Power Automate Approval Reminder – How to Send

Recently, I was working on a project where I needed to send a reminder approval using Power Automate. However, I thought to share about Power Automate approval reminder stuff through this post.

In this tutorial, I will explain how to work with Power Automate approval, Power Automate approval reminder multiple approvers, and how to send reminder mail in Outlook using Power Automate with various examples.

Reminder Approval Power Automate

To send a reminder email for approval using Power Automate, follow the below-mentioned steps:

Scenario:

The below image represents the SharePoint list [Travel Requests] with a few columns:

Power Automate approval reminder

When a user creates an item in the SharePoint list, an approval request should be sent to the Manager.

  • If the Manager approves the request -> Send a reminder email as approved to the requester and update the status as Approved.
  • If the Manager rejects the request -> Send a reminder email as rejected to the requester and update the status to Rejected.

To create a Power Automate flow, check out the below steps:

1. Browse the Power Automate Home page, click + Create, select the Automated cloud flow, provide the flow name, choose the flow trigger (When an item is created), and click the Create button.

  • Inside the trigger, select the Site Address and List Name.
Power Automate approval reminder multiple approvers

2. Next, take Create an approval flow action and set the below-provided parameters:

  • Approval Type: Select the option Approve/Reject – First to respond from drop-down.
  • Title: Provide the Title from dynamic content.
  • Assigned To: Take Requester Email from the dynamic content.
  • Item Link: Give the Link to the item.
Reminder approval Power Automate

3. Then, add Wait for an approval flow action, take the parameter as below:

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Approval ID: select the Approval ID under Create an approval of dynamic content.

Power Automate start and wait for an approval of text

4. After that, select a Condition control action and give the condition expression:

Choose ValueOperatorChoose Value
@body(‘Wait_for_an_approval’)?[‘outcome’]is equal toApproved
Approval reminder Power Automate

5. Under True condition, select Send an email(v2) flow action.

  • To: Take Requester Email from dynamic content.
  • Subject: Provide a subject line for a mail.
  • Body: Enter a detailed description of the mail along with taking dynamic content.
Power Automate approvals reminders

6. Take Update item flow action, configure the details like Site Address, List Name, Id, Title.

  • Status Value: Take the value as Approved from the drop-down.
Wait for an approval of text Power Automate

7. Under False condition, take the Send an email(v2) condition and set the parameters as To, Subject, and Body as shown in the screenshot below:

Power Automate approval workflow

8. After that, take the Update item action to update the status value to Rejected.

Set the details like Site Address, List Name, Id, and Title, and select the Status value to Rejected from the drop-down.

Power Automate reminder email for approval

9. Once the flow is created -> Click on Save and Test the flow manually.

10. When the flow starts running, now add an item to the SharePoint list as shown in the below image:

Power Automate send reminder email for approval

11. Now, the flow will send an approval reminder to the Manager in the Microsoft Teams Approvals or Outlook.

You can refer to the image below!

Microsoft Power Automate approvals reminders

12. If the Manager approves the request, then the True condition is satisfied.

  • Sends an email of approval for the requester
  • Updates the status value as Approved in the SharePoint list
How to send reminder email for approval using Power Automate
How to send approval reminder using Power Automate

13. If the Manager Rejects the request, then the False condition is satisfied.

  • Send a reminder email of Rejection to the requester.
  • Updates the SharePoint list item value as Rejected.
Power Automate wait for an approval
Power Automate wait for an approval of text

This is how to send a reminder email for approval using Power Automate workflow.

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Power Automate Approval Reminder Multiple Approvers

To send an approval reminder to multiple approvers in Power Automate, follow the below steps.

Scenario:

Here, I have taken an example of another SharePoint list [Vacation Tracking Sheet] having a person column[HR Manager] allowing Multiple selections.

Power Automate approval reminders multiple approvers

When an item is created in the SharePoint list, it will send an approval reminder request to multiple approvers [HR Manager].

