Start and wait for an approval Power Automate [Complete tutorial]

In this Microsoft Power Automate Tutorial, we will learn how to work with start and wait for an approval action in power automate. Also, we will cover all these below topics:

  • Start and wait for an approval power automate
  • Start and wait for an approval power automate item link
  • Start and wait for an approval power automate details
  • Start and wait for an approval power automate response
  • Start and wait for an approval power automate timeout
  • Start and wait for an approval power automate outcome
  • Start and wait for an approval power automate enable notifications
  • Start and wait for an approval Power Automate reminder
  • Power Automate start and wait for an approval requestor
  • Power Automate start and wait for an approval condition
  • Power Automate start and wait for an approval comments

In Power Automate, there is an action that starts an automated approval process and waits for it to complete. Also, it allows canceling the approval.

Start and wait for an approval Power Automate

Now we will see how to use this action and what are parameters it requires to start an approval process.

  • Login the Power Automate, click on +Create > Instant cloud flow > Manually trigger a flow.
  • It will trigger the flow manually. Next, we will add an action that will initiate the approval request from a user to the approver. Click on +Next step > Start and wait for an approval > Select this action to add into the flow.
  • Next, it will ask to select the approval type. such as:
  1. Approve/Reject – Everyone must approve (where each approvers have to respond the approval request using two responses options i.e. Approve or Reject).
  2. Approve/Reject – First to respond (where the approval request will be complete if any of the approver respond this request).
  3. Custom Responses – Wait for all responses (Where all approvers should ahould respond the request to complete the approval request using custom responses).
  4. Custom Responses – Wait for one response(Where the request will be complete if any of the approver respond the request using custom responses).
start and wait for an approval power automate
start and wait for an approval power automate

Let’s select an approval type i.e. Approve/Reject – Everyone must approve. After selecting it will show the respective options to initialize this action. Such as:

  • Approval type– Approve/Reject – Everyone must approve.
  • Title– Create a title for the approval (Ex- Leave request approval)
  • Assigned to– It accepts the email address of the approver, separated by semecolon.
  • Details– Specify the details of the approval request.
  • Item link- Add a link to the item to approve.
  • Item link description- Describe the link to the item.
Power Automate start and wait for an approval
Power Automate start and wait for an approval

Next, we will add a composed action to check the outcomes of the approval request whether it is approved or rejected.

Click on +Next step > Compose action. Here we will use the Outcome as Inputs.

start and wait for an approval action Power Automate
start and wait for an approval action Power Automate

Let’s save the flow and test it manually. Now it will notify the approval request to the specified user.

start and wait for an approval action in MS flow
start and wait for an approval action in MS flow

Let’s approve the request and we can see the result of the compose action like below:

Start and Wait for an approval in a cloud flow
Start and Wait for approval in a cloud flow

This is how a Start and Wait for an approval action works on Power Automate.

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Now we will see how to link the item using the item link on the start and wait for an approval action.

For this here we have created a Sharepoint list where we will apply for a leave request. The list contains some columns such as Title, Status(choices i.e. Pending, approve, reject), Start date, End date, Approver name.

start and wait for an approval power automate item link
start and wait for an approval power automate item link

Now we will create a flow that will trigger the flow when an item is created in the SharePoint list.

Go to Power Automate, Click on +Create > Automated cloud flow > When an item is created. Set the parameters such as:

  • Site Address– Specify the SharePoint site address.
  • List Name– Select the SharePoint list.
start and wait for an approval item link power automate
start and wait for an approval item link power automate

Next, we will action that will request the approver to approve or reject the leave request.

Go to +Next step > Start and wait for an approval. Select the approval type as Approve/Reject – Everyone must approve. Set the parameters such as:

  • Title– Title (Select it from dynamic content).
  • Assigned to– Approver name email (Select it from dynamic content).
  • Details– Specify the details of the approval request using satrt date and end date (from dynamic content).
  • Item link- Link to item (Select it from dynamic content).
How to link an item on start and wait for an approval action
How to link an item on start and wait for an approval action

Then we will add an action that will send an email to the user about approval.

Click on +Next step > Send an email (V2). Set the properties like below:

  • To- Specify the user name who created that request i.e. Created by Email from dynamic content.
  • Subject– Give a subject name to the Email.
  • Body- Specify any message that you want to inform the use.
power automate item link in start and wait for an approval
power automate item link in the start and wait for an approval

Then we will add an action that will update the approval status whether it is approved or rejected in the Sharepoint list.

