Sending External Approval Email | Power Automate

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Introduction

In this blog post, we'll explore how to leverage the 'Send an Email with Options' connector to streamline external approvals, saving time and ensuring a smoother workflow.


The Power of Power Automate's "Send an Email with Options" Connector


Microsoft Power Automate is a powerful automation platform that allows you to create workflows and automate repetitive tasks seamlessly. One of its standout features is the 'Send an Email with Options' connector, which empowers you to send approval requests to external stakeholders via email.


Here's how it works:


Step 1: Set Up Your Environment


Before you begin, ensure you have access to Microsoft Power Automate and have the necessary permissions to create flows.



Step 2: Create a New Flow

  1. Log in to your Power Automate account.
  2. Click on "Create" to start building a new flow.
  3. Choose a trigger for your flow. This could be based on a specific event, such as when a new item is created in SharePoint, when an email arrives, or on a schedule. This trigger will initiate the approval process.



Step 3: Compose Your Approval Email

  1. After setting up the trigger, add an action to your flow.
  2. Search for and select the 'Send an Email with Options' action.



Step 4: Configure the 'Send an Email with Options' Action

  1. In the 'Send an Email with Options' action, you'll need to define the recipient(s) of the approval request. This could be an external stakeholder's email address.
  2. Craft the subject and body of your approval email. Include details about the request, why it requires approval, and any relevant attachments or links.
  3. Add approval options. These are the buttons that the recipient will see in the email to approve or reject the request. You can customize the labels on these buttons.
  4. Set the 'Response options' to capture the recipient's reply. Typically, this would be something like "Approve" and "Reject."


Note: Make sure to configure action timeout according to your requirement.


Step 5: Configure Follow-Up Actions

  1. Once you've configured the approval email, you can add actions that will execute based on the recipient's response.
  2. Use conditionals to check the response. For example, if the response is "Approve," you can set actions to proceed with the approved request. If it's "Reject," you can set actions to handle the rejection accordingly.
  3. You can also include notifications to inform relevant parties about the approval decision.



Step 6: Test Your Flow

  1. Before deploying your flow in a production environment, it's essential to test it to ensure everything works as expected.
  2. Run the flow with test data to see how it behaves. Make sure the approval email is sent, and the conditional actions respond correctly to the recipient's decision.



Step 7: Deploy and Monitor

  1. Once you're confident in your flow's functionality, you can save and activate it.
  2. Monitor the flow in your Power Automate dashboard to track approvals and responses.




Step 8: Scale and Customize

  1. Depending on your organization's needs, you can scale this process to manage various types of approvals.
  2. Customize the email content and approval options for each specific use case.


Step 9: Troubleshooting and Maintenance

  1. Regularly review your flows to ensure they continue to work correctly.
  2. Address any issues or errors that may arise during operation.


Conclusion

By following these steps, you can harness the power of Power Automate's 'Send an Email with Options' connector to streamline external approvals efficiently. This versatile tool can transform your approval processes, saving time and improving communication with external stakeholders. Experiment with different scenarios and continue to optimize your flows for maximum efficiency.


Benefits of Using the 'Send an Email with Options' Connector

Now that we understand how the connector works, let's delve into the advantages it offers for managing external approvals:


1. Speed and Efficiency: 

Traditional approval processes involving back-and-forth emails or meetings can be time-consuming. With this connector, you can expedite the approval process significantly. Stakeholders can approve or reject requests with a single click, reducing response time.


2. Improved Accuracy: 

The predefined approval options reduce the chances of miscommunication or misunderstandings. This ensures that the responses you receive are clear and aligned with your expectations.


3. Streamlined Communication: 

All communication related to the approval process is consolidated within the email thread. This makes it easy for both the requester and the approver to refer back to the context and decisions made.


4. Automation Possibilities: 

Beyond just sending emails, Power Automate allows you to automate follow-up actions based on approval outcomes. For example, if an approval is granted, the flow can automatically proceed to the next stage of the process.


Use Cases for External Approvals with Power Automate

The 'Send an Email with Options' connector is versatile and can be applied to various scenarios. Here are some common use cases:


1. Expense Approvals: 

Finance departments can use this connector to expedite expense approval requests. Employees can submit expenses, and managers can approve or reject them with ease.


2. Document Review: 

Legal teams can streamline document review processes. Lawyers can send documents for review, and stakeholders can quickly indicate whether they approve or require revisions.


3. Project Milestone Approvals: 

Project managers can use this connector to seek approval for project milestones. Team members or clients can easily approve progress, ensuring projects stay on track.


4. Vendor Selection: 

Procurement teams can send vendor proposals to relevant stakeholders for approval. The connector makes it simple for decision-makers to choose the right vendor.


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