How To Approve Documents In Sharepoint

Approving documents in SharePoint can be done through various methods, including manual management and automation tools. To streamline the process and improve workflow efficiency, organizations can utilize the content approval settings, Power Automate, and the built-in Approval workflow feature.

Manually managing content approval settings in SharePoint is one approach. By enabling content approval for submitted items in the library settings page, documents can be hidden from users until they are approved. However, this method can be time-consuming and laborious.

An alternative option is to automate the approval process with Power Automate. With this tool, organizations can create a flow that sets the content approval status of a document to “Approved” or “Rejected” based on the approval response. When a new file is added to the library, the flow triggers an approval request sent to assigned approvers. The document author is then notified via email with the approval status and any comments.

Additionally, SharePoint offers the Approval workflow feature. This feature allows users to create an approval process specifically for documents in a list or library. By selecting the Approval – SharePoint 2010 template and configuring workflow settings, organizations can designate task lists, history lists, start options, assignees, and due dates. When a new document is added to the library, an approval request is automatically sent to the assigned approvers. Approved documents can also be moved to a separate folder for better organization.

Overall, SharePoint provides multiple options for document approval, including manual management and automation tools such as Power Automate and the built-in Approval workflow feature. Streamlining the approval process not only saves time but also improves efficiency in document management. By adopting these methods, organizations can ensure a smoother workflow and better organization of their SharePoint documents.

Streamlining Document Approval with Power Automate and Approval Workflow in SharePoint

By utilizing Power Automate and the Approval workflow in SharePoint, organizations can automate their document approval process and achieve greater efficiency in document management.

To approve documents in SharePoint, there are different methods that can be used. One way is to manually manage the content approval settings in the library settings page, where you can require content approval for submitted items. This means that documents will not be visible to users until they are approved. However, this process can be tedious and time-consuming.

Alternatively, you can automate the approval process using a flow in Power Automate. In this flow, you can set the content approval status of the document to either Approved or Rejected based on the approval response. When a new file is added to the library, the flow triggers and sends an approval request to the assigned approvers. If the approval is received, the content approval status is set to Approved, and if it is rejected, the status is set to Rejected. The document author receives an email notification with the approval status and any comments.

Another method is to use the Approval workflow in SharePoint. This workflow allows you to create an approval process for documents in a list or library. You can select the Approval – SharePoint 2010 template and configure the workflow settings, such as the task list, history list, start options, assignees, and due dates. When a new document is added to the library, an approval request is sent to the assigned approvers. The workflow can be set to move the approved documents to a different folder.

Overall, the process of approving documents in SharePoint can be simplified and automated using either Power Automate or the built-in Approval workflow feature. These methods help to streamline the approval process and improve efficiency in document management.

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