Go to +Next step > Update item. Set the parameters like below:

  • Site Address– Specify the SharePoint site address name.
  • List Name– Select the SharePoint list name.
  • Id- ID from dynamic content.
  • Title- Title from dynamic content.
  • Status Value- Outcome from Start and wait for an approval.
  • StartDate- StartDate from dynamic content.
  • EndDate- EndDate from dynamic content.
start and wait for an approval item link
start and wait for an approval item link

Now our flow is ready to run. So let’s save the flow.

Read Power Automate flow with Microsoft teams

Start and wait for an approval power automate details

Now we will see how to use the ‘details’ at the start and wait for approval on Power Automate.

This option is used to show the details of the approval request using dynamic contents. Here we are going to take the previous example to see how it works at the start and wait for an approval action.

In the start and wait for an approval action, go to details. Mention the details of the approval request using dynamic content such as start date, the person who requested the approval, last date, etc.

start and wait for an approval power automate details
start and wait for an approval power automate details

Let’s insert the data in the SharePoint list.

Power Automate details in start and wait for an approval
Power Automate details in the start and wait for an approval

We can see the request will come in details such as:

Power Automate start and wait for an approval details
Power Automate start and wait for approval details

This is how to use the start and wait for an approval details on Power Automate.

Read Power Automate vs Nintex

Power Automate start and wait for an approval outcome

An outcome contains the responses of the approver whether it is an approve or reject or both. Let’s take an example, where we will assign an approval request to multiple approvers.

For this, the following steps are:

Step-1:

On Power Automate, click on +Create > Instant cloud flow > Manually trigger a flow. Now our flow is triggered.

Next, we will add an action to create an approval request.

Go to +Next step > Create an approval. Set the properties of the action like below:

  • Approval type– Approve/Reject – Everyone must approve
  • Title– Testing
  • Assigned to– Select multi approvers that separated by semicolon.
  • Details– Specify the details of the approval request.
start and wait for an approval power automate outcome
start and wait for an approval power automate outcome

Step-2:

Now, we will add another action that will wait for a specified approval to complete. It will ask to add Approval ID as the parameter.

Power Automate wait for a specified approval outcome
Power Automate wait for a specified approval outcome

Step-3:

Now, we will add a Compose action using inputs as an outcome selected from dynamic contents.

start and wait for an approval outcome Power Automate
Start and Wait for an approval outcome Power Automate

Now our flow is ready to run. So just save the flow and test it manually. We can see it will send a request to the approvers to approve. For example, approve and reject the request from both approvers respectively.

start and wait for an approval Microsoft flow outcome
start and wait for an approval Microsoft flow outcome

This is how the outcome of start and wait for approval works on Microsoft flow.

Read Power Automate or Microsoft Flow delete all files in a folder

Start and wait for an approval power automate enable notifications

By enabling the approval notification in the outlook mail, it can reduce the number of emails received and sent. Instead of email, we can use the Microsoft team for approval requests.

The following steps are:

Step-1:

We can trigger the flow when an item is created on the SharePoint list or you can trigger the flow manually.

Let’s trigger the flow manually. Go to +Create > Instant cloud flow > Manually trigger a flow > Create.

start and wait for an approval power automate enable notifications
start and wait for an approval power automate enable notifications

Step-2:

Next, we will add an action that will create an approval request.

Go to +Next step > Select Create an approval. Set the properties like below:

  • Approval type– Approve/Reject – Everyone must approve
  • Title– Approval Notification
  • Assigned to– Set any user id
  • Details– Set the details of the approval requset.

Expand the Show advanced option, go to Enable notifications, and set No.

start and wait for an approval enable notifications power automate
start and wait for an approval enable notifications Power Automate

Step-3:

Now we will add an action that will post an adaptive card to a chat or a channel, requesting approval and set the properties such as:

  • Post as– Flow bot
  • Post in– Chat with flow bot
  • Recipient– Set a recipient user ID.
  • Adaptive Card– Select Teams Adaptive card from dynamic contents.
power automate enable notifications on start and wait for an approval
Power Automate enable notifications on start and wait for an approval

Step-4:

Now we will add an action that waits for a specified approval to complete. Set the property such as:

  • Approval ID– select Approval ID from dynamic content.
Use Power Automate Approvals with Teams notifications only and enable notification
Use Power Automate Approvals with Teams notifications only and enable notification

That’s it! Now our flow is ready to run. Let’s save the flow and test it manually. We can see

power automate enable notifications using start and wait for an approval
Power Automate enable notifications using start and wait for an approval

Once the request is approved, we can see the final response in the Wait for an approval.

start and wait for an approval Microsoft flow enable notifications
start and wait for an approval Microsoft flow enable notifications

This is how to enable notification on Power Automate start and wait for an approval action.

