Tag: sharepoint approval workflow

sharepoint approval workflow, SharePoint’s approval workflow feature allows documents or items in a SharePoint list or library to be routed to one or multiple individuals for their approval or rejection. This is beneficial for maintaining quality control and ensuring that only approved content gets published or distributed.

Here’s a basic step-by-step guide to set up an approval workflow in SharePoint:

1. Access the Desired Library/List:
   • Navigate to the SharePoint site where your desired list or library resides.
2. Open Library/List Settings:
   • If you’re working with a document library, click on the ‘Library’ tab. For a list, it might be the ‘List’ tab.
   • Choose ‘Library Settings’ or ‘List Settings’ from the ribbon.
3. Choose ‘Workflow Settings’:
   • Under the ‘Permissions and Management’ section, click on ‘Workflow settings’.
4. Select a Workflow:
   • Click on ‘Add a workflow’.
   • From the list of available workflows, choose ‘Approval – SharePoint 2010’. Note that depending on your SharePoint version, this might slightly differ.
5. Configure Workflow:
   • Provide a unique name for the workflow.
   • Choose the task list where tasks for this workflow will be created. Usually, this will be the ‘Tasks’ list by default.
   • Choose the history list where the workflow history will be saved. Typically, it’s the ‘Workflow History’ list.
   • Set the ‘Start Options’. Decide if you want the workflow to start manually or automatically when a new item is created or an existing item is changed.
6. Define Approvers:
   • In the ‘Start Approval Process’ section, click on ‘Approvers’. Here, you can define individuals, groups, or even managers of the document creator as approvers.
   • Set the order of approval if you have multiple approvers. This can be in parallel (all at once) or serial (one after the other).
7. Configure Workflow Settings:
   • Set the due date for tasks and task duration.
   • Define what should happen upon approval or rejection (e.g., send an email, set content approval status, etc.).
   • Configure additional settings like enabling content approval, enabling versioning, or using digital signatures.
8. Save & Publish:
   • Once all settings are configured, click ‘Save’ to add the workflow to the list or library.
   • If you’ve set the workflow to trigger manually, users will now have the option to start the approval workflow for specific items or documents.

Once the workflow has been initiated, the designated approvers will receive task assignments either in SharePoint or via email notifications (if configured). They can then approve, reject, or request changes.

Remember, these steps are a basic guide. Depending on your SharePoint version and configuration, the exact steps or options might vary slightly. Additionally, with tools like SharePoint Designer or Power Automate, you can create even more complex and customized approval workflows.