welcome to XRM blog

Keep in touch with latest CRM/ERP articles

To remain competitive your organisation must be efficient across the business process spectrum. To do so you need to take sound decisions based on a balance between the cost and risk. To do so you will be heavily dependent on your content management in itself needs...

image
Blog

SharePoint Document Approval

By Anurag on 7/13/2023

In SharePoint, we store and manage the number of documents, or we can say that SharePoint is called a document management system. In SharePoint, users can control the life cycle of documents with higher flexibility and manage the security of documents. So, In SharePoint, we can manage the document in several ways. In this document, we are looking for the SharePoint document approval process.

In the SharePoint document approval process, we store all the documents in the SharePoint document library, and documents that contain sensitive information require approvals from our senior authority or management. With the content approval feature in SharePoint, we can put a simple approval process for documents in a specific document library so that we can publish a correct version of the document. Using this SharePoint approval process, pending or draft versions of documents will not be visible to users until your authority approves these documents.

Requirement Description:

In the SharePoint Document, library users upload the document according to our work to maintain the organization. The user always made some changes on the document, but the organization wants the document to always be published with the current version of the document. And the documents will not be visible for other users until they are approved by the approval group with the current version.

The approval group approves the document team notification on send the email to approve the document with our feedback to maintain the organization's work.

To activate this approval setting, follow the below points:

1. To enable the approval process, first we must enable the versioning setting of the SharePoint document library. 

  • Go to the SharePoint document library setting.
  • In the library setting inside General Setting click on "Versioning Settings" option.
  • Select "Yes" from content approval section.

2. After enabling this setting, we can set a version of the created document. We can set up two types of versions.

  • Draft (if minor and major versions are enabled)
  • Pending (if only the major version is enabled)

3. We also have the option to set who can see and manage the draft item.

4. With the power automation integration design the flow to send the document for approval to-Approval groups or approver (single user).

5. To approve or reject the document the user needs SharePoint site owner or site permission.

6. We can set up the power automated flow according to our requirement for document approval.

Steps to design the Power automated Flow.

1. When a file is created in the document library it will set the "Draft" version on the initial stage.

2. Users can make changes to your document or edit the document.

3. After all the changes are made to the user's document, they can submit the document for approval. It will set the "Pending" status of your document till the document is not approved.

4. Users have set up the trigger of the flow when the document is in pending status.

@equals(triggerOutputs()?['body/{ModerationStatus}'],'Pending')

5. On the other hand, When the document is in pending status user's flow starts running and sends an email or team notification to your management team or senior authority to approve or reject the document.

6. If your document is approved, it will set the status "Approved" to your document; if your document is rejected, it will set the status "Reject" to your document.

Here is the final snapshot of the Power automated flow that has been configured.

Advantages of the document approval process:

1. An approval workflow automatically manages the document or assign review tasks and track the progress of the document. Also, send reminder notifications or emails when needed.

2. It will save time and effort or manage the approval process in a structured way.

3. We can set the option that no one can see user's document till their document is approved except the site owner. It will manage the security level of their documents.

4. The approval process manages the team interaction for specific documents and always publishes the correct version of user's document.

5. It centralized the document in one place and followed all the processes easily. It will also manage the number of employees' documents according to their permission.

6. It is much easier for approval groups or management to approve, review, and submit the final approval for the document.

SharePoint 2013
Design the Power Automated Flow
SharePoint Document Approval
Author
Blog Calendar
Blog Calendar List
2024 Apr  1  4
2024 Mar  19  4
2024 Feb  19  3
2024 Jan  6  7
2023 Dec  9  6
2023 Nov  25  5
2023 Oct  76  12
2023 Sep  183  9
2023 Aug  55  7
2023 Jul  31  5
2023 Jun  20  4
2023 May  43  5
2023 Apr  30  5
2023 Mar  88  6
2023 Feb  99  5
2023 Jan  37  4
2022 Dec  94  7
2022 Nov  247  2
2022 Sep  13  1
2022 Aug  27  2
2022 Jun  7  2
2022 May  3  2
2022 Apr  6  2
2022 Mar  1  1
2022 Feb  2  1
2022 Jan  1  1
2021 Dec  3  1
2021 Nov  2  1
2021 Oct  1  1
2021 Sep  11  1
2021 Aug  37  5
2021 Jul  36  4
2021 Jun  1200  5
2021 May  31  3
2021 Apr  1986  3
2021 Mar  188  5
2021 Feb  2061  7
2021 Jan  2939  9
2020 Dec  431  7
2020 Sep  73  3
2020 Aug  669  3
2020 Jul  124  1
2020 Jun  74  3
2020 Apr  68  3
2020 Mar  12  2
2020 Feb  27  5
2020 Jan  34  7
2019 Dec  17  4
2019 Nov  29  1
2019 Jan  23  2
2018 Dec  58  4
2018 Nov  68  3
2018 Oct  18  3
2018 Sep  1128  11
2018 Aug  7  2
2018 Jun  13  1
2018 Jan  68  2
2017 Sep  585  5
2017 Aug  17  1
2017 Jul  17  2
2017 Jun  62  2
2017 May  21  1
2017 Apr  35  2
2017 Mar  135  4
2017 Feb  773  4
2016 Dec  203  3
2016 Nov  820  8
2016 Oct  304  10
2016 Sep  695  6
2016 Aug  39  1
2016 Jun  1868  6
2016 May  110  3
2016 Jan  71  2
2015 Dec  460  6
2015 Nov  4  1
2015 Oct  13  1
2015 Sep  1464  6
2015 Aug  14  1
2015 Jul  128  2
2015 Jun  10  1
2015 May  20  1
2015 Apr  30  3
2015 Mar  80  3
2015 Jan  5334  4
2014 Dec  17  1
2014 Nov  2257  4
2014 Oct  68  1
2014 Sep  107  2
2014 Aug  5272  1
2014 Jul  48  2
2014 Apr  2578  12
2014 Mar  300  17
2014 Feb  220  6
2014 Jan  1510  16
2013 Dec  21  2
2013 Nov  688  2
2013 Oct  256  3
2013 Sep  11  1
2013 Aug  40  3
2013 Jul  214  1
2013 Apr  57  6
2013 Mar  2272  10
2013 Feb  127  3
2013 Jan  340  2
2012 Nov  57  2
2012 Oct  498  10
Tag Cloud
Interested in our services? Still not sure about project details? get a quote