12 practical Power Automate flows for everyday admin (approvals, reminders, filing)

Introduction

If you do any kind of admin work, you probably spend a surprising amount of time on the same things every day:

• chasing approvals
• reminding people to send something back
• saving attachments into the right folder
• copying details from an email into a tracker
• telling the team something has changed

Microsoft Power Automate is designed to take those repeatable jobs off your plate. You build a “flow” once, then it runs for you in the background, using triggers (something happens) and actions (do something next).

This guide focuses on practical flows that admin teams, coordinators, HR, finance, operations, and training teams can use right away. Each one includes what it does, when it’s useful, how it works (in plain English), and tips to avoid common problems.

Before you start (quick and simple)

Most of these flows use standard Microsoft 365 tools:

• Outlook (emails)
• SharePoint (lists and document libraries)
• OneDrive (personal file storage)
• Microsoft Teams (messages and approvals)
• Microsoft Forms (simple data capture)

A few mention optional extras like Planner. You don’t need to be technical, but you do need to know:

• where the files should be stored
• who should approve what
• what information you want to capture

Also, a friendly warning: automation is most effective when the process is already clear. If nobody agrees what “done” looks like, your flow will simply automate the confusion.

Flow 1: Simple approval for requests (leave, expenses, purchases)

What it does

Someone fills in a request (for example, a purchase request) and the right person gets an approval. When it’s approved (or rejected), everyone gets notified and the request is logged.

When it’s useful

• small purchases (equipment, software, training)
• expense sign-off
• holiday / leave approval
• any “please can I…” request that currently lives in email threads

How it works

Trigger: A new item is created in a Microsoft Forms response or SharePoint list.
Actions: Create an approval → wait for response → update the request → notify requester → record result.

Practical setup

• Create a SharePoint list called “Requests”.
• Add columns like: Request type, Description, Cost, Requested by, Approver, Status, Decision date, Comments.
• Use “Start and wait for an approval” so the flow pauses until someone answers.

Tips and pitfalls

• Always capture the approver’s comments. It reduces follow-up messages.
• Use a clear status like Submitted → Approved/Rejected.
• If different request types need different approvers, use a simple rule like:
  “If Cost > £500, send to Finance, else send to Line Manager.”

Flow 2: Multi-stage approval (line manager then finance)

What it does

Approvals happen in a set order. Example: the line manager approves first, then finance approves.

When it’s useful

• purchases with spending limits
• training approvals
• changes that need “business approval” and “budget approval”

How it works

Trigger: New request submitted.
Actions: Approval 1 (Manager) → if approved, Approval 2 (Finance) → update status → notify.

Practical setup

• Use two separate approval steps with conditions in between.
• Only create the second approval if the first one is approved.

Tips and pitfalls

• Keep the questions short. Approvers hate long forms.
• Make sure the requester receives a clear outcome message:
  • Approved (and by who)
  • Rejected (and why)
  • Returned for more info (if you use that option)

Flow 3: “No response” approval reminders and escalation

What it does

If someone hasn’t approved within a set time, it nudges them. If it’s still not done, it escalates to someone else.

When it’s useful

• time-sensitive approvals (events, bookings, onboarding, offers)
• busy managers who forget approvals exist

How it works

Trigger: Approval created.
Actions: Delay (e.g., 24 hours) → check status → reminder → delay again → escalate.

Practical setup

• After creating the approval, add a Delay action.
• Then check the approval outcome (or the request status field in your list).
• If still “Submitted”, send a reminder email or Teams message.
• After a second delay, message the backup approver.

Tips and pitfalls

• Don’t spam people. One reminder + one escalation is usually enough.
• Put the due date in the message:
  “Please approve by Thursday 4pm so we can place the order.”

Flow 4: Automatic filing of email attachments to SharePoint (with rules)

What it does

Attachments from certain emails are saved automatically into the right SharePoint folder (or library), with a consistent file name.

When it’s useful

• invoices and supplier documents
• contracts and signed PDFs
• training joining instructions, delegate lists, certificates

How it works

Trigger: New email arrives in a shared mailbox or folder.
Actions: Check sender/subject → save attachments → rename file → log what was filed.

Practical setup

• Create an Outlook folder like “To File”.
• Move emails into that folder (or use rules to do it automatically).
• Flow trigger: “When a new email arrives in a folder”.
• Action: “Create file” in SharePoint for each attachment.

Tips and pitfalls

• Standardise file names. For invoices, something like:
  SupplierName_InvoiceNumber_YYYY-MM-DD.pdf
• Avoid overwriting files. If there’s a chance of duplicates, add a unique ID.
• Decide what happens to the email afterwards:
  • mark it as read
  • add a category (“Filed”)
  • move it to an archive folder

Flow 5: Save important emails into a tracker (SharePoint list)

What it does

When an email matches certain rules (subject includes “complaint”, “quote”, “order”, “request”), it creates a tracker entry.

When it’s useful

• enquiry tracking
• complaints and customer issues
• supplier queries
• anything where you want visibility beyond someone’s inbox

How it works

Trigger: New email arrives.
Actions: Condition checks → create item in SharePoint list → notify owner.

Practical setup

SharePoint list columns might include:

• Date received
• From
• Subject
• Category
• Owner
• Status
• Due date
• Link to email (or message ID if you store it)

Tips and pitfalls

• Keep the categories simple. You can always refine later.
• Build in an “Owner” field so emails don’t sit in limbo.
• If you want a Teams channel post each time, add it as an action.

Flow 6: Follow-up reminders for emails you send (without using flags)

What it does

You send an email, and if nobody replies within X days, the flow reminds you (or sends a polite follow-up automatically).

