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How to Process Power Automate Approval Responses as They Arrive

Nimra Malik Oct 10, 2026 868 views

Question details

The user needs to process and save individual Power Automate approval responses immediately as they arrive, rather than waiting for every assigned approver to respond.

How to Process Power Automate Approval Responses as They Arrive

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Running an approval workflow where the database must be updated sequentially with each individual's decision, rather than waiting for collective completion.
Observed behavior: When using the 'Start and wait for an approval' action with 'Everyone must approve' selected, the flow pauses and does not update the target database until all approvers have responded.

Before you start

Before modifying your active Power Automate workflow, create a copy or backup of the current flow to prevent disruptions to your existing business processes.

Solution 1Recommended

Redesign the Flow Logic for Individual Responses

Adjust your workflow structure to handle responses individually using parallel branches or separate trigger logic, bypassing the default 'wait for everyone' behavior.

The standard 'Everyone must approve' action is strictly designed to halt all downstream actions until every invited participant submits their response. To process data immediately, you must decouple the approval request from the final database update.

Edit your existing flow

Replace the wait action

Remove the 'Start and wait for an approval' action. Instead, use the 'Create an approval' action, which initiates the request without pausing the entire workflow.

Implement a loop for responses

Add an 'Apply to each' loop or a 'Do until' loop to iterate over the assigned approvers, or utilize Dataverse triggers to monitor the 'Approval Responses' table.

Update the database immediately

Inside the loop or triggered response flow, add your specific database update action (e.g., 'Update a row') so it executes the moment an individual's response is registered.

Redesign the Flow Logic for Individual Responses

Community Support: For highly specialized flow designs or advanced Dataverse triggers, consider posting your scenario in the official Microsoft Power Automate Community for expert guidance.

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Frequently Asked Questions

Why does 'Start and wait for an approval' block my database updates?

When configured with 'Everyone must approve', this specific action is programmed to pause the main thread of the flow until all assigned approvers have submitted their decisions. Consequently, no downstream steps, such as database updates, can execute during this waiting period.

Can I use Dataverse to track individual approval responses instantly?

Yes. Power Automate automatically stores approval data in Dataverse. You can create a secondary, independent flow triggered by the creation or modification of records in the 'Approval Responses' table to update your custom database immediately.

Is there a built-in setting to process responses as they arrive without changing actions?

No. There is no direct toggle within a single 'wait for all' block to process intermediate responses. You must split the flow logic, utilize loops, or monitor the response table separately to achieve this functionality.

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