Project: Leave Approval System

A Leave Approval System is a practical Power Automate project where employees submit leave requests, managers review those requests, and the system automatically updates the request status and sends notifications. Microsoft Learn explains that Power Automate can manage approval of documents or processes across services including SharePoint, Dynamics 365, Salesforce, OneDrive for work or school, Zendesk, and WordPress. It also specifically mentions that process approval flows can approve vacation requests, overtime work, or travel plans. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

In this project, learners build a complete leave request workflow using SharePoint List as the data source, Power Automate as the approval engine, and Outlook/Teams notifications for communication. Microsoft Learn’s approval workflow example starts when someone creates a vacation request in a SharePoint Online list, 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 Online list with the approver’s decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Project Objective

The main objective of this project is to help learners understand how a real business approval process can be automated using Microsoft Power Platform tools. The project focuses on request submission, approval routing, decision tracking, status update, and notification.

Microsoft Learn states that to create an approval workflow, makers can add the Approvals - Start and wait for an approval action to a flow, and after adding this action, the flow can manage approval of documents or processes. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

• Build a leave request data structure.
• Create a leave request submission process.
• Trigger an approval workflow when a request is created.
• Send approval request to the manager or approver.
• Update leave request status based on approval outcome.
• Notify the employee after approval or rejection.
• Maintain leave approval history for tracking and review.

Business Problem

In many organizations, leave requests are handled manually through email, chat, or verbal communication. This can create problems such as missed requests, delayed approvals, unclear status, lack of tracking, and difficulty finding historical records.

A Leave Approval System solves this problem by creating a structured process. The employee submits a request, the manager receives an approval task, the decision is captured, and the request status is updated automatically. Microsoft Learn’s approval workflow example follows a similar pattern for vacation requests in a SharePoint Online list. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Tools Used in This Project

This project can be created using Microsoft 365 and Power Platform services. Microsoft Learn’s vacation approval example lists prerequisites including access to Power Automate, a SharePoint Online list, Office 365 Outlook, and Office 365 Users account. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Microsoft Teams Approvals can show approvals created through Power Automate in the Approvals hub. [2](https://support.microsoft.com/en-us/topic/6548a338-f837-4e3c-ad02-8214fc165c84)

Project Architecture

The Leave Approval System uses a simple architecture. The employee submits the request into SharePoint or Power Apps. Power Automate detects the new request, starts the approval, waits for the manager decision, updates the SharePoint list, and sends the final notification.

Employee
   |
   v
Leave Request Form / SharePoint List / Power Apps
   |
   v
SharePoint List Item Created
   |
   v
Power Automate Trigger
   |
   v
Start and Wait for Approval
   |
   +-- Approved  → Update Status = Approved  → Notify Employee
   |
   +-- Rejected  → Update Status = Rejected  → Notify Employee

Microsoft Learn’s vacation approval example follows this core flow: the process starts when someone creates a vacation request in SharePoint, adds the request to the approval center and emails it to the approver, sends the approver’s decision to the requester, and updates the SharePoint list with decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Recommended SharePoint List Design

Microsoft Learn’s vacation approval tutorial says that before creating the flow, users should create a SharePoint Online list and later use that list to request approval for vacations. It gives example columns such as Title, Start Date, End Date, Comments, Approved, and Manager Comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

For a more complete learning project, the Leave Approval System can use the following SharePoint list design.

The basic list columns are aligned with Microsoft Learn’s vacation approval tutorial, and the additional columns are suggested for a richer classroom project design. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Power Automate Flow Design

The core automation is an automated cloud flow. Microsoft Learn’s approval tutorial uses SharePoint Online as the trigger and explains that the approval flow starts when someone creates a vacation request in a SharePoint Online list. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Microsoft Learn explicitly states that the vacation approval example adds the request to the approval center, emails it to the approver, sends the approver’s decision to the requester, and updates the SharePoint list with the approver’s decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Approval Action

The most important action in this project is Start and wait for an approval. Microsoft Learn states that to create an approval workflow, makers add the Approvals - Start and wait for an approval action to any flow. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

In the Leave Approval System, this approval action should include useful information so that the approver can make a decision without searching for details elsewhere.