  • If the approvers accept the request -> Update the SharePoint list column [Vacation Approved?] to Yes.
  • If the approvers Reject the request -> Update the SharePoint list column [Vacation Approved?] to No.

Go through the below steps:

1. Take the trigger When an item is created and provide the parameters like Site Address and List Name.

2. Next, take Create an approval flow action and set the below-provided parameters:

  • Approval Type: Select the option Approve/Reject – Every one must approve from drop-down.
  • Title: Provide the Title from dynamic content.
  • Assigned To: Select the HR Manager Email from the dynamic content and separate it with a semicolon.

For each loop, it will be added automatically by taking the Body of the HR Manager.

Create an approval flow that requires everyone to approve

5. After that, add the Wait for an approval flow action and take the Approval ID under Create an approval from dynamic content as the parameter.

How to send approval reminder to multiple approvers using Power Automate

6. After that, select a Condition control action and give the condition expression:

@{body('Wait_for_an_approval_2')?['outcome']} is equal to Approve
 Send approval reminder to multiple approvers using Power Automate

7. Under the True condition, select the Update item flow action and provide the Site Address, List Name, and ID.

  • Vacation Approved: Select Yes from the drop-down.
Microsoft Power Automate approval reminder multiple approvers

8. Under False condition, select Update item flow action, provide Site Address, List Name, Id.

  • Vacation Approved: Select No from the drop-down.
Send approval reminder multiple approvers using Power Automate

9. Now, save and run the flow manually. At this point, add an item to the SharePoint list.

Power Automate multiple approvals

10. When the flow starts running, it will send an approval request to multiple approvers, as shown in the below figure.

Power Automate approval flow reminder for multiple approvers
Power Automate approval workflow multiple approvers

11. If everyone approvers approve the request, update the SharePoint list item value to Yes, as shown below.

Power Automate multiple approvals reminders

12. If one of the approvers rejects the request, it will update the SharePoint list item value to No.

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It won’t update anything in the SharePoint list column [Vacation Approved?]

Refer to the image!

Power Automate send multiple approvals

This is how we can send approval reminders to multiple approvers using Power Automate.

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Conclusion

I hope this Power Automate tutorial gave you a clear view of Approval reminder Power Automate, how to send reminder email in outlook using Power Automate.

Additionally, we saw how to work with Power Automate approval reminder multiple approvers with an example.

  • Hi, am trying to send approval reminders for multiple approvers based on your approval remainder but however its not working, could you please help me?

    • Hi, I made it by adding just couple things. Here is how it goes:
      1. I have a “person” column with multiple selection. It is called “Reviewers”.
      2. In the flow is Variable: Name: “Approvers”; Type:String.
      3. Then I have a block “Apply to each”: output is “Reviewers”
      3. Inside that block is a Variable: Name:”Approvers”; Value: Reviewers Emails.
      This last “Approvers” variable I use to assign the approval request.

  • Hi, having an automated approval reminder for multiple reviewers how to set a remined only for people that did not respond to my PowerAutomate Approval request?
    At the moment my flow sends out reminder emails to all reviewers until all respond which leads to confusion and annoyance…

  • Never work for me , may be i am doing something stupid but how come it will be even go further , it keeps wait for Approval flow and does not go further to check for remainder , Sorry may be i am doing something stupid but this does help me 🙂

  • Hi, Do-Until loop checks condition after execution of actions inside loop, so if manage has approved then also they will receive reminder email and then flow will wait for 1 day delay and finally check the condition and found out it’s approved.
    So with this process flow will wait for minimum 2 days to completed, ignoring manager has already approved in 10 minutes.

    • Hi Brijendra, this is something that I’ve noticed here and on several solutions from other sources as well. This issue is hardly noticeable during testing with delays of a couple minutes but will become apparent as a bug if the delay is set with a magnitude of a couple days. Hopefully someone will address this and come up with a more thorough solution…

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