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.
Check Out Microsoft Flow and PowerApps Training Course Videos (Lifetime Access)
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 the
In this below example, let us say (“Preeti“) have requested a Laptop in the “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 I
For this requirement, Create a Microsoft Flow in your SharePoint Online Site. To create a Microsoft Flow, First of all, Sign in to your Microsoft Office 365 account. After signing in to 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 “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 below screenshot. Just click on that template.

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:
- 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“.

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.

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 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.

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 a reject email notification.
Also read, Power Automate Concatenate String
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.

Read Power automate get items filter query examples
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.

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.

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 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.

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.

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.

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)“.

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

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“.

If you are new to Microsoft Flow, then read
- 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
- 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 Library
- PowerApps upload file to SharePoint Online document library using Microsoft Flow
- Microsoft Flow Example: Email notification after approval from a SharePoint list
- How to run Microsoft Flow on Schedule
- How to move files from OneDrive to SharePoint using Power Automate
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.
I am Bijay a Microsoft MVP (8 times – My MVP Profile) in SharePoint and have more than 15 years of expertise in SharePoint Online Office 365, SharePoint subscription edition, and SharePoint 2019/2016/2013. Currently working in my own venture TSInfo Technologies a SharePoint development, consulting, and training company. I also run the popular SharePoint website EnjoySharePoint.com