Flow / Power Automate - Create an Approval Flow with Power Automate Video

Discover the power of creating an approval flow with Power Automate! Learn how to initiate and customize the approval process, handle responses, and automate actions based on approval or rejection. Witness a simple yet effective flow in action as you gain fundamental insights into the principles of an approval flow. Tags: approval flow, Power Automate, automation

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Objectifs :

This document aims to provide a comprehensive understanding of the approval flow process, detailing its automation, triggers, actions, and practical implementation using Power Automate.

Chapitres :

  1. Introduction to Approval Flow
    An approval flow is an automated process designed to manage and track requests that require validation before finalization. This process is essential for ensuring that all necessary approvals are obtained before proceeding with actions such as file uploads or form submissions.
  2. Triggering the Approval Flow
    The approval flow is initiated by specific events, such as the submission of a form or the uploading of a file. Once triggered, the request is sent to one or more designated approvers. The subsequent actions depend on the approver's response, which can either be an approval or a rejection.
  3. Setting Up the Approval Flow in Power Automate
    To begin, create an automated cloud flow using the trigger for adding or creating a file in a specific SharePoint folder. In the trigger properties, specify the team’s folder that will be monitored. For example, this could be a folder in your library named 'Expense Reports'.
  4. Initiating the Approval Process
    The next step involves initiating the approval process using the dedicated action tile. Select the 'Start and wait for an approval' action, which will pause the flow's execution until the approver responds. In the action properties, define the type of approval. If there is only one approver, the type does not matter; however, if multiple approvers are involved, you can choose whether to wait for all responses.
  5. Customizing the Approval Message
    Customize the message intended for the approver by specifying a title and adding the approver's email address. Personalize the message content in the details section. In this example, include the document as an attachment using the advanced settings.
  6. Handling Approval Responses
    After the approval request is sent, generate actions based on the approver's response. Integrate a conditional block found in the control tile and set your condition based on the approval response. Test the approval status associated with the file's acceptance. In the 'True' block, add the action to move the file to the relevant team’s folder, specifying the file's identifier and the destination path. In the 'False' block, set up the deletion action for non-approved files.
  7. Testing the Approval Flow
    To test the flow, upload a file to the monitored folder from another account. The flow operates in test mode, and within seconds, the approver will receive an email with the attached file. The approver can then examine the file and choose to approve or reject it. If approved, the document will be moved to the specified folder; if rejected, the file will be deleted.
  8. Conclusion
    This simple approval flow illustrates the basic principles of automating approval processes. By understanding how to set up triggers, customize messages, and handle responses, users can effectively manage requests requiring validation, enhancing workflow efficiency.

FAQ :

What is an approval flow?

An approval flow is an automated process that manages and tracks requests requiring validation before they are finalized. It is triggered by events like form submissions or file uploads.

How does Power Automate work?

Power Automate allows users to create automated workflows between applications and services, enabling tasks such as synchronizing files, sending notifications, and collecting data without manual intervention.

What triggers an approval flow?

An approval flow can be triggered by various events, such as the submission of a form or the uploading of a file to a designated location.

What happens after an approver receives a request?

After receiving a request, the approver can review the attached document and choose to either approve or reject it. The flow then executes specific actions based on the approver's response.

Can multiple approvers be involved in an approval flow?

Yes, multiple approvers can be involved. You can choose whether to wait for responses from all approvers or just one.

What actions can be taken based on the approval response?

Based on the approval response, actions can include moving the file to a specified folder if approved or deleting the file if rejected.

How can I test an approval flow?

You can test an approval flow by uploading a file to the monitored folder. The flow will operate in test mode, allowing you to evaluate its functionality without affecting live data.

Quelques cas d'usages :

Expense Report Approval

In a corporate setting, an approval flow can be used to manage expense report submissions. When an employee uploads an expense report to a designated SharePoint folder, the flow triggers an approval request to the finance manager. Depending on the manager's response, the report is either moved to an approved folder or deleted, streamlining the expense management process.

