How to Request an Approval Process from Power Apps | Full Tutorial

Introduction

In this tutorial, you will learn how to create a sequential approval process using Microsoft Power Apps and Power Automate. This guide will walk you through the steps to build an approval request screen, allow users to select multiple approvers, and set up a workflow that tracks approval status. By the end, you'll have a functional approval process integrated into your Power Apps application.

Step 1: Set Up Columns for Approval Request Process

• Create a SharePoint list or database to store approval requests.
• Ensure the following columns are included:
  • Request ID: Unique identifier for each request.
  • Requester Name: Name of the person submitting the request.
  • Approvers: A field to store selected approvers.
  • Approval Status: To track if the request is pending, approved, or rejected.
  • Comments: For approvers to leave feedback.

Step 2: Build an Approval Request Screen in Power Apps

• Open Power Apps and create a new app.
• Use the Approval Request template available in Power Apps.
• Design the screen layout to include:
  • A form for users to input their details.
  • Dropdowns or multi-select options for the approvers.
  • A submit button to send the request.

Step 3: Allow Users to Select Multiple Approvers

• Use a combo box or multi-select dropdown to enable users to choose multiple approvers from the list.
• Ensure the approver list is populated by:
  • Connecting to your SharePoint list or relevant data source.
  • Using the Items property to reference the approvers.

Step 4: Set Up the Approval Screen in Power Apps

• Configure the submit button to trigger an action that sends approval requests.
• Use the following formula to collect input data:

  Collect(ApprovalRequests, {RequesterName: txtRequesterName.Text, Approvers: cmbApprovers.SelectedItems, Status: "Pending"})
  

• Implement validation to ensure all required fields are filled before submission.

Step 5: Build a Serial Approval Workflow in Power Automate

• Open Power Automate and create a new flow using the "Automated cloud flow" option.
• Set the trigger to be when a new item is created in your SharePoint list.
• Add conditions to manage the approval process:
  • Use the "Start and wait for an approval" action.
  • Select the type of approval (e.g., sequential) and specify the approvers.
• Use "Condition" actions to check the response of each approver and update the status accordingly.

Step 6: Show Power Automate Approval Status Indicator in Power Apps

• Add a status indicator on your Power Apps screen that reflects the current approval status.
• Use a gallery or label to display the approval history by connecting to your SharePoint list.
• Update the indicator dynamically based on the approval process results.

Step 7: Demo of Power Apps Approval Request Workflow

• Test the entire process by submitting a request through your Power App.
• Verify that the approval request appears in Power Automate and that approvers receive notifications.
• Check that the status updates correctly in Power Apps after each approval or rejection.

Conclusion

You have successfully created a sequential approval process using Power Apps and Power Automate. This setup allows users to submit requests, select approvers, and track the status of approvals dynamically. As a next step, consider expanding the functionality by adding email notifications for approvers or integrating additional data sources for reporting purposes. Happy building!