The approval action design above is a project recommendation. Microsoft Learn confirms the use of Start and wait for an approval for approval workflows and confirms that vacation request approval can be managed through Power Automate. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Approval Outcome Logic

After the approval action completes, the flow should use a condition to check the approver’s response. Microsoft Learn’s “Wait for approval in Power Automate” tutorial describes adding a condition after an approval-style action and using the selected option to decide whether the request was approved or rejected. [3](https://learn.microsoft.com/en-us/power-automate/wait-for-approvals)

Approval Response
   |
   +-- If Outcome = Approve
   |      |
   |      +-- Update SharePoint Status = Approved
   |      +-- Save Manager Comments
   |      +-- Send Approval Email to Employee
   |
   +-- If Outcome = Reject
          |
          +-- Update SharePoint Status = Rejected
          +-- Save Manager Comments
          +-- Send Rejection Email to Employee

Microsoft Learn’s vacation approval example also states that the flow sends an email with the approver’s decision to the requester and updates the SharePoint Online list with the approver’s decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Employee Notification Design

Notifications are an important part of the Leave Approval System because employees need to know whether their leave request is approved or rejected. Microsoft Learn’s approval workflow example sends an email with the approver’s decision to the person who requested vacation. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Optional Power Apps Front-end

The project can be built only with SharePoint and Power Automate, but a Power Apps front-end makes the system more user-friendly. Microsoft Learn explains that users can transform Microsoft Lists or SharePoint data into a mobile and web canvas app, and that the generated app connects directly to existing lists so users can view, edit, and manage data. [4](https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/app-from-sharepoint)

Microsoft Learn also explains that when an app is created from a list, Power Apps Studio opens an app with three screens: a Browse screen to scroll through all items, a Details screen to show information about a single item, and an Edit screen to create or update an item. [4](https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/app-from-sharepoint)

The manager dashboard is a suggested project enhancement; the three-screen app generation is directly supported by Microsoft Learn’s canvas app from SharePoint list documentation. [4](https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/app-from-sharepoint)

Optional Teams Approval Experience

Microsoft Teams Approvals provides a central place to create, view, and manage approvals. Microsoft product help states that approvals created through Power Automate will appear in the Teams Approvals hub. [2](https://support.microsoft.com/en-us/topic/6548a338-f837-4e3c-ad02-8214fc165c84)

Microsoft product help also explains that Approvals in Teams can be used to streamline requests and processes, create new approvals, view approvals sent your way, and see previous approvals in one place. It also says that request time off is one of the types of approval needs users can handle with Approvals. [5](https://support.microsoft.com/en-us/topic/a9a01c95-e0bf-4d20-9ada-f7be3fc283d3)

Leave Approval System Workflow

The workflow should be simple enough for learners to understand but complete enough to represent a real business process.

1. Employee submits leave request
2. Request is saved in SharePoint List
3. Power Automate starts automatically
4. Approval request is sent to manager
5. Manager approves or rejects
6. SharePoint item is updated
7. Employee receives final notification
8. Request history remains available in SharePoint

This project flow is based on Microsoft Learn’s vacation approval example, where the flow starts from a SharePoint Online vacation request, sends approval to approver, sends decision email to requester, and updates the SharePoint list with approver comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Project Implementation Steps

The following implementation plan is written as a classroom-friendly project guide.

Microsoft Learn confirms the key building blocks: SharePoint list, automated cloud flow, approval action, approver decision email, and SharePoint status/comment update. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Flow Logic: Pseudo Design

The following pseudo design helps learners understand the complete logic before building the flow.

Trigger:
  When an item is created in Leave Requests list

Actions:
  1. Get leave request details
  2. Start and wait for an approval
  3. Check approval outcome

If Approved:
  - Update item:
      ApprovalStatus = Approved
      Approved = Yes
      ManagerComments = Approval comments
  - Send email to employee:
      Your leave request has been approved

If Rejected:
  - Update item:
      ApprovalStatus = Rejected
      Approved = No
      ManagerComments = Approval comments
  - Send email to employee:
      Your leave request has been rejected

Microsoft Learn states that the approval flow can send the approver’s decision to the requester and update the SharePoint list with approver decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Sample Approval Details Message

The approval request should contain enough details for the manager to decide quickly.

Leave Approval Request

Employee Name: [EmployeeName]
Department: [Department]
Leave Type: [LeaveType]
Start Date: [StartDate]
End Date: [EndDate]
Reason: [Reason]

Please approve or reject this leave request.

This approval message is a suggested project design. Microsoft Learn supports including approval details through the approval workflow pattern where the request is added to the approval center and emailed to the approver. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Sample Email Templates

Approval Email to Employee

Subject: Your Leave Request Has Been Approved

Hello [EmployeeName],

Your leave request has been approved.

Leave Type: [LeaveType]
Start Date: [StartDate]
End Date: [EndDate]
Manager Comments: [ManagerComments]

Thank you.

