Approval Workflows

types, including Approve/Reject options, custom response options, and sequential approval. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

The approval behavior in this table is based on Microsoft Learn’s approval type descriptions. The use cases are educational examples for understanding. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Approve/Reject - Everyone Must Approve

In this approval type, every assigned approver must respond. Microsoft Learn explains that all approvers are given two options: Approve or Reject. A response is needed from each approver before the flow run is completed. It also states that the actions after the approval run after all approvers respond or when a single rejection occurs. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

This approval type is useful when every approver’s agreement is required.

Example:

• A compliance document must be approved by Legal, HR, and Finance.
• If one department rejects it, the request should not proceed.

Approve/Reject - First to Respond

In this approval type, the approval is completed when any one approver responds. Microsoft Learn states that assigned approvers are given Approve or Reject options, and approval or rejection by any approver completes the request. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

This approval type is useful when approval from any one authorized approver is enough.

Example:

• A general support request can be approved by any available support lead.
• The first approver who responds completes the approval request.

Custom Response Approvals

Custom response approvals allow the flow maker to define options other than only Approve or Reject. Microsoft Learn explains that with custom responses, users define the options assigned approvers can choose from. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Example custom response options:

• Approved
• Needs Changes
• Rejected
• Escalate

Custom responses are useful when the business decision requires more than a simple approve or reject choice.

Sequential Approval

Sequential approval sends approval requests one by one in a fixed order. Microsoft Learn states that in sequential approval, approvals are requested one at a time in a specific order, and each approver must respond before the request moves to the next approver. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Sequential approval is useful when the approval must pass through multiple levels.

Requester
   |
   v
Manager Approval
   |
   v
Finance Approval
   |
   v
Final Confirmation

The diagram is an educational example based on Microsoft Learn’s explanation of sequential approval behavior. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Parallel Approval

A parallel approval scenario means multiple approvers review the request around the same time. In Power Automate, approval types such as Everyone must approve and First to respond can be used for situations where multiple assigned approvers receive the approval request. Microsoft Learn explains that in Everyone must approve, all approvers must respond, while in First to respond, any approver’s response completes the request. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Where Approvers Can Respond

Power Automate gives approvers multiple ways to respond. Microsoft Learn states that approvers can respond to requests from their email inbox, the approvals center in Power Automate, or the Power Automate app. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Common Approval Workflow Scenarios

Approval workflows can be used in many business areas. Microsoft Learn mentions approval scenarios such as vacation requests, documents needing sign-off, expense reports, invoices, work orders, sales quotations, overtime work, and travel plans. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)[2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

The approval scenarios are based on Microsoft Learn. The possible approver column is an educational suggestion and can vary by organization. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)[2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Example 1: Vacation Request Approval Workflow

Microsoft Learn provides a vacation request approval example. The flow starts when someone creates a vacation request in a SharePoint Online list. It adds the request to the approval center, emails it to the approver, sends an email with the approver’s decision to the requester, and updates the SharePoint list with the approver’s decision comments. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Example 2: Document Approval Workflow

A document approval workflow is used when a document must be reviewed before it becomes final. Microsoft Learn says users can create document approval flows that approve invoices, work orders, or sales quotations. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Document submitted
   |
   v
Approval request sent
   |
   v
Approver reviews document
   |
   +-- Approved → Mark document as approved
   |
   +-- Rejected → Notify requester for changes

This is an educational diagram based on Microsoft Learn’s examples of document approval flows. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Example 3: Expense Report Approval Workflow

Expense report approval is a common business process where an employee submits an expense claim and an approver reviews it. Microsoft Learn lists expense report approval as a popular use case for Power Automate approvals. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

The scenario is supported by Microsoft Learn as a common approval use case. The step-by-step structure is an educational example. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Approval Workflow with Trigger, Condition, and Actions

Approval workflows follow the same trigger-and-action concept used in Power Automate. A trigger starts the flow, an approval action sends the request, and conditions decide what should happen after approval or rejection.