Read Upload PowerApps Attachments to SharePoint Library Folder

Start and wait for an approval power automate timeout

In Power Automate, we can set Timeout at the start and wait for an approval action. It will control the process when the approver will not act on time. The default value is empty that indicates how long the flow will run i.e. 30 days.

Also, it allows to set the time in the start and wait for approval action in ISO 8601 format. It limits the maximum duration an asynchronous time pattern may take, but this does not alter the request timeout of a single request.

For example:

  • PT30M- 30 Minutes
  • PT60M- 60 Minutes
  • P1D- 1 day
  • P15D- 15 day
  • P3W- 3 week

Here we are going to use the previous flow with little modification. The following steps are:

Step-1:

First, we will trigger the flow when an item is created in the Sharepoint list. Here we will set the site address and the SharePoint list name.

Step-2:

Next, we will add an action that will start the approval process and wait for approval from the approver.

Go to +Next step > Start and wait for an approval. Set the properties such as:

  • Approval type– Approve/Reject – Everyone must approve
  • Title– Select Title from dynamic content.
  • Assigned to– Approver name email from dynamic content.
  • Details– Set the details of the approval request.
  • Item link- Link to item from dynamic content.

Then, we will configure this Timeout on the start and wait for approval action.

On start an wait for an approval > Menu (. . .) > Setting.

start and wait for an approval power automate timeout
start and wait for an approval power automate timeout

It will open a settings page where we can set a timer for the approval flow. Let’s set a timer for 7 days in Timeout. Then click on Done.

Approval Timeouts on Power Automate
Approval Timeouts on Power Automate

Step-3:

Next, we will add a condition that will check the outcomes i.e. whether the response is Approved or rejected. According to the response, it will notify the user through outlook’s email.

Go to +Next step > Condition. Set the outcomes(from approval dynamic contents) is equal to Approve.

Also, in both if_yes and if_no sections, use an action that will notify the user through outlook about the response.

In If yes > +add an action > Send an email (V2). Similarly, repeat this on the If no section.

power automate start and wait for an approval timeout
power automate start and wait for an approval timeout

It will check the outcomes if the approval is on time. But if the times are out, what will happen with the approval? The flow does not run unless it is set up with a Configure run after.

For this, in the next step, go to condition > menu > Configure run after.

Timeout on Microsoft Power Automate Approval
Timeout on Microsoft Power Automate Approval

Now, select two options i.e. is successful and has timed out. Then click on Done.

Power Automate timeout on Start and wait approval
Power Automate timeout on Start and wait for approval

This is how to set timing on Power Automate Approval requests.

Read Upload PowerApps Attachments to SharePoint Library Folder

Start and wait for an approval Power Automate response

By default, there are two responses are available in the Power Automate approval request i.e. Approve and Reject.

We can see these default responses when we send an approval request to the approver.

Power Automate start and wait for an approval responses
Power Automate start and wait for approval responses

This is how to check default responses in the approval request of Power Automate.

Start and wait for an approval Power Automate custom response

In Power Automate, sometimes we require more than two responses. For this, let’s create an approval flow with some custom responses to that request.

On Power Automate, trigger the flow when an item is created in a specified SharePoint list. Here we will set the SharePoint site address and the list name; otherwise, you can create an instant cloud flow or button flow.

Next, Go to +New step > Start and wait for an approval. Select the approval type as Custom Responses – Wait for one response. Then it will ask to set the Response options Item. For example, we will set the custom responses such as Approve, Reject, Not at the moment, Give more details.

Also, set the parameters as:

  • Title– Give a title to the request.
  • Assigned to– Set an user id who approve the request.
  • Details– Set a details for approval request.
start and wait for an approval power automate response
start and wait for an approval power automate response

Let’s save the flow and insert data in the SharePoint list to test it.

We can see it is showing all the custom responses on the approval request like below:

Custom responses on Power Automate start and wait for an approval
Custom responses on Power Automate start and wait for an approval

This is how to set custom responses on Power Automate start and wait for the approval.

