Microsoft Flow Example: When an item is created in SharePoint List, Send approval and create item

In this Microsoft Flow tutorial, We will discuss how we can use “When an item is created in SharePoint List, Send approval and create item” Microsoft Flow Template in SharePoint Online Office 365.

This “When an item is created in SharePoint List, Send approval and create item” 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 the user will get an approved mail notification from the approver and that approved list item will create in another SharePoint Online List.

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Microsoft Flow on “When an item is created in SharePoint List, Send approval and create item

Requirement

For this “When an item is created in SharePoint List, Send approval and create item” Microsoft Flow Template, I’ll explain to you by showing one example. For this below example, I have two SharePoint Online List as “Company Laptop Request” and “Approval Laptop Request Info“.

When a user/employee will request a Laptop via SharePoint Online List Item, then the approval process will start for that specific list item. 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 approver. After that, the approved list item will create in another SharePoint Online List.

In this below example, let us say (“Preeti“) have requested a Laptop in “Company Laptop Request” SharePoint Online List. When I have added an item in this SharePoint Online List (“Company Laptop Request“), then the approval process has been started.

Once the approver approved the list item, then I have got an email notification from the approver that my laptop request has been approved. After that, the approved SharePoint Online List Item has been created in the “Approval Laptop Request Info” list.

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“.

SharePoint Applauncher
SharePoint-Applauncher

In the Microsoft Flow page, Go to “Templates” which is present in the left navigation. Search the template name as “When an item is created in SharePoint List, Send approval and create item“ in the search box. Then you can get your Microsoft Flow Template as shown in below screenshot. Just click on that template.

When an item is created in SharePoint List, Send approval and create item
When an item is created in SharePoint List, Send approval and create item

In this “When an item is created in SharePoint List, Send approval and create item” 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 “Company Laptop Request“.
When an item is created SharePoint List, Send approval and create item
When an item is created SharePoint List, Send approval and create item

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

  • Approval type (Mandatory): Enter the type of approval by using your custom value depending upon your requirement. Also, you can add the approval type by using dynamic content. For this example, I have specified the value as “Approve/Reject – First to respond“.
  • Title (Mandatory): Enter the Title field from the dynamic content.
  • Assigned to (Mandatory): Provide the Email address of the approver to whom you want to assign the task. Here, I have given my assigned email address of “Padmini“.
  • Details: Enter the details of the approval request by using custom value or from dynamic content.
  • Item link: Give the link of your item by using dynamic content.
When an item is created in SharePoint List, Send approval and create item in flow
When an item is created in SharePoint List, Send approval and create item in flow

After giving all the values of “Start an approval” action, Take a condition. In that condition, Specify “Responses Approver response(add from dynamic content)” is equal to “Approve(Enter custom value)” as shown in below screenshot.

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

When an item is created in SharePoint List, Send approval and create item flow
When an item is created in SharePoint List, Send approval and create item flow

This Condition is having two result fields as “yes” and “no”. This “yes” field defines, when the approver will approve the request, then the user will get an approval email notification. After that, the approved list item will create in another SharePoint Online List.

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

If Item is Approved from Flow

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. For my requirement, I have entered the subject line as “Your Laptop request has been approved” by using custom value.
  • Body: Type the body part of the email. For my example, I have entered that “Title” has been approved by approver (“Approver name”) from the dynamic content.

Once “Send an email” action field values will over, take another action as “Create item” (By default, this action will be present) next to that. This “Create item” action is having below fields:

  • Site Address (Mandatory): Enter your Site Address URL where the approved item will create.
  • List Name (Mandatory): Specify the name of the list where the approved item will create. Here, I have created a SharePoint Online List as “Approval Laptop Request Info“.
  • Title (Mandatory): Enter the Title field from the dynamic content.
  • Project Name: This is the column field which I have created in my SharePoint List (Approval Laptop Request Info). I have entered this field value from the dynamic content.
When an item is created SharePoint List, Send approval and create item in the microsoft flow
When an item is created SharePoint List, Send approval and create item in the microsoft flow

If Item is rejected from Flow

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 “Your Laptop request has been rejected” by using custom value.
  • Body: Type the body part of the email. For my example, I have entered that “Title” has been rejected by approver (“Approver name”) from the dynamic content.
Microsoft flow Approval process
When an item is created in SharePoint List, Send approval and create item in microsoft flow

Here you can see the full structure of Microsoft flow template (When an item is created in SharePoint List, Send approval and create item). Once all things will over, Click on “Save“. Now click on “Flow Checker” to check whether there is an error or not and if not, then “Test” the flow as shown in below figure.

When an item is created SharePoint List, Send approval and create item in the microsoft flow
When an item is created SharePoint List, Send approval and create item in the microsoft flow

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.

When an item is created SharePoint List, Send approval and create item in microsoft flow
When an item is created SharePoint List, Send approval and create item in microsoft flow

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

Microsoft flow Approval item
When an item is created SharePoint List, Send approval and create item in the flow

Once you will create a SharePoint Online List item, then the specific approver will get an email notification to approve the list item. Here, my approver is “Padmini Kumari“. The approval email will show you as like below screenshot.

Microsoft flow Approval item
Microsoft flow When an item is created in SharePoint List, Send approval and create item

Once she will click on the “Approve” button, then the successful approval status will appear as “Approved” with the submission date and comments. You can see the status as shown below.

Flow When an item is created in SharePoint List, Send approval and create item
Flow When an item is created in SharePoint List, Send approval and create item

After the approval of list item, the user/employee (“Preeti Sahu“) got an email notification that “Your (Title) Laptop request has been approved by Padmini Kumari (Approver)“.

Microsoft Flow When an item is created in SharePoint List, Send approval, Create item
Microsoft Flow When an item is created in SharePoint List, Send approval, Create item

When all the approval process will over, then your flow run will complete successfully. You can see a status message in the flow page as “Your foww ran successfully” like below screenshot.

Flow When an item is created in SharePoint List, Send approval, Create item
Flow When an item is created in SharePoint List, Send approval, Create item

Now go to your other SharePoint Online List where the laptop request item will create. For this example, I have another SharePoint List as “Approval Laptop Request Info“. You can see in the below screenshot, my approved item has been created as “ASUS“.

Flow When an item is created SharePoint List, Send approval, Create item
Flow When an item is created SharePoint List, Send approval, Create item

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

Hence, In this Microsoft Flow tutorial, We discussed a Microsoft Flow demo on “When an item is created in SharePoint List, Send approval and create item” Microsoft Flow template in SharePoint Online Office 365. Hope this will be helpful.

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