{"id":40322,"date":"2025-02-03T18:02:55","date_gmt":"2025-02-03T12:32:55","guid":{"rendered":"https:\/\/www.inogic.com\/blog\/?p=40322"},"modified":"2026-02-10T12:56:47","modified_gmt":"2026-02-10T07:26:47","slug":"send-email-with-options-for-the-approval-process-using-power-automate","status":"publish","type":"post","link":"https:\/\/www.inogic.com\/blog\/2025\/02\/send-email-with-options-for-the-approval-process-using-power-automate\/","title":{"rendered":"How to Send Approval Emails with Options Using Power Automate (Step-by-Step Guide)"},"content":{"rendered":"<p><img decoding=\"async\" class=\"alignnone size-full wp-image-40328\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate \" width=\"1925\" height=\"1100\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 1925w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-300x171.png 300w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-1024x585.png 1024w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-768x439.png 768w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-1536x878.png 1536w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x377.png 660w\" sizes=\"(max-width: 1925px) 100vw, 1925px\" \/><\/p>\n<p>Microsoft <a href=\"https:\/\/www.inogic.com\/services\/microsoft-power-platform\/microsoft-power-automate\/?utm_source=inogic-t-blog&amp;utm_medium=power-automate&amp;utm_campaign=itblog&amp;utm_id=power-automate\">Power Automate<\/a> enables organizations to automate approval processes and document workflows across multiple platforms, including SharePoint, Dynamics 365, Salesforce, and OneDrive for Business. It helps eliminate manual follow-ups, reduce delays, and ensure consistent decision-making across teams.<\/p>\n<p>One powerful yet often underutilized feature in Power Automate is the \u201cSend Email with Options\u201d action, which allows approvers to respond directly from their email without opening Power Automate or any other system.<\/p>\n<p>In this blog, we\u2019ll walk through how to build an approval workflow using Power Automate that sends actionable approval emails, captures responses, and automatically updates records based on the approver\u2019s decision.<br \/>\nThis approach works well for scenarios such as purchase invoice approvals, leave requests, document sign-offs, and expense approvals.<\/p>\n<p><strong>Approval Scenario Overview<\/strong><\/p>\n<p>Let\u2019s consider a purchase invoice approval scenario.<\/p>\n<p>When a new invoice is created, an automated email is sent to the approver with two options:<\/p>\n<ul>\n<li><strong>Approve<\/strong><\/li>\n<li><strong>Reject<\/strong><\/li>\n<\/ul>\n<p>Based on the approver\u2019s response:<\/p>\n<ul>\n<li>If Approved, the Is Billed field is updated to Yes<\/li>\n<li>If Rejected, the Is Billed field is updated to No<\/li>\n<\/ul>\n<p>This automation ensures faster approvals, accurate record updates, and complete visibility for stakeholders.<\/p>\n<p><strong>Prerequisites:<\/strong><\/p>\n<ul>\n<li><strong>Power AutomateFlow<\/strong>: Microsoft 365 account with permission to use Power Automate.<\/li>\n<li><strong>Data sources:\u00a0<\/strong>Make sure all of your Data sources such as Dynamics 365 CRM, SharePoint are configured and available.<\/li>\n<\/ul>\n<p>We will take the following steps to fulfill this requirement.<\/p>\n<p><strong>Step 1: <\/strong><strong>Create an Automated Flow<\/strong><\/p>\n<ul>\n<li>Navigate to\u00a0<a href=\"https:\/\/make.powerautomate.com\/\">Power Automate<\/a>and sign in with a Microsoft account.<\/li>\n<li>Create &gt; Automated cloud flow or Instant cloud flow and name your flow.<\/li>\n<li>Select a trigger for your flow, such as\u00a0\u201cWhen an item is created\u201din SharePoint or\u00a0\u201cWhen a record is added\u201d\u00a0in Dynamics 365.<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-40323\" style=\"border: 1px solid #000000; padding: 1px; margin: 1px;\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/1Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate\" width=\"677\" height=\"318\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/1Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 677w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/1Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-300x141.png 300w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/1Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x310.png 660w\" sizes=\"(max-width: 677px) 100vw, 677px\" \/><\/p>\n<p><strong>Step 2: Add the \u2018Send Email with Options\u2019 Action<\/strong><\/p>\n<ul>\n<li>Click\u00a0New Stepand Select\u00a0Send Email\u00a0with options action.<\/li>\n<li>Configure the Fields<\/li>\n<li>To:Add the approver\u2019s email address.<\/li>\n<li>Subject:\u00a0Specify a clear subject.<\/li>\n<li>User Options:Define Response Choice E.g. we have used\u00a0(Approve, Reject).<\/li>\n<\/ul>\n<p><strong> <img decoding=\"async\" class=\"alignnone size-full wp-image-40324\" style=\"border: 1px solid #000000; padding: 1px; margin: 1px;\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/2Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate\" width=\"753\" height=\"581\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/2Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 753w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/2Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-300x231.png 300w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/2Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x509.png 660w\" sizes=\"(max-width: 753px) 100vw, 753px\" \/><\/strong><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-40325\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/3Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate\" width=\"684\" height=\"782\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/3Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 684w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/3Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-262x300.png 262w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/3Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x755.png 660w\" sizes=\"(max-width: 684px) 100vw, 684px\" \/><\/p>\n<p><strong>Step 3:\u00a0<\/strong><strong>Create an Automated Flow<\/strong><\/p>\n<p>Once the approver submits a response:<\/p>\n<ul>\n<li>Power Automate captures the selected option<\/li>\n<li>A Condition action checks the response value<\/li>\n<\/ul>\n<p>Logic example:<\/p>\n<ul>\n<li>If response = Approve \u2192 Set Is Billed = Yes<\/li>\n<li>If response = Reject \u2192 Set Is Billed = No<\/li>\n<\/ul>\n<p>This ensures the system record is updated immediately based on the approver\u2019s decision.