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Start and wait for an approval power automate reminder

Sometimes when we are waiting for a request to approve, if the approver is not available at that particular time. But we can remind the approver to approve the request via outlook using an automated flow.

Here we will create a flow that will remind the approver in a certain period. For example, it will notify the approver in every 10 mins or 30 mins or 1 day that we have specified.

To implement this scenario, we have created a SharePoint list based on OfficeEquipment’s Order where a requester requests for buying office equipment. This list consists of columns such as:

  • Title- Single line column
  • Requester- People
  • Details- Multiline column
  • Status- Choice(Granted, Rejected)
  • RequestDate- DateTime
  • Approver- People
start and wait for an approval power automate reminder
start and wait for an approval power automate reminder

Now we will create a flow that will remind the approver to approve the request in a certain period till they approve. The following steps are:

Step-1:

On Power Automate, go to +Create > Automate cloud flow > select When an item is created > Create.

start and wait for an approval reminder on Power Automate
start and wait for an approval reminder on Power Automate

It will trigger the flow when an item is created in the SharePoint list. Here we will specify the Sharepoint site address and the SharePoint list name.

power automate start and wait for an approval reminder
power automate start and wait for an approval reminder

Step-2:

Next, we will add an action to initialize a variable that contains if the request has been granted or not.

Go to + New step > Initialize variable. Set the parameters such as:

  • Name– Give a variable Name (ex- Granted)
  • Type– Boolean
  • Value– use the below expression.
Create an automated Reminder for Approval in Power Automate
Create an automated Reminder for Approval in Power Automate

Step-3:

Next, we will add an action to create an approval using custom responses.

Go to + New step > Create an approval. Set the properties like below:

  • Approval type – Custom Responses – Wait for one response.
    • Response options Item1 – Granted
    • Response options Item2- Rejected
  • Title– Give a title to the approval request(using dynamic content).
  • Assigned to– Approver email(select from dynamic content).
Power automate approval reminder
Power automate approval reminder

Step-4:

Next, we will add an action that will wait for a specified approval to complete using Approval ID.

Go to +New step > select Wait for an approval action.

Start and Wait for an Approval with Email Reminder using Power Automate
Start and Wait for an Approval with Email Reminder using Power Automate

Step-5:

Now we will add action to set the variable that we have initiated i.e. Granted. Set the value as true using expression.

Sending an approval request with automatic reminders using Power automate
Sending an approval request with automatic reminders using Power automate

Step-6:

Next, we will add a condition that will check if the response is Granted then it will notify the requester that his request has been granted otherwise it will notify the requester his request has been rejected.

Click on +New step > Condition. Select Outcome(from dynamic content) is equal to Granted.

Similarly, in both the If yes and If no section, add an action that will notify the user about responses whether it is Granted or Rejected.

In the If yes > Add an action > Send an email(V2).

Timing Microsoft Power Automate Approval Reminders
Timing Microsoft Power Automate Approval Reminders

Step-7:

After getting responses, the status will be updated whether it is Granted or Rejected.

In the If yes section, go to +Add an action > Update item. Set the parameters such as:

  • Site Address– Specify the SharePoint
  • List Name– Specify the list name.
  • Title– Title from the dynamic content.
  • ID- ID from the dynamic content.
  • Status Value– Granted

Similarly, do this in the If no action.

Flow Approval with Reminders
Flow Approval with Reminders

Step-8:

Next, we will add a Delay action that will automate the delay action. This action will set how long an action should be delayed once the flow is triggered.

Under Create an approval > Add a parallel branch > Delay.

Microsoft Flow Approval with Reminders
Microsoft Flow Approval with Reminders

Set the properties such as:

  • Count– 1
  • Unit– Day

It will remind the approver to approve the request based on 1 day.

Power Automate send email for approval for reminder
Power Automate send an email for approval for the reminder

Step-9:

Under the delay action, next, we will add a do-while loop that checks the variable which is set to true.

If the variable is set to true then the request is completed; otherwise, it will send a reminder and wait for the response.