Document Review Process

In a legal firm, an approval flow can facilitate the document review process. When a new contract is uploaded, it triggers a review request to the assigned attorney. The attorney can approve or reject the contract, and the flow will automatically move the document to the appropriate folder based on the decision, ensuring efficient document management.

Project Proposal Approval

In project management, an approval flow can be implemented to handle project proposals. When a team member submits a proposal document, the flow sends it to the project lead for approval. The lead's decision will determine whether the proposal is archived or moved to the active projects folder, enhancing project tracking and organization.

Content Publishing Workflow

In a marketing department, an approval flow can streamline the content publishing process. When a new blog post is drafted and uploaded, it triggers an approval request to the content manager. The manager's approval will either publish the post or send it back for revisions, improving content quality and workflow efficiency.

Glossaire :

Approval Flow

An automated process that manages and tracks requests requiring validation before finalization, triggered by events such as form submissions or file uploads.

Power Automate

A cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, collect data, and more.

Trigger

An event that initiates the execution of a flow, such as adding or creating a file in a specific location.

Approver

A designated individual responsible for reviewing and either approving or rejecting requests within an approval flow.

Conditional Block

A control structure in a flow that allows actions to be executed based on whether a specified condition is true or false.

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, used for storing, organizing, sharing, and accessing information from any device.

Email Notification

A message sent via email to inform users about specific events or actions, such as the need for approval in an approval flow.

Test Mode

A state in which a flow operates to allow users to test its functionality without affecting live data or processes.

résultat(s)
00:00:06
and tracks requests requiring validation before being finalized.
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It is triggered by an event such as the submission of a form or the uploading of a file
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and sends the request to one or more approvers.
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Depending on the response approval or rejection.
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The flow executes specific actions defined by power automate.
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In our case,
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we define that whenever an expense report file
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is uploaded to a specific team's folder,
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an approval flow is triggered and validated by an approver based on the response,
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the file will either be moved or deleted
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to begin,
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start an automated cloud flow using the trigger for
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adding or creating a file in a specific SharePoint folder
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in the trigger properties, point to the team's folder to be monitored.
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In this example, it is a folder in your library named expense reports.
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The next step is to initiate your approval using the dedicated action tile.
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Choose the start and wait for an approval
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action to generate a pause in your flow's execution
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until the approver has given their response
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in the action properties define the type of approval.
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Since there is only one approver, the type of approval chosen does not matter
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if multiple approvers are involved,
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you can choose whether to wait for responses from all of them or not.
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Next, customize the message intended for the approver by specifying a title
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add,
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the email address of the approver and personalize
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the message content in the details section.
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In
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this example,
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simply include the document as an attachment using the advanced settings.
00:01:51
The next step involves generating actions based on the approval response
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to do this. Integrate a conditional block found in the control tile,
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then set your condition based on the approval response
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by testing the approval status associated with the files acceptance
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in the condition true block.
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Add the action to move the file by specifying the relevant team's team,
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the file via its expected identifier
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and the destination folder path
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in the condition false block do the same with the deletion action.
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You can then complete your flow with other actions.
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In this example, you will test this flow from another account,
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upload a file to the folder monitored by the flow.
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The flow operates in test mode and within a few seconds,
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you as the approver will get an email with the file attached, examine the file,
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then choose to approve or reject it based on your evaluation.
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If you approve the document, it will be moved to the specified folder.
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In case of non approval, the file will be deleted as expected.
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Thus,
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a simple flow allows you to understand the basic principles of an approval flow.

