How To Create An Approval Flow In Sharepoint?

Are you looking for a way to streamline business processes in your organization? Are you looking for an efficient way to get approvals for documents in SharePoint? If so, you’re in the right place. In this article, we will discuss how to create an approval flow in SharePoint, the various components of an approval flow, and how to set one up in your organization. By the end of this article, you will have the knowledge and tools to set up an effective approval flow in SharePoint. So, let’s get started!

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What is an Approval Flow in SharePoint?

An Approval Flow in SharePoint is a powerful tool that helps streamline the process of approving documents and other types of content. With this feature, a user can create an automated workflow that requires approval from multiple stakeholders before a document can be published or shared. This makes it easier to ensure that all parties involved in the creation and publication of a document have been consulted and that appropriate approvals have been obtained.

The Approval Flow feature in SharePoint is a great way to ensure that documents and other types of content meet the necessary requirements before being shared. It also helps to ensure that the document is accurate, up-to-date, and approved by the right people. This helps to save time and resources and ensures that important information is shared in a timely manner.

How to Create an Approval Flow in SharePoint

Creating an Approval Flow in SharePoint is a simple process that can be completed in just a few steps. The first step is to open the “Site Contents” page in SharePoint and click on “Workflows”. This will open a page with the option to create a new workflow.

The next step is to choose a “Template” from the options provided. This will open up a page that shows the different workflows that are available. The user should choose the most appropriate workflow for their needs.

Once the user has chosen the appropriate workflow, they should then click “Next”. This will open a page that will ask the user to provide details on the workflow such as the workflow name and description, the list or library that the workflow will be associated with, and the users or groups that will be involved in the approval process.

Step by Step Guide

1. Open the “Site Contents” page in SharePoint and click on “Workflows”.

2. Choose a “Template” from the options provided.

3. Enter the workflow name and description, the list or library that the workflow will be associated with, and the users or groups that will be involved in the approval process.

4. Click “Next” to open the page where the user can configure the workflow.

5. On the “Configure Workflow” page, the user should select the “Start Options”, such as when the workflow should start and who should be notified when the workflow is started.

6. The user should then select the “Actions”, such as who should be notified when the workflow is in progress, who should approve the document, and who should be notified when the document is approved.

7. Once the user has configured the workflow, they should click “Save” to save the workflow.

8. The user should then click “Publish” to publish the workflow.

9. The user should then click “Start” to start the workflow.

10. The user should then monitor the workflow to ensure that it is running as expected.

Testing the Workflow

Once the workflow is published, it is important to test it to ensure that it is running as expected. To test the workflow, the user should open the list or library where the workflow is associated with and select the document that needs to be processed.

The user should then click “Start Workflow” to initiate the workflow. This will open a page that shows the current status of the workflow. The user should then click “View History” to view the history of the workflow.

The user should then review the history to ensure that the workflow is running as expected. If any issues are found, the user should take the necessary steps to resolve the issues.

Troubleshooting Common Issues

If the user encounters any issues when using the Approval Flow in SharePoint, they should first try to troubleshoot the issue. Common issues that can occur include the workflow not starting, the workflow not completing, or the workflow not working as expected.

If the workflow is not starting, the user should check the Start Options to ensure that the workflow is configured correctly. The user should also check to ensure that the necessary users or groups have been added to the workflow.

If the workflow is not completing, the user should check the Actions to ensure that all necessary actions have been completed. The user should also check to ensure that all necessary users or groups have taken the necessary actions.

If the workflow is not working as expected, the user should review the history of the workflow to identify any errors or issues. The user should then take the necessary steps to resolve the issue.

Managing the Workflow

Once the workflow is running as expected, the user should manage the workflow to ensure that it continues to run as expected. The user should monitor the workflow to ensure that all necessary users or groups are taking the necessary actions.

The user should also check the history of the workflow to ensure that all necessary actions have been taken. If any issues are found, the user should take the necessary steps to resolve the issues.

Using the Workflow for Multiple Documents

The Approval Flow in SharePoint can be used for multiple documents. To use the workflow for multiple documents, the user should open the list or library where the workflow is associated with. The user should then select the documents that they would like to process and click “Start Workflow”.

The user should then monitor the workflow to ensure that all necessary actions are taken. If any issues are found, the user should take the necessary steps to resolve the issues.

Viewing the Workflow History

The user can view the history of the workflow by opening the list or library where the workflow is associated with and selecting the document. The user should then click “View History” to view the history of the workflow.

The user should then review the history to ensure that all necessary actions have been taken. If any issues are found, the user should take the necessary steps to resolve the issues.