Under the delay > Add an action > Do-Until. Set the parameters such as:

  • Choose a value- Granted(Variable)
  • Operator- is equal to
  • Value– Set the below expression
true
Microsoft flow approval reminder
Microsoft flow approval reminder

Next, we will add an action that will remind the approver to approve the pending request:

Inside the Do until loop, click on Add an action > Send an email. Set the properties like below:

  • To- Approver email
  • Subject- Set the email’s subject
  • Body- Set the email’s body.
How to send approval task reminder in Power Automate
How to send approval task reminders in Power Automate

Step-10:

Next, we will add the delay action. Set the count 1 and the Unit as day.

start and wait for an approval Microsoft Flow reminder
start and wait for an approval Microsoft Flow reminder

Let’s save and run the flow. Then insert the data in the SharePoint list.

start and wait for an approval reminder power automate
start and wait for an approval reminder power automate

It will notify the approver to approve the request via outlook like below:

Microsoft flow start and wait for an approval reminder
Microsoft flow start and wait for an approval reminder

If the approver responds to it then it will notify the user; otherwise, it will remind the approver about the pending approval request:

How to send approval reminder in Power Automate
How to send approval reminders in Power Automate

This is how to send approval reminders in Power Automate.

Note- For testing purposes, we have set the delay action 1 minute instead of 1 day.

Read Power Automate Increment Variable

Power Automate start and wait for an approval requestor

In Power Automate, when we create an approval request it shows the default name who created the flow. In other words, by default, it shows the current login account of Microsoft flow.

But there is an option to mention the Requestor in the approval flow.

Let’s create a button flow and mentioned a requestor name in that flow. We will see how it comes with the requestor’s name.

On Power Automate’s home page > +Create > Instant cloud flow > select Manually start the flow.

power automate start and wait for an approval requestor
Power Automate start and wait for an approval requestor

Next, we will add an action to start an approval process and wait for the response from the approver.

Click on +New step > Start and wait for an approval > Expand the Show advanced options.

Set the parameters like below:

  • Approval type– Approve/Reject – First to respond
  • Title– Give a title to the approval request
  • Assigned to– Specify the user who will approve this request
  • Details– Mentioned the details of the approval request
  • Requestor- Specify the user id who will request this approval.
start and wait for an approval requestor on Power automate
start and wait for an approval requestor on Power automate

Let’s save and run the flow with the manual test. We can see it will notify the approver with the specified requestor name.

But by default, it will show the flow creator name also.

Microsoft flow start and wait for an approval requestor
Microsoft flow start and wait for an approval requestor

This is how to use requestor on Microsoft flow start and wait for the approval.

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Power Automate start and wait for an approval Condition

In Power Automate, we can insert a condition with the start and wait for an approval request. For example, we will create an approval request. If the response is approved then it will send a notification to the user. Similarly, it will notify the user in the case of approval Rejection.

Here, we are going to use the SharePoint list that we have created previously i.e. Leave Approval.

Let’s start the flow by following these steps:

On Power Automate, go to +Create > Automated cloud flow > Select When an item is created > Create.

power automate start and wait for an approval condition
Power Automate start and wait for an approval condition

Now our flow will trigger when an item is created in the SharePoint list. Here, we will set the SharePoint site address and the list name.

Trigger the flow when an item is created in SharePoint list
Trigger the flow when an item is created in the SharePoint list

Step-2:

Now we will add an action that will start the approval process and wait for the response from the approver.

Click on +New step > Start and wait for an approval. Set the approval type as Approve/Reject – First to respond. Also, set the parameters as below:

  • Title– Give a title to the approval request
  • Assigned to– specify the approver email id
  • Details- Set the details for approval using dynamic content.
Microsoft flow start and wait for an approval condition
Microsoft flow start and wait for an approval condition

Step-3:

In this step, we will apply a condition action. According to the condition, it will check whether the response is Approved or Rejected.

  • Value(1)- Outcomes from dynamic content.
  • Operator- Is equal to
  • Value(2)- Approve
 start and wait for an approval using condition
start and wait for approval using condition

If the response is approved then it will notify the user and update the request’s status in the SharePoint list.

In the If yes section, click on +Add an action > Send an email (V2). Set the properties like below:

  • To- Created by email from dynamic content
  • Subject- Specify thesubject if the approval request.
  • Body- Specify the body of the approval request
 start and wait for an approval using condition on Power Automate
start and wait for an approval using condition on Power Automate

Let’s Save the flow and test it manually. Insert data in the SharePoint list.

MS flow start and wait for an approval condition
MS flow start and wait for an approval condition

Let;’s reject the approval request and give any comment, We can see it will notify the user about the response.

