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How to Create a SharePoint List Batch Approval Flow for External Users

Maira Mehtab Oct 12, 2026 868 views

Question details

Configure a Power Automate flow to filter SharePoint list items by date and user, then send matching records as a batch approval email to external users.

Create a SharePoint List Batch Approval Flow for External Users

Product: SharePoint / Power Automate
Device & OS: not provided
Scenario: Automating batch approvals for SharePoint list items directed to external users without granting them direct list access.
Observed behavior: The flow accurately filters records, structures them into an HTML table, and delivers an email equipped with approval controls to the external user.

Before you start

Verify that your external users have valid email addresses stored in a standard Text column in your SharePoint list, rather than a Person or Group column.

Solution 1Recommended

Build a Batch Approval Flow in Power Automate

Create a workflow that retrieves filtered list items, formats them into a readable table, and dispatches them via email with built-in approval options.

By leveraging Power Automate, you can compile multiple SharePoint records into a single batch approval request. This approach limits the amount of emails sent to external approvers and provides all context in one message via an HTML table or CSV.

When handling datasets exceeding the 5,000 item threshold, pagination must be configured on the data retrieval action to ensure all records are processed correctly.

Add the Get items action

In your Power Automate flow, add the 'Get items' action for SharePoint. Input your Site Address and List Name. Under 'Advanced options', set the 'Filter Query' to filter by your desired date range and the external user's email address.

Configure pagination for large lists

If your list has over 5,000 items, click the three dots (...) on the 'Get items' action, select 'Settings', toggle 'Pagination' to On, and set the Threshold to a number higher than your list item count.

Select specific fields

Add a 'Select' data operation action. Use the 'value' output from the 'Get items' action in the 'From' field. Map the required columns (like Title, Date, Status) in the key-value mapping section to format the data output cleanly.

Create an HTML table

Add the 'Create HTML table' action and use the output from the 'Select' action in the 'From' field. This converts your array of selected SharePoint data into a readable grid for the email body.

Send the approval email

Add the 'Send an email with options' or a standard 'Start and wait for an approval' action. Insert the external user's email address in the 'To' field. In the body of the email, insert the output from the 'Create HTML table' action so the approver can review the records directly in their inbox.

Build a Batch Approval Flow in Power Automate

List Permissions: You do not need to grant direct list permissions to the external users as long as they are only reviewing the HTML table in the email and clicking the approval buttons provided by the flow.

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Manage Exported SharePoint Data Effectively with WPS Office

If your automated flows export SharePoint lists to CSV or Excel formats for offline review, WPS Office provides a free, lightweight, and highly compatible alternative to Microsoft Office. Analyze batch data quickly without a paid subscription.

1. Download and install: Visit the official WPS Office website and download the free suite for your specific operating system.
2. Open CSV or Excel exports: Launch WPS Spreadsheet and click 'Open' to select the CSV or .xlsx files generated by your SharePoint data exports.
3. Analyze and format: Use built-in data filtering, sorting, and conditional formatting tools to review your batch approval records effortlessly.

Fully compatible with Microsoft Excel (.xlsx) and CSV formats exported from SharePoint.Lightweight architecture ensures fast performance on Windows, Mac, and Linux systems.Familiar ribbon interface allows you to start analyzing data immediately with zero learning curve.Completely free to use for viewing, editing, and managing your essential spreadsheet data.

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Frequently Asked Questions

Can I use an HTML table instead of a CSV attachment for external approvers?

Yes, using the 'Create HTML table' action embeds the SharePoint list data directly into the body of the email. This provides a better user experience, as the external user can view the records and click approval controls without needing to download and open an attachment.

Why shouldn't I use a Person column for external users in SharePoint?

A standard 'Person or Group' column often requires the user to be a registered guest in your tenant's directory. Using a simple Text column to store the external user's email address is much easier for Power Automate to read and filter against when dispatching emails.

Do external approvers need direct access to the SharePoint list to approve items?

No. When using Power Automate to send an email with options or standard approval workflows, the relevant data is extracted and sent to them. Unless your business process requires them to open the list item directly in SharePoint, no direct list permissions are necessary.

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