SharePoint Online is a powerful platform that enables organizations to efficiently manage their documents and collaborate with colleagues in a secure manner. One of the most valuable features of SharePoint Online is its ability to automate document approval workflows, streamlining the document review process and ensuring that all documents are properly reviewed and approved before they are published or shared.

In this blog post, we will explore how to use SharePoint Online for document automation and approval, and how to leverage Power Automate to create a more streamlined approval process.

Create a Document Library

The first step in automating document approval workflows in SharePoint Online is to create a document library. A document library is a container that stores documents, and it provides features such as versioning, check-in and check-out, and document approval workflows.

Enable Document Approval

Once you have created your document library, the next step is to enable document approval. Document approval ensures that all documents are properly reviewed and approved before they are published or shared. To enable document approval in SharePoint Online, follow these steps:

  1. Go to your document library and click on the gear icon in the top right corner.
  2. Select “Library settings” from the drop-down menu.
  3. Click on “Versioning settings” under the “General Settings” section.
  4. Scroll down and select “Yes” under “Require content approval for submitted items?”.
  5. Click on “OK” to save your changes.

Create a Power Automate Flow

The final step in automating document approval workflows in SharePoint Online is to create a Power Automate flow. A flow is a sequence of actions that are triggered by a specific event, such as a document being uploaded to the document library. To create a Power Automate flow for document approval in SharePoint Online, follow these steps:

  1. Go to Power Automate and click on “Create” in the top navigation menu.
  2. Select “Automated cloud flow” and give your flow a name.
  3. Under “Choose your flow’s trigger”, select “When a file is created or modified (properties only)”.
  4. Select your SharePoint Online site and document library.
  5. Under “Choose an action”, search for “Start and wait for an approval”.
  6. Configure the approval settings, such as approver, due date, and approval outcome options.
  7. Save your flow.

Using SharePoint Online for document automation and approval can significantly improve your organization’s efficiency and productivity. By creating a document library, enabling document approval, and creating a Power Automate flow for approval, you can streamline the document review process and ensure that all documents are properly reviewed and approved before they are published or shared.

If you are new to SharePoint Online or Power Automate or are looking for more advanced automation capabilities, consider partnering with a SharePoint consulting firm. SharePoint consultants can help you maximize the potential of your SharePoint Online platform and ensure that you are leveraging all of the features and functionalities available to you.

Adnan, a distinguished professional, boasts an impressive track record as a Microsoft MVP, having achieved this prestigious recognition for the eighth consecutive year since 2015. With an extensive career spanning over 18 years, Adnan has honed his expertise in various domains, notably excelling in SharePoint, Microsoft 365, Microsoft Teams, the .Net Platform, and Microsoft BI. Presently, he holds the esteemed position of Senior Microsoft Consultant at Olive + Goose. Notably, Adnan served as the MCT Regional Lead for the Pakistan Chapter from 2012 to 2017, showcasing his leadership and commitment to fostering growth within the tech community. His journey in the realm of SharePoint spans 14 years, during which he has undertaken diverse projects involving both intranet and internet solutions for both private and government sectors. His impact has transcended geographical boundaries, leaving a mark on projects in the United States and the Gulf region, often collaborating with Fortune 500 companies. Beyond his roles, Adnan is a dedicated educator, sharing his insights and knowledge as a trainer. He also passionately advocates for technology, frequently engaging with the community through speaking engagements in various forums. His multifaceted contributions exemplify his dedication to the tech field and his role in driving its evolution.

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One reply on “Document Automation and Approval in SharePoint Online”

  • bitley t
    May 9, 2023 at 11:07 am

    Great post on document automation and approval in SharePoint Online! As more and more businesses shift towards digital processes, it’s essential to have streamlined solutions that make document management easier. Your post highlights how SharePoint Online can automate approvals, reducing the time and effort required for manual review processes. With its user-friendly interface and customizable features, SharePoint Online is an excellent choice for businesses looking to enhance their document management capabilities. Thanks for sharing this informative post!