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-40326\" style=\"border: 1px solid #000000; padding: 1px; margin: 1px;\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/4Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate\" width=\"753\" height=\"837\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/4Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 753w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/4Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-270x300.png 270w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/4Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x734.png 660w\" sizes=\"(max-width: 753px) 100vw, 753px\" \/><\/p>\n<p><strong>Step 4:\u00a0<\/strong><strong>Approval via Email<br \/>\n<\/strong><\/p>\n<p>The approver receives an email containing interactive buttons for approval.<\/p>\n<p>No login is required, making the process:<\/p>\n<ul>\n<li>Faster<\/li>\n<li>User-friendly<\/li>\n<li>Ideal for managers and external stakeholders<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-40327\" style=\"border: 1px solid #000000; padding: 1px; margin: 1px;\" src=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png\" alt=\"Send Email with Options for the Approval Process using Power Automate\" width=\"1595\" height=\"547\" srcset=\"https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate.png 1595w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-300x103.png 300w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-1024x351.png 1024w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-768x263.png 768w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-1536x527.png 1536w, https:\/\/www.inogic.com\/blog\/wp-content\/uploads\/2025\/02\/5Send-Email-with-Options-for-the-Approval-Process-using-Power-Automate-660x226.png 660w\" sizes=\"(max-width: 1595px) 100vw, 1595px\" \/><\/p>\n<h2><strong>Conclusion<\/strong><\/h2>\n<p>Using the Power Automate Flow, &#8220;Send Email with Options&#8221; action, you can create simple yet effective approval workflows. This feature allows approvers to respond directly from their email, making the process seamless and efficient. By following this guide, you can streamline your approval process, save time, and improve organizational efficiency.<\/p>\n<p><strong>FAQs <\/strong><\/p>\n<p><strong>What is \u201cSend Email with Options\u201d in Power Automate?<\/strong><\/p>\n<p>\u201cSend Email with Options\u201d is a Power Automate action that sends an email containing clickable response options (buttons) and captures the recipient\u2019s selection for further automation.<\/p>\n<p><strong>Can approvers respond without logging into Power Automate?<\/strong><\/p>\n<p>Yes. Approvers can respond directly from their email without accessing Power Automate or any connected system.<\/p>\n<p><strong>Is this different from Power Automate Approvals action?<\/strong><\/p>\n<p>Yes.<\/p>\n<ul>\n<li>Approvals action uses the Power Automate approvals center<\/li>\n<li>Send Email with Options is email-based, simpler, and ideal for lightweight approval scenarios<\/li>\n<\/ul>\n<p><strong>Can this be used with Dynamics 365 records?<\/strong><\/p>\n<p>Absolutely. This method works seamlessly with Dynamics 365 CRM, SharePoint, and other supported connectors.<\/p>\n<p><strong>Is this approach suitable for multi-level approvals?<\/strong><\/p>\n<p>It works best for single-level approvals. For complex or multi-stage approvals, the native Approvals connector is more suitable.<\/p>\n<p><script type=\"application\/ld+json\">\n{\n  \"@context\": \"https:\/\/schema.org\",\n  \"@type\": \"FAQPage\",\n  \"mainEntity\": [{\n    \"@type\": \"Question\",\n    \"name\": \"What is \u201cSend Email with Options\u201d in Power Automate?\",\n    \"acceptedAnswer\": {\n      \"@type\": \"Answer\",\n      \"text\": \"\u201cSend Email with Options\u201d is a Power Automate action that sends an email containing clickable response options (buttons) and captures the recipient\u2019s selection for further automation.\"\n    }\n  },{\n    \"@type\": \"Question\",\n    \"name\": \"Can approvers respond without logging into Power Automate?\",\n    \"acceptedAnswer\": {\n      \"@type\": \"Answer\",\n      \"text\": \"Yes. 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One powerful yet often underutilized feature in Power Automate is the \u201cSend Email with Options\u201d action, which allows\u2026 <span class=\"read-more\"><a href=\"https:\/\/www.inogic.com\/blog\/2025\/02\/send-email-with-options-for-the-approval-process-using-power-automate\/\">Read More &raquo;<\/a><\/span><\/p>\n","protected":false},"author":15,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[1985,2361],"tags":[1975],"class_list":["post-40322","post","type-post","status-publish","format-standard","hentry","category-power-automate","category-technical","tag-power-automate"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/posts\/40322","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/users\/15"}],"replies":[{"embeddable":true,"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/comments?post=40322"}],"version-history":[{"count":0,"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/posts\/40322\/revisions"}],"wp:attachment":[{"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/media?parent=40322"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/categories?post=40322"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.inogic.com\/blog\/wp-json\/wp\/v2\/tags?post=40322"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}