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résultat(s)
00:00:02
Um fluxo de aprovação é um processo automatizado que gere
00:00:06
e rastreia pedidos que requerem validação antes de serem finalizados.
00:00:10
É acionado por um evento como o envio de um formulário ou o upload de um ficheiro
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e envia o pedido a um ou mais aprovadores.
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Dependendo da resposta, aprovação ou rejeição.
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O fluxo executa ações específicas definidas pelo power automate.
00:00:27
No nosso caso,
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definimos isso sempre que um arquivo de relatório de despesas
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é carregado para a pasta de uma equipa específica,
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um fluxo de aprovação é acionado e validado por um aprovador com base na resposta,
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o ficheiro será movido ou eliminado
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para começar,
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iniciar um fluxo de nuvem automatizado usando o gatilho para
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adicionar ou criar um ficheiro numa pasta específica do SharePoint
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nas propriedades do gatilho, aponte para a pasta da equipa a monitorizar.
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Neste exemplo, é uma pasta na sua biblioteca chamada de relatórios de despesas.
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O próximo passo é iniciar a sua aprovação usando o mosaico de ação dedicado.
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Escolha o início e aguarde uma aprovação
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ação para gerar uma pausa na execução do seu fluxo
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até que o aprovador tenha dado a sua resposta
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nas propriedades da ação definem o tipo de aprovação.
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Uma vez que existe apenas um aprovador, o tipo de homologação escolhido não importa
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se estiverem envolvidos vários aprovadores,
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pode escolher se quer esperar respostas de todos eles ou não.
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Em seguida, personalize a mensagem destinada ao aprovador especificando um título
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acrescentar,
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o endereço de e-mail do aprovador e personalizar
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o conteúdo da mensagem na secção de detalhes.
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Em
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este exemplo,
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basta incluir o documento como anexo usando as configurações avançadas.
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O próximo passo passa por gerar ações com base na resposta de aprovação
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para o fazer. Integrar um bloco condicional encontrado no bloco de controlo,
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em seguida, defina sua condição com base na resposta de aprovação
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testando o estado de aprovação associado à aceitação dos ficheiros
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na condição de bloco verdadeiro.
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Adicione a ação para mover o ficheiro especificando a equipa relevante da equipa,
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o ficheiro através do seu identificador esperado
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e o caminho da pasta de destino
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no bloco false da condição faça o mesmo com a ação de exclusão.
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Poderá então completar o seu fluxo com outras ações.
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Neste exemplo, irá testar este fluxo a partir de outra conta,
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carregar um ficheiro para a pasta monitorizada pelo fluxo.
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O caudal funciona em modo de ensaio e dentro de alguns segundos,
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você, como aprovador, receberá um e-mail com o arquivo anexado, examinará o arquivo,
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depois opte por aprová-lo ou rejeitá-lo com base na sua avaliação.
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Se aprovar o documento, este será movido para a pasta especificada.
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Em caso de não aprovação, o ficheiro será eliminado conforme esperado.
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Assim,
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um fluxo simples permite compreender os princípios básicos de um fluxo de aprovação.