When it’s useful

• chasing paperwork
• onboarding documents
• confirmations and bookings
• supplier information

How it works

Trigger: You send an email that meets a rule (for example, has “FollowUp” in the subject or is sent to a specific address).
Actions: Wait X days → search for replies → if none, remind or follow up.

Practical setup

• Use a keyword like [FollowUp] in the subject.
• Flow watches Sent Items for that keyword.
• After a delay, it checks if a reply came in from the same person with the same conversation ID.

Tips and pitfalls

• Automated follow-ups can feel robotic. If you do auto-send, keep it friendly and short.
• For many teams, it’s better to remind the admin rather than email the customer automatically.

Flow 7: “New starter” admin pack (tasks + files + notifications)

What it does

When HR adds a new starter to a list, it automatically:

• creates a checklist of tasks (Planner or a SharePoint list)
• creates a folder for documents
• notifies IT, line manager, and admin
• optionally schedules a welcome email

When it’s useful

• onboarding is full of small steps that get missed
• multiple departments need to act

How it works

Trigger: New starter added to SharePoint list.
Actions: Create tasks → create folder → send messages → set due dates.

Practical setup

Your SharePoint list could include:

• Name, start date, role, department, manager, location, equipment required

Tips and pitfalls

• Don’t try to automate everything at once. Start with:
  • folder creation
  • a basic task list
  • notifications
• Keep tasks specific and assigned to a person, not “the team”.

Flow 8: Meeting notes filing (from Teams or OneNote into SharePoint)

What it does

Saves meeting notes into a consistent SharePoint location and optionally alerts attendees.

When it’s useful

• recurring meetings with actions
• governance, steering groups, leadership meetings
• training session notes and follow-ups

How it works (one simple option)

Trigger: A file is created in a Teams channel’s Files area.
Actions: Copy file to a chosen SharePoint library/folder → rename → notify.

Tips and pitfalls

• Decide a simple filing structure like:
  Meeting Name > Year > Month
• If multiple people upload notes, include meeting date in the file name.

Flow 9: Microsoft Forms to SharePoint list (clean data capture)

What it does

Someone submits a form, and the data goes straight into a SharePoint list, ready to report on and track.

When it’s useful

• internal requests (work requests, access requests, training requests)
• surveys where you actually want to follow up
• collecting details for an event or booking

How it works

Trigger: New Forms response.
Actions: Get response details → create item in SharePoint list → notify.

Tips and pitfalls

• Forms data is great for capturing input, but SharePoint is better for tracking the process.
• Use SharePoint for statuses (New, In progress, Done) and assignment.

Flow 10: Daily or weekly digest email (instead of constant notifications)

What it does

Rather than sending a message every time something changes, it sends a neat summary at a set time.

When it’s useful

• outstanding approvals
• open requests
• overdue tasks
• “things that need attention” lists

How it works

Trigger: Recurrence (daily at 8:30am, weekly on Monday, etc.).
Actions: Get items from a list → filter → create an HTML table → send email or Teams message.

Practical setup

• Use “Get items” from SharePoint.
• Filter for Status not equal to Done, or Due date < today.
• Create a table and send it.

Tips and pitfalls

• Digests work best when they go to the people who can act.
• Keep it short: top 10 items, or group by owner.

Flow 11: Document approval and publishing (draft → approved → live)

What it does

A document is uploaded as a draft, approved by someone, then moved to the “published” folder (or given an Approved status).

When it’s useful

• policies and procedures
• templates
• communications
• anything where “someone needs to check it first”

How it works

Trigger: File created in “Draft” folder.
Actions: Start approval → if approved, move file to “Published” → notify.

Tips and pitfalls

• Store drafts and published docs separately. It reduces accidental sharing.
• Include versioning in SharePoint so you can roll back if needed.
• Always notify the person who uploaded it, so they don’t wonder what happened.

Flow 12: Calendar-based reminders (events, deadlines, and renewals)

What it does

Sends reminders before an event or deadline. This is simple but hugely valuable.

When it’s useful

• contract renewals
• probation reviews
• training course reminders
• certification expiry dates
• equipment checks

How it works

Trigger (option A): Recurrence every day.
Actions: Look for items due in the next X days → send reminders.

Trigger (option B): When an event is created in Outlook calendar.
Actions: Send reminder to attendees, create follow-up tasks, post in Teams.

Tips and pitfalls

• Don’t over-remind. One reminder a week before + one the day before is often enough.
• Put the “next step” in the message:
  “Please confirm renewal required by Friday.”

Best practices that make flows reliable

1) Start small and build confidence

Pick one flow that saves you time every week. Once it works, copy the pattern.

2) Use clear naming

Name flows like:

• Admin - Invoice attachments to SharePoint
• HR - New starter checklist
• Ops - Weekly approvals digest

3) Keep a simple audit trail

Store key actions in a SharePoint list:

• what happened
• when it happened
• who made the decision
• link to the file or request

It’s incredibly helpful when someone asks, “Who approved this?”

4) Plan for exceptions

Decide what your flow should do when:

• an attachment is missing
• someone submits incomplete info
• an approver is on leave
• the system can’t connect

Even a basic “send an error email to admin” helps.

5) Avoid notification overload

If everyone is bombarded with messages, they’ll ignore them. Digests and targeted alerts usually work better.

Want to learn Power Automate properly (without the confusion)?

If you’d like to build flows confidently, understand the best triggers/actions, and learn how to structure automations that don’t break, take a look at our Microsoft Power Automate Introduction course. It’s a practical, instructor-led session designed for everyday users, not developers:

Microsoft Power Automate Introduction

‍