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How to track multiple requests from Different Employees

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Posted on by TheFlowState

Flow Purpose:
This Power Automate flow automates a multi-level HR approval process. It triggers when a Microsoft Form is submitted, routes the request to the employee's principal/supervisor for first-level approval, then to a higher-level supervisor for secondary approval, and finally to HR if both approvals are granted. The goal is to streamline requests (e.g., leave, reimbursements) while ensuring accountability at each tier.

Current Issue:
The flow fails to reliably track individual submissions when multiple requests are processed simultaneously. For example, if two employees submit forms around the same time, their approvals get crossed—variables like EmployeeID or form responses are overwritten, causing the wrong data to appear in approval emails or HR notifications. This suggests a scoping or persistence issue with submission-specific data.

Key Symptoms:

Approvers receive mismatched details (e.g., Employee A’s request shows Employee B’s name).
HR gets incomplete/incorrect submissions.
Flow run history shows variables being overwritten mid-execution.

Attempted Fixes:
I’ve tried using EmployeeID as a tracker and split the process into three separate flows (one per approval step), but the issue persists. Community guidance on robust submission tracking—especially for high-volume scenarios—would be greatly appreciated!

Critical Ask:
How can I enforce per-submission data isolation?

Categories:

Business Process Flows

All responses (12)

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David_MA 11,329 Super User 2025 Season 1 on at

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How to track multiple requests from Different Employees

I don't think you're understanding what I have been telling you. If you are using the randomly generated ID in the Get response details action, that is not going to get you the response that was submitted (although by pure luck it might). When a response is submitted, Microsoft Forms generates its own unique ID for the form response. That is why you need to use the ID from the When a new response is submitted in the get response details action.
TheFlowState 79 on at

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How to track multiple requests from Different Employees

To prevent data mix-ups in multi-flow approvals, I use a SubmissionID—a unique ID generated when the employee first submits their form. This ID is passed through each approval step (supervisor → manager → HR) as a hidden field in subsequent forms. In every flow, I filter Get response details using submissionID eq '@{variables('SubmissionID')}' to fetch only the original submission’s data. This ensures:

No cross-contamination between concurrent requests.

Fresh data at each step (no variable reuse).

Easy debugging—track all steps via the SubmissionID.

Its not fully complete but something like this
David_MA 11,329 Super User 2025 Season 1 on at

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How to track multiple requests from Different Employees

You will need to explain what AI told you, as I don't understand what multiple variables and compose actions would do. However, I can tell that AI is often wrong and will provide you an answer that sounds good but is completely useless.
TheFlowState 79 on at

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How to track multiple requests from Different Employees

According to Ai using Multiple Variables and Compose actions will do the trick is that correct?
TheFlowState 79 on at

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How to track multiple requests from Different Employees

I need the second response details so I can code it in the approval email. The email is pulling information from the form the employee submitted from Flow 1. If I get rid of the response details 1 how will I pull the information for the approval email? All the information in that email is from Flow 1 the form the Employee submitted.
David_MA 11,329 Super User 2025 Season 1 on at

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How to track multiple requests from Different Employees

Each image you uploaded shows two Get response details actions, even if the images are from different workflows. It makes no sense to have two of these in the same workflow, since the only response it can get is the response of the form connected in the trigger action. If you put two in and point them to different forms, one of them is not going to return the correct data, which is the issue you are describing. Get rid of the second get response details action in your flows and make sure that the first one is pointed to the same form in the trigger. If you do this, you should not have a mismatch.

How you manage the fact that your process is utilizing different forms submissions as part of the process you will need to work out as it will require you to redo your process. This advice goes beyond the scope of these forums as the forums are not designed for providing consulting advice.
TheFlowState 79 on at

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How to track multiple requests from Different Employees

The action for Get response Details 1 is from a form that the employee fills out with their information. The approval email pulls details from Get response Details 1 to pass on to the next approver. I have 3 Flows ( for some reason i was not able to connect multiple forms so I had to make three flows). The First flow is triggered by the employee filling out a form( same form that Get response Details 1 pulls info from), when the form is submitted the supervisor will be notified through Approvals/Email and will approve or deny. If approved they will receive an email to fill out another form to fill out. They will input their Managers email and once that form is completed the second flow will trigger. The process will repeat until it gets to HR(there is a third flow that does the same thing). The issue I seem to get is that when it gets past the first supervisor the Manager will sometimes not get the right email with the correct employees information. They will get another employees detail. Ex Bill filled it out but they got Alex's information(previous employee that filled out the form).
David_MA 11,329 Super User 2025 Season 1 on at

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How to track multiple requests from Different Employees

Based on what I see, the issue is with the Get response details action 1 action. It is pointed to a different form than the trigger, but you are using the ID of the form submitted with the trigger to get the response from a different form. This is why things don't match up.

The get response details action can only get the response of the form from the trigger, not from another form. To do that, you would need to have a question in the form that asks people to enter the ID of the second form and then you could use the answer to that question to get the response from another form. However, since Microsoft Forms doesn't really have a number field, you would need to convert the answer to an integer and also ensure that the correct value was entered on the form, or you will have the same issue of there being a mismatch.
TheFlowState 79 on at

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How to track multiple requests from Different Employees
David_MA 11,329 Super User 2025 Season 1 on at

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How to track multiple requests from Different Employees

For anyone to assist you, you will need to show the configuration of the actions and how the logic is determined of who the approval is supposed to be sent. Based on what you describe, it does not to appear to be an issue related to Power Automate but with the logic and how you've set up your flow. Since we cannot see how you've configured the flow and there are no descriptions to indicate what you are doing in each action, it is hard to offer advice except to double-check the logic you are using in the flow.