Start and wait for an approval condition on Power Automate
Start and wait for an approval condition on Power Automate

We can see it will update the status in the SharePoint list too.

Microsoft flow start and wait for an approval action with condition
Microsoft flow start and wait for an approval action with condition

This is how to use conditions in the Start and wait for approval on Power Automate.

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Power automate start and wait for an approval assigned to

In Power Automate, there is an option i.e. Assigned to that indicates to insert a user(s) who will respond to the approval request.

We can assign multiple users that are separated by a semicolon(;). Let’s create an instant button flow that will create an approval request.

Go to + Create > Instant cloud flow > Manually trigger a flow.

Next, we will add an action that will initiate the approval process and wait for the response.

Click on +New step > Start and wait for an approval. It will ask to fill the mandatory fields such as:

  • Approval type– Approve/Reject – Everyone must approve
  • Title– Give a title to the Approval Request
  • Assigned to– Mentioned the user(s) name who will assigned to approve the request
  • Details– Give details of the approval request.
power automate start and wait for an approval assigned to
power automate start and wait for an approval assigned to

To see the response of the approval request, we will use a compose action or you can use an action to send an email to the user who created this request.

Click on +New step > Compose and set the Outcome(from dynamic content of start and wait for an approval) as inputs.

 start and wait for an approval assigned to in Power Automate
start and wait for an approval assigned to in Power Automate

Now our flow is ready to run. Let’s Save the flow and test it manually. We can see it will notify that user who is specified in the assign to field.

Start and wait for an approval assigned to in Microsoft flow
Start and wait for an approval assigned to in Microsoft flow

This is what an ‘assigned to’ field works on the Start and waits for approval in Power Automate.

Read Power Automate save email attachment to SharePoint

Power Automate start and wait for an approval attachment

Sometimes, we need an attachment approval for a business purpose. Luckily, Power Automate allows this feature for attachment approval.

To implement this, we will create an instant button flow that lets us an approval request with the attachment that the approver can review before approving.

Let’s create the instant flow by following these steps:

Step-1:

Go to My flow > +New flow > Instant cloud flow.

power automate start and wait for an approval attachment
Power Automate start and wait for an approval attachment

Give a name to the flow and select the trigger to start the flow manually.

start and wait for an approval attachment using Power Automate
start and wait for an approval attachment using Power Automate

It will trigger the flow manually and add a file input inside this trigger.

Click on +Add an input > File.

Send attachments with approval requests - Power Automate
Send attachments with approval requests – Power Automate

Step-2:

Next, we will add an action that will start the approval process with an attachment

Go to +New step > Start and wait for an approval. Set the approval type as Approve/Reject – Everyone must approve. Also, set the following properties below:

  • Title– Give a title to the approval request.
  • Assigned to– Assigned a user name who will approve the request.
  • Details– Give the detaiils of the approval request.
Power Automate approval flow with attachment
Power Automate approval flow with attachment

To attach the attachment, expand the Show advanced options and we can see it will show the options for attachments.

  • Attachments Name 1 – Give a name to the attachment.
  • Attachments content – choose File content from the dynamic content of the trigger.
Attachments In Power Automate Approvals
Attachments In Power Automate Approvals

Now just save the flow and test it manually. It will ask to select the attachment(ex- excel, texts, images, etc) from the local system.

Creating Approvals with attachments on Power Automate
Creating Approvals with attachments on Power Automate

Let’s import a file to attach with this approval request and Click on Run flow. It will notify the approver to approve the attachment with the request.

How to add attachments on Approval actions in Power Automate
How to add attachments on Approval actions in Power Automate

This is how to add an attachment in the Power Automate Approval process.

Similarly, we can add multiple attachments by clicking on the +Add new item under the ‘attachments contents‘ in the Start and wait for an approval action. Also, add another file input inside the trigger.

Add multiple attachments in Power Automate approval
Add multiple attachments in Power Automate approval

This is how to add multiple attachments in Power Automate approval.

Read Power Automate get items examples

Power Automate difference between create an approval and start and wait for an approval

In Power Automate, there are two types of approval processes are available. One is ‘create an approval’ another one is ‘Start and wait for an approval ‘.

In the Create an approval action, it only starts an automated approval process but does not wait for the approval to complete. Also, the approval is cancelable.

We can use this action to send a basic email notification and push notification to the mobile app. This action allows us to give custom responses including approve or reject. Let’s create an instant flow using create an approval action.

