Mastering Email Approvals with Power Automate

Introduction

In today's fast-paced business environment, the efficiency of approval processes plays a pivotal role in operational success. Microsoft Power Automate emerges as a robust solution for streamlining approval workflows through email-based mechanisms. This comprehensive guide offers a step-by-step walkthrough of the process to configure email approvals using Power Automate. Microsoft Power Automate provides two powerful approaches for email approvals: using automated flows and leveraging pre-defined approval templates. Let's explore both approaches in detail.

Part 1. Setting Up Email Approvals in Power Automate Email Approval Using Automated Flow

Automated flows in Power Automate allow you to create custom approval processes tailored to your organization's needs. Here's how you can set up email approvals using this method

Step 1. Create a Flow

Begin by accessing your Power Automate account and initiating the creation of a new flow by selecting the "Create" option. This marks the commencement of constructing a fresh workflow.

Step 2. Define the Trigger

Choose a trigger that suits your scenario. For instance, you can trigger the flow when a specific item is added to a SharePoint list or when an email arrives in your inbox.

Add the Flow name and select the appropriate flow that is needed

Step 3. Add Approval Action

Click on the New step.

Add the "Start and Wait for an Approval" action.

Select the type of approval that you need based on the requirements.

Configure the action by providing details such as the approval title, the requester's email, and the approver's email.

Step 4. Define Approval Outcomes

Configure the approval options, such as "Approve" and "Reject."

 Customize the notification messages for each outcome.

Step 5. Handle Approval Responses

Add actions based on approval outcomes. For instance, if approved, you can trigger certain tasks, notifications, or updates.

Part 2. Email Approval Using Templates

Power Automate also offers pre-built approval templates, simplifying the approval process setup. Here's how to utilize approval templates

Step 1. Create a Flow Using a Template

1. Access Power Automate and create a new flow.
2. Choose the "Start approval when a new item is added" template.

Step 2. Configure Approval Details

1. Configure the template by defining the approval title, approver's email, and additional details.
2. Customize notification messages and actions for approval outcomes.

Step 3. Automate Responses

Utilize the template's built-in actions to trigger tasks or notifications based on approval outcomes.

Benefits of Each Approach

Automated Flow

• Highly customizable: Tailor the approval process to fit your organization's unique requirements.
• Flexibility: Adapt the flow based on dynamic scenarios or complex workflows.
• Granular control: Define specific actions for different approval outcomes.

Approval Templates

• Rapid deployment: Quick setup using pre-defined templates.
• Consistency: Ensure uniformity in approval processes across different tasks.
• Ease of use: Simplified configuration, suitable for straightforward approval scenarios.

Conclusion

The utilization of both email approval methods within Power Automate - automated flows and approval templates - presents unique benefits in the enhancement of approval processes. While automated flows offer versatility and personalization options, approval templates streamline configuration for standard approval scenarios. By harnessing the capabilities of Power Automate, businesses can fine-tune their approval workflows, facilitating smooth teamwork, prompt decision-making, and streamlined operations. Select the approach that most suits your organization's requirements to bring transformative change to your approval procedures.