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How to Create a Sequential SharePoint Approval Flow in Power Automate

Maira Mehtab Sep 25, 2026 869 views

Question details

The user needs to set up a Power Automate workflow to route a SharePoint document through three sequential approvers, handling rejections and final approvals appropriately.

How to Create a Sequential SharePoint Approval Flow in Power Automate

Product: Power Automate
Device & OS: not provided
Scenario: Automating document approvals in SharePoint with multiple levels of authorization.
Observed behavior: A workflow setup is required to ensure that the next approver only receives the request if the previous one approves, with correct notifications at each stage.

Before you start

Ensure you have permission to create flows in your Microsoft Power Automate environment and possess managing rights for the target SharePoint document library.

Solution 1Recommended

Build a Sequential Approval Flow Using Power Automate

Use standard 'Start and wait for an approval' actions combined with condition checks to route the document sequentially to multiple approvers.

By nesting approval actions inside the 'If yes' branch of condition controls, you can ensure that subsequent approvers are only notified after the previous approver has given their consent.

Trigger the Flow

Create an automated cloud flow using the 'When a file is created (properties only)' SharePoint trigger and connect it to your specific site address and library name.

Add the First Approval Action

Insert the 'Start and wait for an approval' action. Set the Approval type to 'Approve/Reject - First to respond', enter a title, and assign it to the email address of Approver 1.

Configure the First Condition

Add a 'Condition' control immediately after the approval action. Set the condition to check if the 'Outcome' (dynamic content from the approval) 'is equal to' 'Approve'.

Set Up Rejection Handling

In the 'If no' branch, add a 'Send an email (V2)' action to notify the original requester that the document was rejected. Add a 'Terminate' action to end the flow successfully but prevent further approvals.

Chain Subsequent Approvers

In the 'If yes' branch, repeat the 'Start and wait for an approval' and 'Condition' steps for Approver 2. In Approver 2's 'If yes' branch, repeat the same for Approver 3. Finally, in Approver 3's 'If yes' branch, add an email action to send the final confirmation to the requester.

Build a Sequential Approval Flow Using Power Automate

Community Support: For highly complex branching logic or detailed configuration troubleshooting, the Microsoft Power Automate Community forums are an excellent resource for finding specialized templates and expert guidance.

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Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx) used in SharePoint.Lightweight design that opens documents instantly for quick reviews.Built-in PDF editing tools for secure document sharing and digital signatures.Familiar, tabbed user interface for a seamless and intuitive transition.

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Frequently Asked Questions

Can I send the approval request to all three approvers at the same time instead of sequentially?

Yes. You can change the flow to a parallel approval by selecting 'Approve/Reject - Everyone must approve' in a single 'Start and wait for an approval' action, rather than chaining them conditionally.

How do I include a clickable link to the SharePoint document in the approval email?

In the 'Start and wait for an approval' action, locate the 'Item link' field and select the dynamic content 'Link to item' generated by your initial SharePoint trigger.

What happens if an approver forgets to respond to the request?

By default, Power Automate approval flows will wait up to 30 days for a response before timing out and failing. You can configure timeout settings or escalation paths within the action settings if you need a shorter window.

Can I use dynamic approvers based on the document's metadata?

Yes, you can use SharePoint column values (such as a 'Department Manager' field or 'Created By Manager') as dynamic content in the 'Assigned To' field of the approval action to route the flow dynamically.

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