Go to +Create > Instant cloud flow > Manually trigger flow.

Next, add an action to create an approval. Click on +New step > Create an approval. Set the following properties below:

  • Approval type- Approve/Reject – Everyone must approve
  • Title- Give a title to the approval request.
  • Assigned to- specify the user email who will approve the request.
  • Details- Give the details of the approval request.
Power Automate create an approval
Power Automate create an approval

Let’s save the flow. Select to test it manually and then press the Run flow. It will only create an approval request.

Create an approval in Power Automate
Create an approval in Power Automate

Also, we can see the flow ran successfully as it does not wait for the responses from the approvers.

Microsoft flow Create an approval
Microsoft flow Create an approval

This is what a Create an approval works in Power Automate. Similarly, the start and wait for an approval action it will start an approval process and wait for the response to complete it.

Let’s create an instant flow using the Start and wait for an approval action.

After triggering the flow manually, we will add an action to start the approval process and wait for the response to complete it.

Go to +New step > Start and wait for an approval. Set the properties like below:

  • Approval type- Approve/Reject – Everyone must approve
  • Title- Give a title to the approval request.
  • Assigned to- specify the user email who will approve the request.
  • Details- Give the details of the approval request.
Power Automate start and wait for an approval action
Power Automate start and wait for an approval action

Let’s save the flow. Select to test it manually and click on Run flow. It will send the approval notification to the approver including responses as similar to creating an approval process. But the difference is it will wait for the responses to complete the approval process:

power automate difference between create an approval and start and wait for an approval
power automate difference between create an approval and start and wait for an approval

Once the approver responds to the request it will complete the approval process. For example, we have rejected the approval request.

difference between create an approval and start and wait for an approval
Difference between create an approval and start and wait for an approval

Now we can see the flow ran successfully and the approval process completed after responding.

difference between create an approval and start and wait for an approval Power Automate
Difference between creating an approval v/s starting and waiting for an approval Power Automate

This is what a start and waits for approval work in Power Automate.

Read Power Automate vs UiPath

Power Automate start and wait for an approval comments

When we request an approval request, it allows the approver to give their comments with responses.

Now we will see how to work with the comments in a start and wait for an approval action. For this here we are going to use the previous SharePoint list but we have added a new single-line column for Approver’s comment.

power automate start and wait for an approval comments
power automate start and wait for an approval comments

Let’s create an automated flow, that will create an approval request. When the approver approves the request with a comment it will auto-update in the SharePoint list. The following steps are:

Step-1:

First, we will trigger the flow when an item is created in the SharePoint list. On the Power Automate, go to My flows > +New flow > Automated cloud flow.

How to create an automated flow on Power Automate
How to create an automated flow on Power Automate

Then select a trigger i.e. When an item is created(under SharePoint) that will trigger the flow when we insert data in the specified SharePoint list. Here we have to set the site address and list name:

how to trigger a flow when an item is created in SharePoint list
how to trigger a flow when an item is created in the SharePoint list

Step-2:

Next, we will add an action that will initiate the approval process and wait for the approver’s response:

Click on +New step > Start and wait for an approval. Set the following parameters below:

  • Approval type– Approve/Reject – First to respond
  • Title– Set a title to the approval request
  • Assigned to– Set an approver’s email who will approve the request
  • Details– Give details to the approval request.
start and wait for an approval comments MsFlow
start and wait for an approval comments MsFlow

Step-3:

Next, we will add an action that will notify the requestor about the approver’s response via Outlook.

Click on +New step > Send an email (V2). Set the parameters such as:

  • To– Set the requestor user id.
  • Subject– Set the subject name to the approval request.
  • Body– Specify the approval request’s body.
start and wait for an approval comments Power Automate
start and wait for an approval comments Power Automate

Step-4:

Next, we will add an action that will update the comment and approval status in the SharePoint list. Click on +New step > Update item (under SharePoint). Set the parameters as follows:

  • Site Address– Set the SharePoint site address.
  • List Name– Set the Sharepoint list name.
  • Id ID from the dynamic content.
  • TitleTitle from the dynamic content.
  • Status ValueOutcome from the dynamic content of the approval request.
  • ApproverComment– Responses Comment from the dynamic content of the approval request.

Note- When we insert the Responses Comment it will create an ‘apply to each’ loop in the flow.

