How to Set Up a Document Approval Workflow in SharePoint

Endless email chains, misplaced files, and slow response times can bog down productivity. Thankfully, SharePoint and Microsoft Power Automate offer a streamlined solution for automating the document approval process. In this guide, we’ll walk you through setting up a document approval workflow in SharePoint using Power Automate.

Why Automate Document Approvals in SharePoint?

An automated approval workflow reduces manual tasks, ensures timely decisions, and provides a clear audit trail. By leveraging SharePoint and Power Automate, you can:

Automatically notify approvers when action is required
Track approval status in real-time
Reduce back-and-forth emails
Ensure a structured and efficient review process

Enabling the Modern Worker with the Microsoft Platform

Step-by-Step Guide to Setting Up a Document Approval Workflow

1. Select the Document for Approval

Begin by navigating to your SharePoint Document Library. Locate the file you need approved and select it.

2. Initiate the Approval Process

With your document selected:

Click on Automate in the command bar
Choose Request sign-off

This will trigger an approval request to the designated reviewer(s).

3. Monitor Approval Status

Once the approval request is sent, SharePoint tracks the status of the document.

Click on Sign-off status to filter documents by approval status
Use Group by sign-off status to view pending, approved, or rejected documents

4. Approving Documents via Outlook or Teams

Approvers will receive a notification in Outlook and Microsoft Teams, where they can review and approve the document directly. Once approved, SharePoint updates the status automatically.

Final Thoughts

Setting up an approval workflow in SharePoint using Power Automate eliminates inefficiencies and keeps your document management process organized. By automating approvals, your team can focus on higher-priority tasks instead of chasing down approvals.

Want to explore more ways Microsoft 365 and SharePoint can enhance your workflows? Speak with one of our experts at Velosio today!