or changed business documents must often be approved by
someone else than the author before they are made available
to more users.
The approval process can be configured and managed in many
different ways, and each organization should consider which
is the best method for their specific situation.
In this article Peter Kalmström, kalmstrom.com CEO and Systems
Designer, shows how a flow works with the SharePoint built-in
approval status column compared with a custom column.
In a few Tips articles in the
Workflows series, Peter Kalmström, kalmstrom.com CEO
and Systems Designer suggests various ways to handle approvals
of documents in SharePoint libraries. He shows how manage
approvals without a workflow and how to use the built-in
Peter also explains how you can enable approvals in a list
or library and thus get an automatically created 'Approval
Status' column, and he discusses advantages and drawbacks
with this column.
If you have not studied these articles, we recommend you
to do that before you decide on one of the Flows below.
Flow with the built-in 'Approval Status' column
In the first demo below, Peter shows how to use a flow template
that sends an e-mail when a new item is added to a Procedures
document library that has approvals enabled and thus an
automatically added 'Approval Status' column.
NOTE: Microsoft has made a slight change of template name since the demo was recorded. The template is now called "Send approval email when a new item is added".
This flow is easy to create, and it gives a nice e-mail
where items can be approved. But the flow only sends an
e-mail to the approver and then one with the result to the
author of the document.
This flow does not update the status in the document
library, because currently the built-in Approvals column
it cannot be combined with an "update item" action. This
has to be done manually for each item.
In the demo below, Peter creates a custom column for approval
status. Then he updates the Flow with an "update item" action
that sets the status value to Approved if the selected option
(Approve) is equal to Yes and to Rejected if the selected
option is equal to No.