Power Automate Approval flow with comments
Power Automate Approval flow with comments

Now let’s Save the flow and run it manually. Then insert the data in the SharePoint list to initiate the approval process:

Capture Comments from the Approver in Microsoft Flow
Capture Comments from the Approver in Microsoft Flow

It will send an approval request to the approver. Let’s respond to the request with a comment:

Approval with comment Power Automate
Approval with comment Power Automate

Click on Submit. We can see it will update the status and the comment in the SharePoint list.

Microsoft Flow Approval Work flow with comments
Microsoft Flow Approval Workflow with comments

This is how to work with a comment in the Power Automate approval workflow.

Read Power Automate conversion of string

Power Automate start and wait for an approval email format

Here we will see how to format the approval email request in the Power Automate start and wait for the approval request.

We have created a simple approval workflow having some custom responses like below:

power automate start and wait for an approval email format
power automate start and wait for an approval email format

But here, we will see how to format this approval request in Power Automate and the following steps are:

First, we will create an instant button flow that will trigger the flow manually. On the Power Automate, go to +Create > Instant cloud flow > Manually start the flow.

Next, we will add an action i.e. Start and wait for approval that will send an approval request to the approver.

Go to +New step > Start and wait for an approval. Set the properties as follows:

  • Approval type– Approve/Reject – Everyone must approve
  • Title– Set the title to the apprpproval request
  • Assigned to– Set the user ID who will approve the request
  • Details– Give details of the approval request using Markdown that will format the email.
start and wait for an approval email format Power Automate
start and wait for an approval email format Power Automate

Let’s insert the details using the below expression coded in Markdown.

### Hello, User
# Woah! It's a webinar calling
## Select your favorite topics from here:
[Power Automate](https://flow.microsoft.com)
[Power App](https://make.powerapps.com/)
[Power BI](https://app.powerbi.com/)

### Save the Date **01/15/2022**
#### Thank you for your valuable response.
start and wait for an approval email format Power Automate
start and wait for an approval email format Power Automate

Let’s save the flow and run the flow by testing it manually.

Format Power Automate Approval Email Markdown
Format Power Automate Approval Email Markdown

This is how to format the approval request in Power Automate.

Read Power Automate Number Format

Power Automate start and wait for an approval first to respond

There is an approval type i.e. First to respond where the approval request will be complete if any of the approvers responds to this request. Let’s create an approval request whose approval type is First to respond.

Similarly, here we will trigger the flow manually. Then add the action ‘Start and wait for approval‘. It will ask to fill the following properties like below:

  • Approval type– Approve/Reject – First to respond
  • Title– Set the title of the approval request
  • Assigned to– Assign the multiple people who will approve the request.
  • Details– Give a details to the approval request.
power automate start and wait for an approval first to respond
Power Automate start and wait for approval first to respond

Let’s save the flow and select to test it manually. Then click on the Run flow.

It will notify each approver to approve the request. If any of them will respond then the flow will be complete.

For example, user 4 will reject this approval request first. Then click on Submit.

First to approve in Power Automate
First to approve – Power Automate

It will notify another user that the request has been responded to by another user:

 first to respond approval request in Power Automate
First to respond approval request in Power Automate

This is how a Power Automate First to respond in approval requests works on approval flow.

You may like the following Power Automate tutorials:

Conclusion

From this Power Automate Tutorial, we learned all about Power Automate Start and wait for approval. Also, we discussed the below topics such as:

  • How to work with Start and wait for an approval Power Automate?
  • How to use the item link in start and wait for an approval Power Automate?
  • How to use details on Power Automate Start and wait for an approval action?
  • How to use outcome in Power Automate Start and wait for an approval?
  • How to enable notifications on start and wait for an approval Power Automate?
  • How to set custom response on start and wait for an approval Power Automate?
  • How to set timeout or timing on Power Automate Start and wait for an approval?
  • What is response in Power Automate start and wait for an approval?
  • How to set a reminder in Power Automate start and wait for an approval?
  • What is requestor in Power Automate start and wait for an approval?
  • How to use condition in Power Automate start and wait for an approval?
  • What is assigned to in Power automate start and wait for an approval?
  • How to attach a single or multiple attachments in Power Automate start and wait for an approval?
  • Show the difference between create an approval and start and wait for an approval in Power Automate.
  • How to show comments on Power Automate start and wait for an approval?
  • How to do email format on Power Automate start and wait for an approval?
  • What is first to respond approval on Power Automate start and wait for an approval?
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