Rejection Email to Employee

Subject: Your Leave Request Has Been Rejected

Hello [EmployeeName],

Your leave request has been rejected.

Leave Type: [LeaveType]
Start Date: [StartDate]
End Date: [EndDate]
Manager Comments: [ManagerComments]

Please contact your manager for more details.

These email templates are project suggestions. Microsoft Learn confirms that the flow sends an email with the approver’s decision to the person who requested vacation. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Testing the Leave Approval System

Testing is important because learners must confirm that request creation, approval routing, SharePoint update, and notification all work correctly.

Microsoft Learn’s example includes creating and testing an approval workflow, and the flow updates the SharePoint list with approver decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Error Handling Suggestions

The Leave Approval System should not fail silently. If the approver email is missing, if the SharePoint item cannot be updated, or if notification fails, the flow owner should be able to identify the problem.

• Validate required fields such as Employee Email, Start Date, End Date, and Approver.
• Use a default status such as Pending when request is created.
• Add failure notification to flow owner for important errors.
• Log approval response and comments clearly.
• Test both approval and rejection paths before sharing the solution.

These are project design suggestions. Microsoft Learn confirms that the approval flow updates the SharePoint list with the approver’s decision comments, which supports the need for proper status/comment tracking. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Security and Permission Considerations

Microsoft Learn includes an important note for the approval workflow tutorial: always follow SharePoint security best practices and your organization’s best practices to ensure the environment is secure. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

The table contains implementation suggestions. The need to follow SharePoint and organizational security best practices is directly supported by Microsoft Learn. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Possible Enhancements

After the basic project works, learners can add enhancements to make the project more realistic.

Microsoft Learn confirms that Power Apps can create a canvas app from SharePoint list data with browse, details, and edit screens, and Microsoft product help confirms that Power Automate approvals can appear in the Teams Approvals hub. [4](https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/app-from-sharepoint)[2](https://support.microsoft.com/en-us/topic/6548a338-f837-4e3c-ad02-8214fc165c84)

Project Deliverables

At the end of this project, learners should have a working leave approval solution.

Learning Outcomes

After completing this project, learners should be able to:

• Create a SharePoint List for a business approval process.
• Design an automated cloud flow triggered by a new SharePoint item.
• Use the Start and wait for an approval action in Power Automate.
• Apply condition logic based on approval outcome.
• Update SharePoint item status after approval or rejection.
• Send email notifications using flow actions.
• Understand how approval decisions and comments can be tracked.
• Optionally build a Power Apps front-end from SharePoint data.
• Understand how Teams Approvals can support approval visibility.

These outcomes are based on Microsoft Learn’s documented approval workflow pattern and Power Apps list-based app capabilities. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)[4](https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/app-from-sharepoint)

Common Mistakes Beginners Make

• Creating the flow before finalizing the SharePoint list columns.
• Not setting a default status such as Pending.
• Forgetting to save manager comments after approval or rejection.
• Only testing the approved path and not testing the rejected path.
• Hardcoding approver email when a dynamic approver field is required.
• Sending approval request without enough details for the manager.
• Not following SharePoint and organizational security best practices.
• Not documenting the flow logic for future maintenance.

These are teaching-focused project cautions. Microsoft Learn confirms the need for a SharePoint list, approval action, decision email, list update, and security best-practice awareness in the vacation approval workflow example. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

Project Checklist

Simple Summary

The Leave Approval System is a real-life Power Automate project where employees submit leave requests, managers approve or reject them, and the system automatically updates the status and sends notifications.

Microsoft Learn provides a directly related vacation approval example where the flow starts when someone creates a vacation request in a SharePoint Online list, adds the request to the approval center, emails it to the approver, sends the approver’s decision to the requester, and updates the SharePoint list with decision comments. [1](https://learn.microsoft.com/en-us/power-automate/modern-approvals)

This project is ideal for beginners because it combines important Power Automate concepts such as triggers, actions, approvals, conditions, SharePoint updates, and notifications in one practical solution.

Conclusion

Project: Leave Approval System is one of the best mini projects for learning Power Automate because it represents a common business process. It teaches learners how to collect request data, route the request for approval, capture the approval decision, update the record, and notify the requester.

The project can start with a simple SharePoint List and Power Automate flow. After the basic version works, learners can improve it with Power Apps, Teams Approvals, multi-level approval, leave balance calculation, calendar view, and dashboard reporting.

By completing this project, learners understand how Power Platform can transform a manual approval process into a structured, trackable, and automated business solution. After this project, learners can move to Project: Expense Approval System or Project: Employee Onboarding Automation, where they can reuse the same approval design pattern in a different business scenario.