SharePoint: Workflows, Approvals & Rules

Key insights

• Workflows now live directly in SharePoint lists and libraries, so you don’t need to switch tools; automation runs next to your files and items for faster action.


• Quick Steps add lightweight, button-based automations in the grid view—create no-code action buttons, reuse guided steps, and act on selected items instantly using metadata as logic.


• Approvals are simpler and stronger with one-click enablement, default approvers (locked from user changes), ordered multi-stage flows, and in-context tracking inside SharePoint and the Teams Approvals app.


• Rules let you trigger notifications or actions automatically when an item changes, a file is created, or a condition is met, removing repetitive manual steps.


• AI-powered automation and platform updates reduce technical overhead for business users, speed up decision cycles, and make common processes possible without complex Power Automate builds.


• SPFx and modernization tools support custom interfaces and migration from legacy flows (like SharePoint 2013 workflows), improving security, extensibility, and long-term support for enterprise automations.

Overview of the Video

In a concise YouTube walkthrough, Reza Dorrani demonstrates how SharePoint brings automation closer to users by embedding new features directly in lists and libraries. He highlights how these changes reduce the need to flip between tools, so teams can act where their content lives. Consequently, the video focuses on four main updates—built-in Workflows, Quick Steps, enhanced Approvals, and Rules—and shows each feature in real scenarios. As a result, viewers can see practical examples that clarify how everyday tasks become faster and more visible.

New Built-in Automation Features

First, Dorrani shows that Workflows now appear directly in SharePoint lists and libraries, which simplifies basic process automation for non-developers. Moreover, the update eliminates many small context switches because users no longer need to build simple automations in separate tools. For teams that handle frequent repetitive tasks, this means quicker setup and less technical overhead than creating a flow for every case. However, it also means complex scenarios may still require more advanced tools.

Second, the video spotlights Quick Steps, a lightweight, button-based automation available in the grid view that acts on selected items. With Quick Steps, users can create no-code action buttons, rely on existing metadata for logic, and reuse guided actions for repeatable work. Consequently, these buttons speed up routine decisions and reduce delay, which is especially useful when responses must be fast. Yet, organizations should balance convenience with governance to avoid sprawl of unmanaged quick actions.

Improved Approvals and Rules

Dorrani demonstrates the new in-context Approvals experience that aims to simplify common scenarios without custom flows, and he walks through multi-stage and ordered approval setups. In addition, the updates introduce one-click enablement and support for default approvers, which can speed deployments for teams with predictable approver lists. Because default approvers sometimes cannot be changed by end users, administrators gain consistency while power users may find this restrictive for exceptional cases. Furthermore, approvals now show tracking inside SharePoint and sync with the Teams Approvals app for clearer visibility across tools.

The video also explains Rules, which trigger actions like notifications when items change, new files appear, or specific conditions are met. These rule-based triggers help automate routine monitoring and alerts so people can focus on higher-value work. Nevertheless, rules that are too broad can generate noisy notifications, so teams must design conditions thoughtfully to avoid alert fatigue. Therefore, combining rules with careful metadata design improves relevance and reduces unnecessary interruptions.

Tradeoffs and Governance Challenges

While the embedded automations lower the barrier for business users, Dorrani notes several tradeoffs that organizations must consider before widespread adoption. For example, ease of use can lead to many local automations that are hard to track, which increases the burden on governance and compliance teams. Moreover, some complex workflows still require tools like Power Automate or custom SPFx solutions to meet enterprise requirements, so teams must decide when to use simple in-place automations versus centralized flows. Consequently, IT leaders must balance user empowerment with policies that ensure maintainability, auditing, and security.

Migration from legacy systems represents another challenge, especially for organizations with on-premises deployments or long-standing custom flows. Transitioning away from older workflow platforms demands planning for data, approvals history, and integrations with other systems. In addition, administrators must weigh the cost of retraining staff against the operational gains that come from faster, more visible automations. Thus, a phased rollout with clear governance often works best.

Practical Impact and Best Practices

Overall, Reza Dorrani’s demonstration suggests teams will benefit immediately from faster approvals, tangible in-grid actions, and condition-driven rules that cut down manual steps. To make the most of these features, start with high-value scenarios that are simple to implement and monitor results before expanding. Furthermore, document default approver settings, naming conventions for Quick Steps, and rule criteria to keep automations discoverable and consistent. By doing so, organizations can unlock productivity gains while keeping control and traceability intact.

Keywords

sharepoint workflows, sharepoint approvals, sharepoint quick steps, sharepoint rules, power automate sharepoint, automate approvals in sharepoint, sharepoint workflow tutorial, modern sharepoint approvals