Microsoft Flow Send approval email when a new item is added in SharePoint Online Office 365

In this Microsoft Flow tutorial, I will show you how to send an approval email when a new item is added to a SharePoint Online list. Here we will use “Send approval email when a new item is added” Microsoft flow template in SharePoint online Office 365.

If you are new to Microsoft Flow, read How to Start with Microsoft Flow Step by Step Tutorial with Examples.

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Microsoft Flow is a new workflow management tool for automating workflows across applications and services by connecting web services, files, and cloud-based data. We can connect with various services like SharePoint, Office 365, OneDrive, Twitter, Facebook, Dropbox, Outlook, Instagram, Outlook, Yammer, Excel, Google Calendar etc.

Configure Send approval email when a new item is added Microsoft Flow Template

Now I will show you how you can add and configure “send approval email when a new item is added” flow template in SharePoint Online Office 365.

As the name suggests this flow will send an email when a new item is added to the SharePoint list.

First login to Microsoft Flow site and then click on My flows from the menu. This will display all the flows that you have created as well as it will display options to “Create from blank” or “Create from template” options like below:

microsoft flow send approval email

microsoft flow send approval email

Then click on Send approval email when a new item is added template like below:

Send approval email when a new item is added microsoft flow

Send approval email when a new item is added microsoft flow

Then click on Use this template button like below:

Send approval email when a new item is added

Send approval email when a new item is added

Then it will ask for login if not logged in. Then click on Continue button like below, here you need to login to your SharePoint Online sites with your SharePoint Online credentials and to Office 365 Outlook.

Send approval email when a new item is added

Send approval email when a new item is added

Then give the SharePoint site URL and then select the list name from the List Name dropdownlist.

Microsoft Flow Send approval email when a new item is added

Microsoft Flow Send approval email when a new item is added

Here I have removed the Send emailScope. So only it contains Send approval email action. so it looks like below:

microsoft flow send approval email

microsoft flow send approval email

Here in the To, I have put my email id. Then we can customize the default values.

In the Subject, by default, it comes Approval Request and here I have added the Title column. Similarly, you can modify the body and it should look like below:


microsoft flow send email with options

microsoft flow send email with options

Then click on the Create flow button, to create the flow like below:

how to send approval email microsoft flow

how to send approval email microsoft flow

Once you click on done, it will be show message that the new flow is running like below:

microsoft flow examples

microsoft flow examples

Then if you will add one item to the SharePoint Online list, then one email will get triggered. It looks like below with Approve and Reject button.

microsoft flow send email with options

microsoft flow send email with options

Handle Approve/Reject Logic in Approval Email Microsoft Flow

Here we will see then how we can handle the Approve/Reject logic in Microsoft Approval flow.

First, we have to add one condition and in that condition, I have given the if the select option is equal to Approve then we are sending email as Your item approved to the person who created the item. And also if it is rejected we are sending email as your item is rejected to the current user. It looks like below:


microsoft flow send approval email

microsoft flow send approval email

Now if you go to the email and click on Approve, it will show you that Action complete

microsoft flow Send approval email when a new item is added

microsoft flow Send approval email when a new item is added

Then you will also receive the email that Your item has been approved which we have configured in the flow.

send approval email microsoft flow

send approval email microsoft flow

Now if you will check the Microsoft approval flow, the logic will look like below:

Microsoft Flow Send approval email

Microsoft Flow Send approval email

Now we will update the item with some comments.

Update Field Value using Microsoft Flow

Here we will add an Update Item action. From SharePoint you can choose SharePoint – Update item like below:

microsoft flow approval examples

microsoft flow approval examples

Then I have added the Site URL, List name, Id, Title and I have added some static value to the Comments field. Similarly, I have added one more update item action in the Rejected condition. So both will look like below:

microsoft flow send approval email

microsoft flow send approval email

Now if you will Approve the item like below:

microsoft flow Send approval email when a new item is added

microsoft flow Send approval email when a new item is added

After approval if you will open the list or the particular item then you can see the text will appear in the Comments field for the particular item like below:

microsoft flow send approval email

microsoft flow send approval email

You may like following Microsoft Flow tutorials:

Hope this will be helpful to know more microsoft flow send approval email options. How you can use Send approval email when a new item is added Microsoft flow template in SharePoint Online Office 365.

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Bijay Kumar

I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site SharePointSky.com

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