Microsoft Learn explains that actions are the events users want the flow to perform after the trigger starts the flow. It gives an example where a new item added to a Microsoft Lists list can trigger an approval for someone to review the new item. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Trigger: New request submitted
  |
  v
Action: Start and wait for approval
  |
  v
Condition: Check approval outcome
  |
  +-- Approved → Update status / Send confirmation
  |
  +-- Rejected → Update status / Send rejection message

Suggested Data Fields for Approval Requests

When designing an approval workflow, the request should contain enough information for the approver to make a decision. Microsoft Learn’s vacation request example includes fields such as Title, Start Date, End Date, Comments, Approved, and Manager Comments in a SharePoint Online list. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Some field names in this table are educational suggestions. Microsoft Learn directly supports Start Date, End Date, Comments, Approved, and Manager Comments in its vacation request approval example. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Approval Workflow Design Checklist

Before building an approval workflow, learners should plan the process clearly.

This checklist is an educational planning tool based on Microsoft Learn’s approval workflow structure, where the approval request is sent, the approver responds, the requester is notified, and the source record is updated. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Best Practices for Approval Workflows

• Clearly define what needs approval before building the flow.
• Choose the correct approval type based on the business requirement.
• Include all important request details in the approval request.
• Handle both approved and rejected outcomes.
• Notify the requester after the approver responds.
• Update the original request record with approval status and comments.
• Use sequential approval when approvals must happen in a fixed order.
• Test the workflow using both approval and rejection responses.

These best practices are educational recommendations based on Microsoft Learn’s approval examples, approval types, requester notification, and status update behavior. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)[1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)

Common Mistakes Beginners Make

• Not deciding who the approver should be before building the flow.
• Using the wrong approval type.
• Not adding enough details in the approval request.
• Not handling rejected requests properly.
• Only testing the approved path.
• Forgetting to update the request status after approval or rejection.
• Forgetting to notify the requester after the decision.

These are instructional cautions based on Microsoft Learn’s approval workflow example, where the requester is notified and the SharePoint list is updated after the approver’s decision. [2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Approval Workflow Terms to Remember

These terms are based on Microsoft Learn’s approval documentation, including approval actions, approval types, sequential approval, custom responses, and response locations. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)[2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Important Points to Remember

• Approval workflows automate sign-off requests.
• Power Automate approvals combine automation with human decision-making.
• The Start and wait for an approval action sends the approval request and waits for response.
• Approval workflows can be used for vacation requests, document sign-off, expense reports, invoices, travel plans, and overtime requests.
• Approvers can respond from email inbox, approvals center, or Power Automate app.
• Approval types decide how responses are collected.
• Sequential approval sends approval requests one at a time in a fixed order.
• A good approval workflow should handle both approval and rejection paths.
• The source record should be updated with approval status and comments when required.

These points summarize Microsoft Learn’s documentation on approval use cases, approval actions, approval response locations, approval types, and approval workflow examples. [1](https://learn.microsoft.com/en-us/power-automate/get-started-approvals)[2](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Simple Summary

Approval workflows are used when a request, document, or business process needs review and sign-off. In Power Automate, approval workflows can be built using the Start and wait for an approval action. This action sends the request to approvers and waits for their response before the flow continues.

Approval workflows can be used for leave requests, documents, expense reports, invoices, travel plans, and other business processes. Power Automate supports different approval types such as everyone must approve, first to respond, custom responses, and sequential approval.

A complete approval workflow should include the request trigger, approval action, approver response, approved path, rejected path, requester notification, and status update.

Conclusion

Approval workflows are an important part of business automation because many business activities need review, permission, or formal sign-off before they can continue. Microsoft Power Automate provides approval capabilities that help automate these sign-off requests while still keeping people involved in the decision-making process.

A basic approval workflow starts with a trigger, sends an approval request, waits for the approver’s response, and then performs follow-up actions based on the decision. For example, the workflow may update a request record, send an email to the requester, or store the approver’s comments.

Beginners should first understand simple approval workflows such as leave request approval or document approval. After that, they can learn advanced concepts such as everyone-must-approve approvals, first-to-respond approvals, custom responses, parallel approvals, and sequential approvals.

Overall, approval workflows help make business processes more structured, transparent, and easier to manage. After learning this topic, learners can move to Notifications & Email Automation, where they will understand how automated messages and alerts support approval and business workflows.