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résultat(s)
00:00:02
Un flusso di approvazione è un processo automatizzato che gestisce
00:00:06
e tiene traccia delle richieste che richiedono la convalida prima di essere finalizzate.
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Viene attivato da un evento come l'invio di un modulo o il caricamento di un file
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e invia la richiesta a uno o più approvatori.
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A seconda dell'approvazione o del rifiuto della risposta.
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Il flusso esegue azioni specifiche definite da power automate.
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Nel nostro caso,
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lo definiamo ogni volta che si tratta di un file di nota spese
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viene caricato nella cartella di un team specifico,
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un flusso di approvazione viene attivato e convalidato da un approvatore in base alla risposta,
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il file verrà spostato o eliminato
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per iniziare,
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avviare un flusso cloud automatizzato utilizzando il trigger per
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aggiungere o creare un file in una cartella SharePoint specifica
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nelle proprietà del trigger, indica la cartella del team da monitorare.
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In questo esempio, si tratta di una cartella della libreria denominata note spese.
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Il passaggio successivo consiste nell'avviare l'approvazione utilizzando il riquadro di azione dedicato.
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Scegli l'inizio e attendi l'approvazione
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azione per generare una pausa nell'esecuzione del flusso
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finché l'approvatore non abbia dato la sua risposta
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nelle proprietà dell'azione definisci il tipo di approvazione.
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Poiché esiste un solo approvatore, il tipo di approvazione scelto non ha importanza
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se sono coinvolti più approvatori,
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puoi scegliere se attendere le risposte di tutti o meno.
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Quindi, personalizza il messaggio destinato all'approvatore specificando un titolo
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aggiungi,
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l'indirizzo email dell'approvatore e personalizza
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il contenuto del messaggio nella sezione dei dettagli.
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In
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questo esempio,
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è sufficiente includere il documento come allegato utilizzando le impostazioni avanzate.
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Il passaggio successivo prevede la generazione di azioni basate sulla risposta di approvazione
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per farlo. Integra un blocco condizionale che si trova nel riquadro di controllo,
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quindi imposta la tua condizione in base alla risposta di approvazione
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testando lo stato di approvazione associato all'accettazione dei file
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nella condizione true block.
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Aggiungi l'azione per spostare il file specificando il team del team pertinente,
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il file tramite l'identificatore previsto
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e il percorso della cartella di destinazione
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nella condizione false block fai lo stesso con l'azione di cancellazione.
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Puoi quindi completare il flusso con altre azioni.
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In questo esempio, testerai questo flusso da un altro account,
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carica un file nella cartella monitorata dal flusso.
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Il flusso funziona in modalità test e nel giro di pochi secondi,
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in qualità di approvatore riceverai un'email con il file allegato, esaminerai il file,
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quindi scegli di approvarlo o rifiutarlo in base alla tua valutazione.
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Se approvi il documento, verrà spostato nella cartella specificata.
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In caso di mancata approvazione, il file verrà eliminato come previsto.
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Pertanto,
00:03:02
un flusso semplice consente di comprendere i principi di base di un flusso di approvazione.

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résultat(s)
00:00:02
Процесс утверждения — это автоматизированный процесс, который управляет
00:00:06
и отслеживает запросы, требующие проверки, прежде чем они будут доработаны.
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Это вызвано таким событием, как отправка формы или загрузка файла
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и отправляет запрос одному или нескольким утверждающим лицам.
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В зависимости от ответа: одобрение или отклонение.
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Поток выполняет определенные действия, определенные системой power automate.
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В нашем случае
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мы определяем это всякий раз, когда файл отчета о расходах
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загружается в папку определенной команды,
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процесс одобрения запускается и проверяется утверждающим лицом на основе полученного ответа,
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файл будет перемещен или удален
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для начала
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запустите автоматизированный облачный поток, используя триггер для
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добавление или создание файла в определенной папке SharePoint
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в свойствах триггера укажите папку команды, которую нужно отслеживать.
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В данном примере это папка в вашей библиотеке под названием «Отчеты о расходах».
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Следующий шаг — инициировать утверждение с помощью специальной плитки действий.
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Выберите старт и дождитесь одобрения
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действие, приостанавливающее выполнение вашего потока
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пока лицо, отвечающее за утверждение, не ответит
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в свойствах действия определите тип одобрения.
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Поскольку утвердитель только один, выбранный тип одобрения не имеет значения
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если речь идет о нескольких утверждающих лицах,
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вы можете выбрать, ждать ли ответов от всех из них или нет.
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Затем настройте сообщение, предназначенное для утверждающего, указав заголовок
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добавить,
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адрес электронной почты утверждающего лица и персонализируйте
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содержание сообщения в разделе сведений.
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В
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в этом примере
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просто включите документ в виде вложения, используя расширенные настройки.
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Следующий шаг включает создание действий на основе ответа об утверждении
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для этого. Интегрируйте условный блок, находящийся в контрольной плитке,
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затем задайте свое условие на основе ответа об одобрении
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проверив статус одобрения, связанный с принятием файлов
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в блоке condition true.
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Добавьте действие по перемещению файла, указав команду соответствующей команды,
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файл с помощью ожидаемого идентификатора
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и путь к целевой папке
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в блоке condition false сделайте то же самое с действием удаления.
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Затем вы можете завершить процесс другими действиями.
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В этом примере вы протестируете этот поток из другой учетной записи,
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загрузите файл в папку, контролируемую потоком.
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Поток работает в тестовом режиме и в течение нескольких секунд,
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вы, как утверждающий, получите электронное письмо с прикрепленным файлом, изучите файл,
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затем решите одобрить или отклонить его на основе вашей оценки.
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Если вы утвердите документ, он будет перемещен в указанную папку.
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В случае отказа в одобрении файл будет удален, как и ожидалось.
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Таким образом,
00:03:02
простой процесс позволяет понять основные принципы процесса утверждения.

