoft Flow tutorial, We will discuss a product notification approval example using various Microsoft Flow Templates in SharePoint Online Office 365.

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

Microsoft Flow Example: Product Notification Approval Flow

This Microsoft Flow example specifies the below points:

I have a SharePoint Online List as “Products“. This list has some columns with different data types. While a new product item will add to this list, then the flow will trigger. You can see the list as shown below:

approval workflow in microsoft flow
approval workflow in microsoft flow

As per this example, While a product item will add to the products list, then the item will go to approve from the “Supervisor“. Once the “Supervisor” will approve the product, then a condition will be applied for that particular product. If “Supervisor” will reject the product, then the user will get a reject email notification.

The applied condition is, If the price of the product is greater than 2000, then again the product will go to approve from the “Director“. If the product is less than 2000, then the product will approve by the “Supervisor” only.

Once the “Director” will approve the product (which is greater than 2000), then the product status will update as “Approved“. If the “Director” will reject the product (which is greater than 2000), then the product status will update as “Rejected“.

The total product approval flow structure looks like below screenshot:

microsoft flow approval type
microsoft flow approval type

This Product approval notification flow will trigger when an item will create in the “Products” list. For that, Add “When an item is created” action. 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 “Products“.
microsoft flow approval
microsoft flow approval

This below “Start and wait for an approval” action specifies to start an approval process of a particular item (which is recently added in the products list). This action has below fields as:

  • Approval type: Select an approval type as “Approve/Reject – First to respond” from the drop-down.
  • Title: Enter the title field value from the Dynamic content.
  • Assigned to: Assign the email of the person who will approve/reject the product item.
  • Details: Enter the details about your item. Here, I have entered the product link from the Dynamic content.
microsoft flow start an approval
microsoft flow start an approval

Now add a “Condition” action to check whether the product is approved or not from the Supervisor.

In this “Condition” action, Take the “Response” (from Start and wait for an approval action) value is equal to “Approve“.

 start an approval in microsoft flow
start an approval in microsoft flow

If the Specified Condition value is equal to “no”:

If the “Supervisor” will reject the product, then the specified Condition value will be equal to “no“.

If “no“, then add an “Update item” action to update the Product Status Value as “Rejected“. You can follow the below screenshot to update the Product Status Value.

microsoft flow approval examples
microsoft flow approval examples

If the Specified Condition value is equal to “yes”:

If the “Supervisor” will approve the product, then the specified Condition value will be equal to “yes“.

Once the “Supervisor” will approve the product, then again a condition will be applied to that product.

The applied condition is, If the price of the product is greater than 2000, then again the product will go to approve from the “Director“.

For that, Add a “Condition” action where the “Price” field value is greater than “2000“.

microsoft flow approval email
microsoft flow approval email

If the Applied Condition value is equal to “yes”:

If the applied condition value is equal to “yes“, that means if the product price is greater than 2000, then the product will go to the “Director” for approval.

For “Director” approval, Again add “Start and wait for an approval” action. Fill all the field values as like previous approval action which I have explained in above.

The only difference is, Instead of “Supervisor” email Id, Mention the email Id of “Director” in the “Assigned to” field as shown in below.

start and wait for an approval microsoft flow
start and wait for an approval microsoft flow

Then take a “Condition” action to check whether the product (which is greater than 2000) is approved or not from the “Director“.

In this “Condition” action, Take the “Response” (from Start and wait for an approval action from Director) value is equal to “Approve“.

If the “Director” response is equal to “Approve“, then add an “Update item” action in the “yes” branch. In this “Update item” action, set the “Product Status Value” as “Approved” as shown below.

If the “Director” response is equal to “Reject“, then add an “Update item” action in the “no” branch. In this “Update item” action, set the “Product Status Value” as “Rejected” as shown below screenshot.

start and wait for an approval in microsoft flow
start and wait for an approval in microsoft flow

If the Applied Condition value is equal to “no”:

If the applied condition value is equal to “no“, that means if the product price is not greater than 2000, then the product will update as “Approved” which is already approved by “Supervisor“.

For that, Add an “Update item” action to the “no” branch and set the Product Status Value as “Approved” as like below screenshot.

microsoft approvals
microsoft approvals

Microsoft Flow Test:

To test this Product Notification Flow, Create a new product item in the existing “Products” list. In this below screenshot, I have created a new item as Product which price is greater than 2000.

Here, the “Preeti Sahu” is the “Supervisor” (Approve/Reject the product) and “Padmini Kumari” is the “Director” (Approve/Reject the product which price is greater than 2000) of that product.

microsoft flow approvals
microsoft flow approvals

Once the item is added to the “Products” list, then the product will go to approve from the Supervisor. You can see the below product request email which will get the Supervisor.

microsoft flow approval examples
microsoft flow approval examples

When the Supervisor will approve the product requested email, then the successful approved message will display as shown below.

microsoft flow approval workflow example
microsoft flow approval workflow example

As in this example, here the Product price is 10000 which is greater than 2000, So that the product will go to Director for approval.

Below screenshot is the product request email (which is greater than 2000) which will get the Director.

microsoft flow approval workflow examples
microsoft flow approval workflow examples

Once the Director will get approve the requested product, then the approved email will appear like the below screenshot.

microsoft flow start an approval
microsoft flow start an approval

Again come to the Microsoft Flow, here you can see the flow status message as “Your flow ran successfully“.

start an approval in microsoft flow
start an approval in microsoft flow

While you will go to your existing “Product” list, then you can see that the “Product Status” value is “Approved” as shown below.

start an approval microsoft flow
start an approval microsoft flow

Hence in this Microsoft Flow tutorial, We discussed an approval example of product notification using various Microsoft Flow Templates. Also, We discussed how we can test this Microsoft Flow in SharePoint Online Office 365.

>