SharePoint: Automate work with SharePoint content processes

Key insights

• Automate Work with SharePoint: Utilize SharePoint's AI features to streamline content processes, including autofill metadata, document translation, and seamless integrations with Microsoft Power Automate.


• Modern Approvals in Lists & Document Libraries: Enable modern approvals for list items or files using built-in list templates like Content Scheduler and Travel Requests. Configure approvals through the Automate dropdown menu.


• Create Approval Requests: Initiate approval requests by selecting an item or file from a list or library. Use the Approver(s) field to enter approvers and add details about the request. Status changes to Requested upon creation.


• Responding to Approval Requests: Approve or reject requests via the approvals dialog box in SharePoint or Microsoft Teams' Approvals app. Requestors can cancel requests if needed.


• Approval History & Limitations: View approval history via Approval details in SharePoint or the Teams Approvals app. Note limitations like permissions issues and automatic request cancellations if items change.


• Affects on Other Features: Enabling modern approvals turns off Lists sync automatically. Content approval is not integrated with modern approvals, affecting certain conditions and filters in list rules.

Introduction to SharePoint Automation

SharePoint, a powerful tool by Microsoft, has evolved significantly over the years. In a recent demonstration video, Microsoft showcased how SharePoint can automate content processes, thereby streamlining workdays and enhancing productivity. This video, presented by Cory Newton-Smith and Nate Tennant, highlights the integration of new AI features such as autofill metadata, document translation, streamlined approvals, and seamless integrations with Microsoft Power Automate. These advancements are designed to enhance the overall SharePoint experience, making it an indispensable tool for businesses looking to optimize their workflows.

AI Features Transforming SharePoint

The introduction of AI features in SharePoint marks a significant leap forward in content management. Autofill metadata, for example, simplifies the process of categorizing and tagging documents, reducing the time spent on manual data entry. Document translation is another remarkable feature, enabling users to translate content seamlessly, thus breaking down language barriers and fostering global collaboration. Streamlined approvals further enhance efficiency by automating the approval process, ensuring that tasks are completed swiftly without unnecessary delays. These features, when combined with Microsoft Power Automate, offer a robust solution for automating repetitive tasks, thereby allowing employees to focus on more strategic activities.

Approvals in Lists and Document Libraries

One of the standout features discussed in the video is the modern approvals system in SharePoint's lists and document libraries. This feature allows users to create and manage approval requests for list items or files with ease. By utilizing built-in list templates such as Content Scheduler with approvals and Travel Requests with approvals, organizations can quickly implement a structured approval process. Users can enable or disable modern approvals through the Automate dropdown, providing flexibility and control over the approval workflow. However, it's important to note that if a list item changes during the approval process, the request is automatically canceled, which could pose challenges if not managed carefully.

Challenges and Limitations

While the new features offer numerous benefits, there are also challenges and limitations to consider. For instance, if an approver lacks permission to view a list item, the approval request does not automatically grant access. This requires manual intervention to ensure that the approver can review the necessary information, potentially slowing down the process. Additionally, if a list item is edited or deleted, active approval requests are canceled, which could disrupt workflows. Users must be vigilant in managing these requests to prevent unnecessary cancellations. Furthermore, while the Approvals app in Teams provides a comprehensive view of all approval activities, it requires users to switch between platforms, which might not be ideal for everyone.

Integration with Microsoft Teams

The integration of SharePoint approvals with Microsoft Teams is a noteworthy development. The Approvals app in Teams allows users to manage approval requests efficiently, offering options to approve, reject, follow up, or reassign requests. This integration ensures that all approval activities are centralized, providing a clear overview of ongoing processes. However, users must navigate between SharePoint and Teams to access full functionality, which could be cumbersome for those unfamiliar with both platforms. Despite this, the integration enhances collaboration and communication, making it easier for teams to work together on shared projects.

Conclusion and Future Prospects

In conclusion, the automation capabilities introduced in SharePoint represent a significant advancement in content management. By leveraging AI features and integrating with Microsoft Power Automate and Teams, SharePoint offers a comprehensive solution for streamlining workflows and enhancing productivity. However, organizations must carefully manage the challenges and limitations associated with these features to fully realize their potential. As SharePoint continues to evolve, it is likely that Microsoft will address these challenges, further refining the platform to meet the needs of its diverse user base. Businesses looking to stay competitive in the digital age should consider embracing these new capabilities to optimize their operations and drive growth.

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