Power Automate > Integrating Power Automate approvals with Microsoft Teams
Building approval workflows with Power Automate
Many business processes require formal sign-off. While Tallyfy handles task assignments and completions beautifully, you’ll sometimes need Power Automate’s approvals feature for more formal sign-offs. Think audit trails. Complex routing. External stakeholders who aren’t in Tallyfy every day.
Power Automate approvals let you create automated workflows that request and track formal sign-off. Connect a flow to Tallyfy, trigger an approval action - boom, request goes to your designated approvers.
Here’s where it gets interesting. You can use Power Automate approvals for those formal sign-off steps that wrap around your Tallyfy processes. Picture this: your internal Tallyfy process produces a document that needs client approval. Power Automate handles that external approval loop, then updates your Tallyfy process based on what the client decides.
When you’re building approval flows for Tallyfy items, you’ll mostly work with actions from the “Approvals” connector:
- Start and wait for an approval: Your go-to choice. Kicks off an approval for a Tallyfy-related item and waits patiently for a response.
- Common Types within this action:
- Approve/Reject - First to respond: If sent to multiple people for a Tallyfy item, the first response determines the outcome.
- Approve/Reject - Everyone must approve: Everyone has to weigh in. One rejection? That’s a no-go for your Tallyfy item.
- Custom Responses - Wait for one response / Wait for all responses: Define custom action buttons beyond Approve/Reject for Tallyfy item approvals.
- Common Types within this action:
- Create an approval and Wait for an approval (separate actions): For advanced scenarios like parallel approvals related to a Tallyfy process.
Let’s build something real. We’ll create a flow where completing a Tallyfy task triggers manager approval - but only when a financial threshold in a form field is crossed.
The scenario: Your team member wraps up a “Submit Budget Proposal” task in Tallyfy. The task has a form field for “Proposed Amount.” Anything over $5,000? That needs manager approval through Power Automate. Then we update the Tallyfy task with whatever happens.
-
Trigger: Tallyfy - “When a task is completed”.
- Create a new automated cloud flow.
- Select the Tallyfy trigger: When a task is completed.
- Blueprint ID (Highly Recommended): Select the specific Tallyfy procedure template containing the “Submit Budget Proposal” task.
-
Action: Tallyfy - “Get task details”.
- Add this to retrieve all Tallyfy form field data.
- Task ID: Use
Task ID
dynamic content from the trigger.
-
Control: “Condition”.
- Add a Condition control (see using conditional logic).
- Value 1: Pick the dynamic content for “Proposed Amount” form field from “Get task details”. You’ll probably need an expression like
float(outputs('Get_task_details')?['body/forms/ProposedAmount/value'])
- Tallyfy sends text, but we need numbers. - Operator:
is greater than
. - Value 2:
5000
.
-
IF YES Branch (Amount > $5,000):
-
Action: “Get manager (V2)” (Office 365 Users connector).
- User (UPN): Use
Completed By User Email
from Tallyfy’s “Get task details” to find the submitter’s manager.
- User (UPN): Use
-
Action: “Start and wait for an approval”.
- Approval type:
Approve/Reject - First to respond
. - Title: Use dynamic content from Tallyfy, e.g.,
Budget Proposal Approval: [Task Name from Get task details] - Amount: $[Proposed Amount from Get task details]
. - Assigned to: Use
Mail
from “Get manager (V2)”. - Details (Optional): Provide context from Tallyfy, e.g.,
Please review proposal for [Task Name]. Submitted by [Completed By User Name from Tallyfy]. Link to Tallyfy Task: [Link to Tallyfy Task]
. - Item Link (Optional): Direct URL to the Tallyfy task.
- Approval type:
-
Control: “Condition” (to check approval outcome).
- Add another Condition control.
- Value 1: Dynamic content
Outcome
from “Start and wait for an approval”. - Operator:
is equal to
. - Value 2:
Approve
.
-
IF Approval Outcome is “Approve”:
- Action: Tallyfy - “Update task” (or Add comment to task).
- Task ID:
Task ID
from the initial Tallyfy trigger. - Comment/Note:
Budget proposal approved by manager [Manager Display Name] on [Completion Date from approval].
- Task ID:
- Action: Tallyfy - “Update task” (or Add comment to task).
-
ELSE (Approval Outcome is “Reject”):
- Action: Tallyfy - “Update task” (or Add comment to task).
- Task ID:
Task ID
from the initial Tallyfy trigger. - Comment/Note:
Budget proposal rejected. Reason: [Comments from approval].
- Task ID:
- (Optional) Action: “Send an email (V2)” to the Tallyfy task submitter.
- Action: Tallyfy - “Update task” (or Add comment to task).
-
-
Save and test your flow. Run through a Tallyfy task that hits your criteria. (Check out managing and monitoring flows for testing tricks).
Approvers have three ways to respond:
- Email: Click the buttons right in the email for the Tallyfy item.
- Power Automate Portal: Find it under Action items > Approvals.
- Microsoft Teams: Got the Teams integration? Respond without leaving Teams.
Need something more complex for your Tallyfy processes? You’ve got options:
- Sequential approvals: The request travels from one approver to the next - like a relay race for your Tallyfy item.
- Parallel approvals: Fire off requests to multiple people at once. Everyone reviews your Tallyfy item simultaneously.
Mix and match these patterns to build sophisticated approval routes that match how your organization actually works.
- Clear criteria: Know exactly what Tallyfy event kicks off an approval. Know who’s approving.
- Context matters: Pull data from Tallyfy tasks or form fields into your approval request. Approvers need the full picture.
- Close the loop: Whatever happens in Power Automate, push it back to the original Tallyfy task or process. Keep everything visible in Tallyfy.
- Keep it simple: Basic approvals? Stick with Tallyfy’s built-in task assignments. Save Power Automate for the complex stuff - multi-level approvals, external stakeholders, conditional routing.
How To > Automatically track and run complex approval workflows
Power Automate > Creating your first flow in Power Automate
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