How to add or assign other users for approval stages and finalization send out after a application is send out

Good Day please can someone assist me urgently by emailing me [Moderator note: personal info removed]

@intraspeed.co.za

Hello @Izabela Gyulbudaghyan ,

Based on the information you provided, implementing a Power Automate approval flow could be a very effective solution. This approach can help streamline approvals, reduce manual effort, and improve overall visibility and efficiency within your team.

To give you a clearer understanding of how this can be set up, you can review the following documentation, which provides a helpful overview and practical examples: Approvals in Microsoft Teams - Power Automate | Microsoft Learn 

However, to ensure you receive the most accurate and professional assistance, I recommend posting your query on the Microsoft Power Platform Community Forum Thread. This platform is specifically dedicated to Power Automate and is supported by a knowledgeable group of experts and partners who regularly contribute and share insights. This forum primarily focuses on Microsoft 365-related concerns and has limited resources and expertise in Power Automate. By posting in the correct community, you’ll likely receive quicker and more precise guidance. 

I apologize for redirecting you, but this approach ensures you get the best possible support for your query. 

Thank you for your patience and understanding. I appreciate your time and cooperation. 

Multi-stage approvals with different users, status tracking, and notifications are supported through approval workflows and related capabilities.

For classic SharePoint-style approval workflows:

1. Configure approvers and stages
   • In the approval workflow settings, use Assign to to specify the people who should receive approval tasks.
   • For each stage:
     • Add the users who must approve at that stage.
     • Use Order to choose whether tasks are assigned one at a time (serial) or all at once (parallel).
     • Use Add a new stage to build a structured flow such as:
       • Stage 1: Initial review
       • Stage 2: Secondary approval
       • Stage 3: Final authorization
     • To delete a stage, click in the Assign To field for that stage and press CTRL+DELETE.
2. Control how tasks are assigned to groups
   • If approvers are groups instead of individuals, use Expand Groups:
     • Select Expand Groups to assign one task to each member of the group (each member gets their own task).
     • Clear Expand Groups to assign one task to the entire group (any member can claim and complete it on behalf of the group).
3. Multi-stage approvals and conditional routing
   • Advanced approvals support multi-stage approvals, where each stage has its own stakeholders and configuration.
   • Conditions/conditional approvals can automatically:
     • Approve or reject
     • Move to another stage
     • Skip a stage based on defined conditions
   • This allows building flows such as: initial review → conditional secondary approval (only if amount > X) → final authorization.
4. Finalization and automatic send-out
   • After the last approval stage, configure the workflow’s final response to:
     • Mark the item/application as approved
     • Trigger any finalization logic (for example, status update, document generation, or sending out the application)
   • This is done by defining the workflow responses that run when all approval tasks are completed.
5. Approval users and limits
   • On an Approval User Setup or equivalent configuration page, define:
     • Which users participate in approvals
     • Amount limits or other constraints per user
     • Substitute approvers and notifications
   • For scenarios requiring multiple approvers on the same request, configure a workflow user group so several approvers must react to the same approval request.
6. Status visibility and notifications
   • Each assigned user can see their approval tasks and the current status (for example, pending, approved, rejected) through the workflow task list or approval interface.
   • Notifications/alerts are configured as part of the workflow so that users receive messages when:
     • A new approval task is assigned
     • A task is completed
     • The overall application is approved or rejected
7. Advanced approvals roadmap
   • Advanced approvals with multi-stage and conditional routing are planned as a feature in Microsoft Copilot Studio/Power Platform, enabling complex approval processes that mirror organizational structures.

To implement this in the current environment, configure approval users and groups, then create or adjust an approval workflow with multiple stages, appropriate Assign to lists, Order (serial/parallel), and final responses that send out the application once all approvals are complete.

References:

• All about Approval workflows
• Build advanced approvals
• Set up approval users
• Multi-level approvals for data responses