How to Assign Power Automate Approvers from a Microsoft Forms Response
Question details
The user needs to dynamically route approval requests to specific individuals in Power Automate based on location data submitted via Microsoft Forms.
- Product
- Microsoft Forms and Power Automate
- Device & OS
- not provided
- Scenario
- Creating an automated approval workflow where the designated approver varies depending on the region or location selected by the respondent in a Microsoft Form.
- Observed behavior
- The user needs a reliable method to map the form's location data to the correct region and subsequently to the corresponding approver's email address.
Ensure you have active licenses for Microsoft Forms and Power Automate, and prepare a structured lookup table in Excel or a SharePoint list detailing your locations, regions, and approver email addresses.
Use an Excel Table or SharePoint List for Dynamic Approver Mapping
Store your location-to-approver mapping in an external structured table so Power Automate can look up the correct email address dynamically without needing hardcoded conditions.
By utilizing a lookup table, you separate your approval logic from the actual data. This allows administrators to update the list of approvers at any time simply by editing the Excel file or SharePoint list, without having to edit or republish the Power Automate flow.
In an Excel workbook (saved to OneDrive or SharePoint) or a SharePoint list, create a table with columns for 'Location', 'Region', and 'Approver Email'.
In Power Automate, create an automated cloud flow. Add the 'When a new response is submitted' trigger and select your Microsoft Form from the dropdown.
Add the 'Get response details' action, inputting the Form ID and the Response ID from the dynamic content.
Add the 'List rows present in a table' action (if using Excel) or 'Get items' action (if using SharePoint). Use a Filter Query to match the 'Location' column in your table with the location answer submitted in the form.
Add the 'Start and wait for an approval' action. In the 'Assigned to' field, insert the 'Approver Email' dynamic content retrieved from your lookup table action.
Use the Switch or Condition Control in Power Automate
Use built-in logical controls like 'Switch' statements to route approvals if you only have a few locations and don't want to maintain an external database.
Looking for a Lightweight Office Suite? Try WPS Office
While Microsoft Forms and Power Automate are excellent for building complex automated workflows, your everyday document, spreadsheet, and presentation tasks require an efficient, reliable desktop tool. WPS Office provides a lightweight, free alternative to Microsoft Office, perfect for managing your Excel lookup tables and daily reports.
- 1. Download and Install: Visit the official WPS website to download and install the free WPS Office suite on your device.
- 2. Open Your Lookup Tables: Open your existing Excel mapping tables or Word documents directly in WPS Office without losing any formatting or data.
- 3. Edit and Save Seamlessly: Utilize the familiar interface to update your approver lists and save them in standard Office formats to keep your workflows running smoothly.
Frequently Asked Questions
Can I assign multiple approvers for a single form response?
Yes. In your lookup table or variable, you can store multiple email addresses separated by semicolons (;). Power Automate will recognize this and assign the approval task to all the listed individuals.
What happens if the location entered in Microsoft Forms is misspelled?
If the form relies on free-text entry, typos will cause the lookup query to fail. To prevent this, always use a Drop-down or Choice question in Microsoft Forms to strictly control the available options so they match your mapping table perfectly.
Can I map approvers based on multiple questions answered in the form?
Yes. You can use an advanced OData filter query in the 'List rows present in a table' action. For example, you can filter by both 'Location' and 'Department' simultaneously to pinpoint the exact approver needed.
