documents must often be approved by someone else than the author before they are
made available to more users.
In a series of Tips articles, Peter Kalmström, kalmstrom.com CEO and
Systems Designer, will suggest different ways to handle
This article describes an approval method that does not
use a workflow, but subsequent articles will introduce more
advanced options with workflows and flows.
SharePoint document libraries has an approval setting,
which is disabled by default When it is enabled, each new or changed document
must be approved. Only when the document has been
approved will it be shown to all users of that library.
When the approval setting is enabled, a new column
called 'Approval Status'
is created automatically.
In the library settings, you can also decide which
permission should be requested by the users who will
approve or reject new and changed files. The default setting when approval is required is "Only users who can approve items (and the author of the item) ".
We recommend you to keep it that way and give the people who should approve Approvers permission.
As the approval setting will apply to all documents in
the library, it is suitable to have separate libraries
for files that need approval and other libraries for files that can be
A drawback of using the built-in
approval functionality is that the approval is not registered as a modification of the item.
This means that the approval is not shown in the version history,
so there is no easy way to see who made the approval.
When you have enabled approvals, you can also use
major and minor versions to track document changes.