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How to Add File Attachments to Sequential Approvals in Power Automate

Emma Brown Sep 28, 2026 869 views

Question details

The user needs to pass files uploaded via Microsoft Forms through multiple sequential approval stages (e.g., IT, Finance, General Manager) in Power Automate.

How to Add File Attachments to Sequential Approvals in Power Automate

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Building a multi-stage sequential approval workflow that requires approvers to review documents submitted in an initial Microsoft Form.
Observed behavior: Attachments must be correctly retrieved and mapped as file content so each approver can view the uploaded files directly within their approval request.

Before you start

Ensure you have an active Microsoft Power Automate license and the necessary folder permissions to read file responses from the associated Microsoft Form in OneDrive or SharePoint.

Solution 1Recommended

Configure File Attachments in the Sequential Approval Flow

Extract file content from the Microsoft Forms submission and map it to the approval action using an Apply to each loop to handle multiple files.

Microsoft Forms stores attachments in OneDrive or SharePoint. To attach these files to an approval request, you must parse the file metadata, retrieve the actual file content, and pass it into the Advanced Options of the approval action.

Trigger the flow and get response details

Create a flow starting with the 'When a new response is submitted' trigger for your Microsoft Form. Follow this with the 'Get response details' action to retrieve the form data.

Initialize an array for attachments

Add an 'Initialize variable' action, set the type to Array, and name it 'AttachmentArray'. This will store the formatted file data.

Parse and retrieve file content

Add a 'Parse JSON' action to read the file upload question's output. Then, add an 'Apply to each' loop using the output from the JSON. Inside the loop, use the 'Get file content' action using the file identifier.

Append to the attachment array

Inside the loop, add an 'Append to array variable' action. Format the value as a JSON object containing 'Name' (the file name) and 'Content' (the output of the Get file content action).

Configure sequential approval actions

Add a 'Start and wait for an approval' action. Click 'Show advanced options', switch the Attachments field to input an entire array, and select your 'AttachmentArray' variable. To make it sequential, add subsequent condition checks and secondary approval actions below the first one.

Configure File Attachments in the Sequential Approval Flow

Handling Multiple Files: Using the 'Apply to each' loop and appending to an array ensures that if a user uploads multiple documents, all of them will be attached to the approval request.

Solution 2

Seek Expert Help in the Community Forums

For complex multi-stage routing or persistent attachment errors, consult the official Microsoft Power Platform Community.

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While configuring complex automation flows in Microsoft Power Automate, you still need a reliable tool to view, edit, and manage the attached documents locally. WPS Office is a lightweight, comprehensive office suite that offers seamless document management.

1. Download and install: Visit the official WPS Office website to download the free, lightweight installer.
2. Open downloaded attachments: Launch WPS Office and set it as your default application to quickly open Word, Excel, PowerPoint, or PDF files downloaded from your approval emails.
3. Review and edit seamlessly: Use the familiar interface to review documents before making your approval decision in Power Automate.

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Frequently Asked Questions

Why are my attachments failing to open in the approval email?

This typically happens if you only pass the file path or URL instead of the actual file content. Ensure you use the 'Get file content' action and map its output to the 'Attachments Content' field.

Is there a size limit for files attached to Power Automate approvals?

Yes, Power Automate has a message size limit. If your total attachment size exceeds the limit (typically around 50 MB), the action will fail. For larger files, it is recommended to include a secure sharing link in the approval details instead of attaching the file directly.

How do I ensure the flow only triggers when specific file types are uploaded?

You can configure the file upload settings directly within Microsoft Forms to restrict submissions to specific file types (like PDF or Word). Alternatively, you can add a 'Condition' action in Power Automate to check the file extension before proceeding to the approval stage.

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