How to create a SharePoint Approval Workflow

Introduction

In this tutorial, we will guide you through the process of creating a SharePoint approval workflow using Power Automate. SharePoint's approval workflows help automate the approval process for various items, enhancing efficiency and reducing delays. By following these steps, you’ll be able to set up a basic approval workflow that can be adapted for more complex scenarios.

Step 1: Set Up Your SharePoint List

To begin, you'll need a SharePoint list to store the items that require approval. This list can include expense reports, purchase orders, or any other item needing approval.

• Go to your SharePoint site.
• Click on "Site Contents."
• Select "New" and then "List" to create a new list.
• Customize your list with necessary columns such as:
  • Title
  • Description
  • Requested By
  • Status

Step 2: Create Your Approval Workflow in Power Automate

Now that your SharePoint list is ready, you can create the approval workflow.

• Navigate to Power Automate

  • Open Power Automate in your web browser.
  • Click on "Create" to start a new workflow.

• Choose Your Trigger

  • Select the trigger "When an item is created or modified" from SharePoint.

• Add Conditions (Optional)

  • If needed, set up conditions to determine when an approval is required. For example, trigger the approval only if the expense amount exceeds a certain threshold.

• Add Approval Action

  • Use the "Start an approval" action to set up the details of the approval process:
    • Specify approver(s)
    • Set due date
    • Include any custom messages

• Handle Approval Outcome

  • After sending the approval request, handle the outcome by:
    • Using conditional branching to route the workflow based on whether the item was approved or rejected.

• Update SharePoint List

  • Update the status of the item in your SharePoint list to reflect the outcome, such as "Approved" or "Rejected."

Step 3: Advanced Approvals

For more complex scenarios involving multiple approvers, Power Automate offers features that allow you to:

• Route approval requests to multiple approvers based on criteria (e.g., department).
• Configure workflows for multiple stages of approval.
• Set up parallel approval paths and dynamic approver assignments.

Step 4: Leveraging SharePoint Designer for Custom Workflows

If you need highly customized workflows with complex logic, consider using SharePoint Designer.

• SharePoint Designer provides advanced functionality for developers and power users.
• Use it for creating custom workflows that require integration capabilities beyond what's available in Power Automate.

Conclusion

In this tutorial, you learned how to set up a basic SharePoint approval workflow using Power Automate. You can expand your workflow with advanced features to accommodate more complex approval processes. As you become familiar with these tools, consider exploring SharePoint Designer for even greater customization. Start automating your approval processes today to improve efficiency within your organization!