SharePoint: Document Approvals with This Step-by-Step Guide!

Key insights

• SharePoint Approval is a process ensuring documents, list items, or pages are reviewed and approved before being published or visible to a wider audience. This maintains quality, compliance, and governance.


• There are three main types of SharePoint Approval Processes:
  • Content Approval: Basic built-in approval for documents in SharePoint Lists and Document Libraries requiring approval before visibility.
  
  
  • Power Automate Approval Workflow: Advanced workflows using Power Automate with features like multi-stage approvals and automatic rule-based approvals.
  
  
  • SharePoint Workflow Approvals: Legacy system now deprecated; Power Automate is recommended for modern use.


• The approval process involves:
  • User submits a document or item marked as Pending.
  
  
  • An approver reviews the submission with options to Approve, Reject, or Request Changes.
  
  
  • If Approved, content becomes visible; if Rejected, feedback is sent to the submitter.


• SharePoint Approvals are used in various areas including Document Libraries (contracts, reports), Lists (purchase requests), Site Pages, and Company Intranet Sites to control content visibility.


• The tutorial by Daniel Anderson provides a step-by-step guide on setting up document approvals in SharePoint to enhance workflow efficiency and organization.

Introduction to Document Approvals in SharePoint

In today's fast-paced digital world, managing document approvals efficiently is crucial for businesses aiming to maintain quality and compliance. Daniel Anderson, a recognized Microsoft MVP, has created a comprehensive tutorial on setting up document approvals in SharePoint. This video aims to help organizations streamline their workflows, ensuring that only authorized content reaches the broader audience. By leveraging SharePoint's robust features, businesses can enhance their document management processes, thereby boosting productivity and governance.

Understanding SharePoint Approval Processes

SharePoint offers several types of approval processes, each catering to different needs and complexities. Firstly, the **Content Approval** process is a basic built-in feature available in SharePoint Lists and Document Libraries. It requires documents to be approved or rejected before they become visible to most users. This process is managed through versioning settings in SharePoint, ensuring that only vetted content is accessible. Secondly, the Power Automate Approval Workflow provides an advanced level of customization. Utilizing Power Automate (formerly known as Flow), users can create custom approval workflows that support multi-stage approvals, conditional logic, and notifications. This flexibility allows documents or items to be approved automatically based on predefined rules, offering a more dynamic approach to content management. Lastly, the **SharePoint Workflow Approvals** represent a legacy method previously handled using SharePoint Designer or built-in workflows. Although deprecated in modern SharePoint, it highlights the platform's evolution towards more sophisticated solutions like Power Automate.

How SharePoint Approvals Function

The SharePoint approval process is straightforward yet effective. Initially, a user submits a document or list item, marking the content as pending. Approvers then receive a notification, either via email or Microsoft Teams, prompting them to review the submission. They have the option to approve, reject, or request changes to the content. Once the approval or rejection decision is made, the content's visibility is adjusted accordingly. Approved content becomes visible to users, while rejected content prompts a notification to the submitter, providing feedback for necessary revisions. This structured workflow ensures that content quality and compliance are maintained at all times.

Applications of SharePoint Approvals

SharePoint approvals are versatile and can be applied across various scenarios within an organization. Document Libraries serve as a common use case, where contracts, reports, and policies undergo approval processes to ensure accuracy and compliance. Similarly, Lists are used for managing purchase requests, leave requests, and other operational tasks that require oversight. Moreover, Site Pages benefit from approvals by ensuring that only reviewed and approved pages are published, maintaining the integrity of the organization's online presence. Company Intranet and Communication Sites also utilize approvals to control content visibility, safeguarding sensitive information and maintaining a professional standard.

Challenges and Trade-offs in SharePoint Approvals

While SharePoint approvals offer numerous benefits, organizations must navigate certain challenges and trade-offs. Implementing a robust approval process requires careful planning and consideration of the organization's unique needs. Balancing the complexity of workflows with user accessibility is crucial to ensure that the system is both effective and user-friendly. Additionally, training and support are essential for successful adoption. Users must understand how to navigate the approval process and utilize the available tools effectively. Organizations must invest in resources to provide ongoing education and support, ensuring that the system continues to meet evolving business needs.

Conclusion and Final Thoughts

Daniel Anderson's tutorial on setting up document approvals in SharePoint offers valuable insights into optimizing document management workflows. By understanding the various approval processes available and their applications, organizations can make informed decisions about implementing the most suitable solutions for their needs. Ultimately, SharePoint approvals provide a structured approach to content management, enhancing quality, compliance, and governance. With careful planning and execution, businesses can leverage these tools to drive efficiency and success in their digital operations.

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