How to Send Approval Requests to Outlook and Teams Using Power Automate?

While working on a leave request application, I needed to send the approval requests to the manager in both Outlook and Teams. After researching, I found a method to create a Power Automate flow that allows sending approval requests to both platforms.

In this tutorial, I will explain how to send approval requests to Outlook and Teams using Power Automate.

Send Approval Requests to Outlook and Teams Using Power Automate

I created a SharePoint list using the below column and data types for this example.

Here, I want the flow to start when an item is created in the Employee Leave Requests list.

Let’s see how to create it:

1. Create an automated cloud flow. Give the flow name and select the trigger When an item is created. Also, provide the Site Address and List Name.

2. Now, I will add an action, Create an approval, which is sending an email when an item is created in the SharePoint list.

Next, set the below-provided parameters:

• Approval Type: Select the option Approve/Reject – First to respond from drop-down.
• Title: Provide the ” Leave Request for Employee Name – Leave Type” from dynamic content.
• Assigned To: Take Manager Email from the dynamic content.
• Details:  Enter the details about to the leave requedt from the Dynamic content.

3. Now, I need to send this request to the teams, so I added the action called Post card in a chat or channel, which is a Microsoft Teams connector.

Then provide the below Parameters:

• Post As: Select the option Flow bot from drop-down.
• Post In: Select the option Chat with Flow bot from the drop-down.
• Recipient: Manager Email from the dynamic content.
• Adaptive Card: Teams Adaptive Card from the dynamic content.

4. The above two actions send the request to Outlook and the team. Now, we need to add another action that waits for the response, so I added the ‘Wait for an approval‘ action.

Here, provide Approval ID from dynamic content.

5. Now, we will add the Condition action to check whether the leave request is approved or Rejected.

In this Condition action, select the Outcome (from wait for an approval action) value equal to Approve.

6. Under True condition, select Send an email (V2) action.

• To: Take Employee 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.

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:

Once the Flow is ready, we will move forward to run the Flow.

Run the flow Send Approval Requests to both Outlook and Teams

Now click on Save and run the Flow manually. Once the flow runs, add an item to the SharePoint list.

Then, the manager gets the approval request from both Outlook and the team. Check the screenshot below.

If the manager approves the request in the team, then in the outlook, the approval request tells You have already completed this request.

After that, the employee received an email that your request has been approved.

Conclusion

I hope you followed all the steps to create approval requests for Outlook and Teams using Power Automate. If you have any questions related to Power Automate, you can ask in the comment section.

Related Power Automate tutorials:

• Create Custom Response Options for Approval Flows in Power Automate
• Power Automate Multilevel Approvals
• Send Approval Requests to Multiple Approvers Using Power Automate

Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.