Scheduling Workflows

The user can schedule workflow to run at regular intervals by opening the “Site Contents” page in SharePoint and clicking on “Workflows”. The user should then select the workflow that they would like to schedule and click “Schedule”.

The user should then enter the details of when the workflow should run, such as the start date, the end date, and the frequency. The user should then click “Save” to save the workflow schedule.

Using the Approval Flow in SharePoint with Microsoft Flow

The Approval Flow in SharePoint can be used in conjunction with Microsoft Flow. Microsoft Flow is a powerful automation platform that helps users create automated workflows that can be used to trigger notifications, send emails, and more.

To use the Approval Flow in SharePoint with Microsoft Flow, the user should open the list or library where the workflow is associated with and select the document. The user should then click “Flow” to open the Microsoft Flow page.

The user should then create a Flow for the document and add the necessary steps, such as sending emails or notifications to the necessary stakeholders, to complete the workflow. Once the Flow is created, the user should then click “Save” to save the Flow.

Monitoring and Troubleshooting Flows

Once the Flow is created, the user should monitor the Flow to ensure that it is running as expected. The user should also check the history of the Flow to ensure that all necessary actions have been taken.

If any issues are found, the user should take the necessary steps to resolve the issues. The user should also check the settings of the Flow to ensure that all necessary settings are configured correctly.

Frequently Asked Questions

What is an Approval Flow in Sharepoint?

An approval flow in Sharepoint is a feature that allows users to create a custom workflow for their documents or items. This workflow is designed to automate the approval process and keep track of the progress of the approval process. The approval flow is set up with the help of a graphical user interface, and can be used to route documents and items between users, groups, or departments.

The approval flow can be used to ensure that all documents or items have been reviewed and approved before they are published or moved to other locations. It can also be used to automate tasks such as sending notifications and reminders to users, and to manage the status of documents or items as they progress through the approval process.

How do I Create an Approval Flow in Sharepoint?

Creating an approval flow in Sharepoint requires the use of the Sharepoint Designer. This is a web-based tool that allows users to create and manage custom workflows. The Sharepoint Designer can be used to create a new approval flow from scratch, or to modify an existing approval flow.

To create an approval flow, users must first define the steps in the workflow, including the users and groups who should be involved in the approval process. They must also set up conditions that will be used to determine when the workflow should be triggered, and define the actions that will take place when the workflow is triggered. Once the workflow has been set up, users can then publish the workflow to Sharepoint and start using it for their documents and items.

How Do I Test an Approval Flow in Sharepoint?

Once an approval flow has been created in Sharepoint, users can test it by creating a new instance of the workflow. This allows users to test the workflow and make sure that it functions as expected. To test the approval flow, users must create a new document or item, and then initiate the workflow. This will start the approval process, and the user can then observe how the workflow progresses and make any necessary changes.

The Sharepoint Designer also provides a testing environment, which allows users to run a simulation of the approval flow. This allows users to safely test the workflow and make sure that it is functioning as expected before they publish it. Once the approval flow is tested and ready to be used, it can be published to Sharepoint and used for real documents and items.

What are the Benefits of Using an Approval Flow in Sharepoint?

Using an approval flow in Sharepoint provides numerous benefits to users. By automating the approval process, users can save time and effort, and ensure that all documents and items are reviewed and approved correctly. An approval flow can also be used to keep track of the progress of the approval process, and to send notifications and reminders to users when necessary.

Additionally, using an approval flow in Sharepoint allows users to configure the workflow to their specific needs. This gives users more control over the approval process, and allows them to customize the workflow for their specific requirements. Furthermore, the Sharepoint Designer provides a graphical user interface, which makes it easier for users to create and manage their approval flows.

What are the Limitations of Using an Approval Flow in Sharepoint?

Although an approval flow in Sharepoint provides many benefits to users, it also has some limitations. Approval flows can only be used to approve documents and items, and cannot be used to approve other types of content. Furthermore, approval flows are limited to the users and groups that have been set up in the workflow.

Additionally, approval flows are limited to the actions that can be configured in the workflow. This means that users cannot add additional actions or change the actions that have already been configured. Finally, approval flows can only be used on documents and items that have already been stored in Sharepoint, and cannot be used for documents and items that are stored outside of Sharepoint.

Create Simple Document Approval Flows using Power Automate & SharePoint

In conclusion, creating an approval flow in SharePoint is a great way to streamline the approval process for documents and other tasks. It’s a simple process that allows you to quickly and easily set up an approval process for any type of content stored in SharePoint. With the ability to customize the flow to fit your specific needs, SharePoint’s approval flow is an invaluable asset for any organization.