Automating Document Approval in SharePoint: Streamline Workflows with Power Automate

Info! This blog is based on hands-on experience with Microsoft 365 tools. All steps and screenshots are original and designed to help implement workflows with confidence.

In today’s fast-paced digital workplace, manual document approval workflows can significantly slow down productivity and increase the risk of human errors. Now, imagine a system where documents are automatically routed for approval the moment they’re uploaded, and stakeholders receive instant notifications to review them—all without any manual intervention. With Microsoft Power Automate and SharePoint, this vision becomes a reality.

This blog post walks through the process of automating document approval workflows for files uploaded to a SharePoint folder. Whether managing contracts, invoices, or project deliverables, the steps outlined will help streamline processes, reduce delays, and maintain accountability.

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Why Automate Document Approvals?

Manual approval workflows often lead to inefficiencies and frustrations. Some common challenges include:

• Time-consuming follow-ups with approvers.
• Risk of oversight when emails or requests get lost in the shuffle.
• Inconsistent tracking of approvals and rejections.

By automating approvals, the following benefits can be achieved:

• Accelerated turnaround time for critical documents.
• Reduction of human error through predefined rules and automatic workflows.
• Clear audit trails to ensure compliance and transparency.

Let’s explore how to automate these approvals on a SharePoint site!

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Prerequisites

Before starting, ensure the following are in place:

1. A Microsoft 365 account with access to SharePoint and Power Automate.
2. A SharePoint site (e.g., https://yourcompany.sharepoint.com/sites/YourTeamSite) with a document library and a PreApproval folder.
3. Permissions to create flows in Power Automate.

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Step 1: Create a Flow in Power Automate

1. Log in to Power Automate: Visit Power Automate and sign in using Microsoft 365 credentials.
2. Start a New Flow: Click Create > Automated cloud flow.
   • Name the flow (e.g., “Document Approval Workflow”).
   • Select the trigger “When a file is created in a folder”, then click Create.

   

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Step 2: Configure the SharePoint Trigger

This trigger ensures the flow starts whenever a file is uploaded to the PreApproval folder.

1. Configure the Trigger:
   • Site Address: Enter the SharePoint site URL (e.g., https://yourcompany.sharepoint.com/sites/YourTeamSite).
   • Library Name: Select the document library (e.g., “Documents”).
   • Folder: Specify the folder path (e.g., /PreApproval).
   • Click Show advanced options if there is a need to filter by file type or metadata.

   

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Step 3: Set Up the Approval Process

Now, set up the approval action that will notify approvers and track responses.

1. Add an Approval Action:
   • Click + New step > Start an approval.
   • Approval Type: Choose “Approve/Reject – First to respond” (or “Wait for all responses” for multiple approvers).
   • Title: Use dynamic content such as “Approve Document: {Name}” (replace {Name} with the file name).
   • Assigned To: Enter the approver’s email address.
   • Details: Include a message like, “A new document requires review. Click the link below to access it.”
   • Item Link: Insert dynamic content {Link to item}.

   

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Step 4: Handle Approval Outcomes

A Condition action can be added to handle the approval or rejection outcome.

1. Add a Condition:
   • Condition: If {Outcome} (from the approval step) equals “Approve”.
2. If Approved:
   • Notify the Uploader: Send a confirmation email (via “Send an email V2”) to notify that the document has been approved.

   

   • Move File: Use the “Move file” action to transfer the document to an Approved folder.
     • Configure the destination library and folder path.

   

3. If Rejected:
   • Notify the Uploader: Send a rejection email with feedback and next steps.
   • Move File: Use “Move file” to move the document to a Rejected folder.

   

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Step 5: Test and Deploy

1. Save the Flow: Click Save to finalize the workflow.
2. Test with a Sample File: Upload a document to the PreApproval folder.
   • The approver should receive an email or Teams notification.
   • Verify that the document is moved to the appropriate folder (Approved or Rejected) based on the approver’s response.

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Enhancements for Advanced Users

For those looking to take automation to the next level, consider these advanced enhancements:

1. Multi-Stage Approvals: Add sequential approvals by using multiple “Start an approval” actions.
2. Logging: Record approval details in a SharePoint list or Excel sheet for better tracking.
3. Deadlines: Set approval time limits by using the “Delay until” action to ensure timely responses.

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Conclusion

Automating document approvals in SharePoint with Power Automate eliminates bottlenecks, ensures consistency, and frees up the team to focus on high-value tasks. This self-sustaining workflow handles approvals, rejections, notifications, and file organization seamlessly.

Ready to optimize document management? Start building the approval flow today and watch efficiency soar!

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Got questions? Drop a comment below or reach out for expert guidance!