MS Flow Approval for More Than 5 Approvers in SharePoint

MS Flow Approval for More Than 5 Approvers in SharePoint

Like various Microsoft offerings, Flow is a new app that is part of Office 365 suite. It is included in most of the Office 365 subscriptions. It allows you to automate business processes by building workflows based on certain triggers and actions. For example, send an email on item create, copy item, delete items, send approval/feedback email on item create or document upload to manager
etc.

We will consider here the example of approval flow. It’s easy to create simple approval flow of 2-3
approvers but what if there are more than 5 or 6 approvers?

There is a limit of 5 nested conditions. Check below screenshot from official Microsoft documentation

So, if you want to create more than 5 nested if statement in a flow, you need to create a flow with
different approach. To avoid limitations, we need to divide flow into different steps.

Steps to create a Flow

1. First step is to initialize the flow on some trigger action, we will start flow on item created
trigger

2. This is the crucial step, here we need to initialize the variable to set approval level status so
that we can avoid multiple nested if-else conditions

3. Once the variable is initialized we will create Approval Step 1. We will check the status of
the variable and start the approval process

4. In ‘Yes’ section we will add an action ‘Start and wait for an Approval’ and in the ‘No’ part
we do nothing. In this step an email for approval/reject will be sent to the approver

5. In this step we will check the response from approver. Here we will add new condition to
check if the outcome is ‘Approved or Rejected’. In ‘Yes’ condition we will update the
variable so that we can use its value in next steps. Due to the variable value we can avoid
next approval condition nesting in the same approval step. Otherwise we face the limitations
for next approvals

6. From this step onwards, we will create new steps similar to approval step 1. Here we will
create the ‘Approval Step 2’ and add condition to check variable value. Based on the value
of the variable, further steps are executed

This way we will create further approval processes to avoid If-else condition limitations. At the end of
each step we just need to update the variable and use that variable value into the next steps

On this note, I am signing off now. Don’t forget to check out my colleague’s previous blog on Sharepoint – Passing parameters in Power Apps.

Written by- Suraj Kashid

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