Inteknix - Microsoft Power Platform and sharepoint consultancy

How to Set Up Approval Workflows in Power Automate: A Comprehensive Guide

workflow automation


In today’s fast-paced business environment, efficiency and streamlined processes are key to success. Microsoft Power Automate offers a powerful solution to automate and optimise workflow processes. One of its most useful features is the ability to create approval workflows, which can significantly improve decision-making and project management within an organisation. This blog post will guide you through setting up approval workflows in Power Automate, from sending approval requests to tracking responses and automating subsequent actions.

What is Power Automate?

Power Automate, formerly known as Microsoft Flow, is a cloud-based service that enables businesses to create and automate workflows and tasks across multiple applications and services without the need for developer intervention. It’s an integral part of the Microsoft Power Platform and offers seamless integration with various Microsoft applications and other third-party services.

Setting Up Approval Workflows in Power Automate

Step 1: Access Power Automate

To start, log in to your Power Automate account. If you don’t have one, you can sign up for free on the Power Automate website.

Step 2: Create a New Flow

Navigate to the “My flows” section and select “Create from blank” to start building a new flow. Give your flow a meaningful name that reflects its purpose.

Step 3: Triggering the Workflow

Choose the trigger that will initiate your workflow. Power Automate offers a wide range of triggers, such as receiving an email, a new item in a SharePoint list, or a specific date and time.

Step 4: Adding Approval Actions

After setting the trigger, add an “Approval” action. This can be found under the built-in actions in Power Automate. Configure the approval type (single or multiple approvers), set the approvers, and customise the approval request message.

Step 5: Sending Approval Requests

Configure your flow to send automated approval requests via email or other preferred communication channels. Customise the message to include all necessary details for the approver to make an informed decision.

Step 6: Tracking Responses

Set up your workflow to wait for an approval response. You can configure the flow to handle different responses, like approved or rejected, and set up notifications or further actions based on these responses.

Step 7: Automating Subsequent Actions

Once an approval is given or denied, you can automate subsequent actions. For instance, if an approval is granted, the flow could update a database, send a confirmation email, or start another process.

Benefits of Approval Workflows in Power Automate

  • Streamlined Decision-Making: Approval workflows reduce the time and effort required for decision-making processes.
  • Increased Transparency: Tracking features offer visibility into the status of each request, enhancing accountability.
  • Improved Efficiency: Automating routine tasks saves time and minimises errors.
  • Customisable and Scalable: Tailor your workflows to fit your organisation’s unique needs and scale them as your business grows.


Approval workflows in Power Automate are a game-changer for businesses looking to optimise their processes. By automating approval requests and responses, companies can achieve faster decision-making, improved efficiency, and better resource management. Follow the steps outlined in this guide to set up your approval workflow and unlock the full potential of Power Automate in your organisation.