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When an item is created in SharePoint List, send approval and create item Using Power Automate

18 August 2024

In today's article, we will see how when a new item is created in SharePoint List, send approval and then create new item in another SharePoint List using Power Automate.

First, we need an active M365 subscription. We need to log in to the service and then select Power Automate from the available apps. On the Power Automate homepage, we select templates then choose the automate named how when a new item is created in SharePoint List, send approval and then create new item.

In the next step, we need to allow all the necessary connections and press continue.

In this case, our automate is simpler. Initially, in the trigger action which is of the type "when a new item is created," we specify the site that hosts the list in the Site Address and also the list where we want to apply the flow.

The next step is to create an action of the type Start an Approval where this time the Approval type is Approve/Reject - First to respond. The title is Approval Request, and we select who will be assigned to as the approver. Additionally, in the next fields, we need to specify the link for the item which we get from the Properties of the when an item is created action, as well as the name which we will set in the Link description.

If the condition is true and it has been approved, then we create another action of the type create item where we select the new site and the new list where we want it to be created. It is obvious that the create item is best done in similar lists. For example, we have a central list that receives the items and then they are routed through approval to lists in sites where we do not want the creators of the original items to have access.

In the next step, we save our automate and manually perform a flow test.

We return to the initial list and create a new item.

The emails are sent to the approver as you can see below.

In this particular case, I approved, and finally, as you can see, the automate executed successfully.

Meanwhile, as you can see, it has created the same item in a similar list on another site.

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