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résultat(s)
00:00:02
Un flujo de aprobación es un proceso automatizado que gestiona
00:00:06
y realiza un seguimiento de las solicitudes que requieren validación antes de finalizarlas.
00:00:10
Se desencadena por un evento, como el envío de un formulario o la carga de un archivo
00:00:16
y envía la solicitud a uno o más aprobadores.
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En función de la respuesta, la aprobación o el rechazo.
00:00:22
El flujo ejecuta acciones específicas definidas por Power Automate.
00:00:27
En nuestro caso,
00:00:27
definimos eso cada vez que se archiva un informe de gastos
00:00:30
se sube a la carpeta de un equipo específico,
00:00:32
un aprobador activa y valida un flujo de aprobación en función de la respuesta,
00:00:37
el archivo se moverá o se eliminará
00:00:40
para empezar,
00:00:41
inicie un flujo de nube automatizado utilizando el disparador para
00:00:44
agregar o crear un archivo en una carpeta específica de SharePoint
00:00:51
en las propiedades del activador, señale la carpeta del equipo que se va a supervisar.
00:00:54
En este ejemplo, se trata de una carpeta de su biblioteca llamada informes de gastos.
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El siguiente paso es iniciar la aprobación mediante el icono de acción específico.
00:01:04
Elige el inicio y espera a que se apruebe
00:01:07
acción para generar una pausa en la ejecución de tu flujo
00:01:10
hasta que el aprobador haya dado su respuesta
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en las propiedades de la acción, defina el tipo de aprobación.
00:01:17
Como solo hay un aprobador, el tipo de aprobación elegido no importa
00:01:22
si hay varios aprobadores involucrados,
00:01:24
puede elegir si desea esperar las respuestas de todos ellos o no.
00:01:30
A continuación, personalice el mensaje destinado al aprobador especificando un título
00:01:36
añadir,
00:01:36
la dirección de correo electrónico del aprobador y personalízala
00:01:39
el contenido del mensaje en la sección de detalles.
00:01:42
En
00:01:42
este ejemplo,
00:01:43
simplemente incluya el documento como un archivo adjunto mediante la configuración avanzada.
00:01:51
El siguiente paso consiste en generar acciones basadas en la respuesta de aprobación
00:01:55
para hacer esto. Integre un bloque condicional que se encuentra en el mosaico de control,
00:02:01
luego establece tu condición en función de la respuesta de aprobación
00:02:04
comprobando el estado de aprobación asociado a la aceptación del archivo
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en la condición de bloque verdadero.
00:02:12
Agregue la acción para mover el archivo especificando el equipo del equipo correspondiente,
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el archivo mediante su identificador esperado
00:02:20
y la ruta de la carpeta de destino
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en la condición de bloque falso, haga lo mismo con la acción de eliminación.
00:02:28
A continuación, puedes completar tu flujo con otras acciones.
00:02:31
En este ejemplo, probarás este flujo desde otra cuenta,
00:02:35
sube un archivo a la carpeta supervisada por el flujo.
00:02:40
El flujo funciona en modo de prueba y en unos segundos,
00:02:43
usted, como aprobador, recibirá un correo electrónico con el archivo adjunto, examinará el archivo,
00:02:47
luego elige aprobarlo o rechazarlo en función de tu evaluación.
00:02:53
Si apruebas el documento, se moverá a la carpeta especificada.
00:02:57
En caso de no aprobación, el archivo se eliminará según lo previsto.
00:03:02
Por lo tanto,
00:03:02
un flujo simple le permite comprender los principios básicos de un flujo de aprobación.

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