Triggering approvals

The next step after configuring your approvals is to link the Approvals Kit with some system. Some examples include Power Apps application, Microsoft Forms, SharePoint list, SQL Database to trigger the Approval request from.

Choosing your ways to trigger approval requests

Power Automate cloud flows provides hundreds of options to choose from to cause a trigger. Approvals Kit is made in such way that it provides enough flexibility for you to choose where you would like to trigger from almost all triggers.

This docs section includes how-to steps for you to be able to trigger from most popular data sources and use it to link with Approvals Kit.

Trigger comparison

Review the table to compare relative advantages and disadvantages for each of data sources.

Trigger	Power Apps canvas app trigger	Dataverse	SharePoint lists
Create a form	Need to create your own form and parts	Can use existing apps created that records data to Dataverse	Can use out of the box forms
Use attachments	Can't use attachments directly with canvas app trigger. Consider using a separate Data source trigger instead	Can use out of the box attachment	Can use out of the box attachment
Granularity of data access control	App level control	Row/record level control	Site/list level control
Power Automate request limits	Request limit is spread across each user as Power Apps canvas app trigger runs on the context of the user using the canvas app.	Spread across each user submitting as “Run as” can be defined explicitly in the trigger.	Request limits all count towards the user creating the cloud flow for the request triggering flow you create. In a large organization or organizations with many approval requests, this limit can easily be reached.

Note

Approvals Kit has been created in such way that all flows contained inside the template will be run on the context of the approval requestor to minimize the impact of Power Automate request limits. If you are facing request limits, make sure you have reviewed how you have set up your cloud flow. Details of the limits for each of type of license can be found in requests limits and allocations.*

Trigger approvals from Microsoft Dataverse

The Approvals Kit can be used with your existing Power Apps applications by setting up a Power Automate cloud flow that triggers from Microsoft Dataverse.

To set up the trigger approvals, follow these steps:

1. Sign in to Power Automate.
2. Select Create > Automated cloud flow.
3. Enter a flow name.
4. In the Choose your flow's trigger seardch field, type dataverse, and then select When a row is added, modified or deleted.
5. Select Create.
6. In the Change Type field, select Added.
7. In the Table Name, select a table you want to trigger approvals with.
8. In the Scope field, select Organization.
9. Expand Show advanced options.
10. In the Run as field, seleect Row owner.
11. Select +New step
12. From list of connectors, select Custom, and then select Approvals Kit.
13. Select Start business approval process.
14. Sign in to create a connection.
15. Select the Workflow Process you want to start.
16. Enter the email address that relates to the person who is requesting this approval.
17. Enter values for application data (variables) required by the workflow.
18. Enter the name of the flow where the title is Untitled, and rename it to summarize your cloud flow.
19. Select Save.

These steps should complete your setup of advanced approval flows triggering from Microsoft Dataverse.