Create Simple Document Approval Flows using Power Automate & SharePoint

Watch a step-by-step guide to creating your own customized automated document approval system simply by using 1 Microsoft workflow.
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[@proffenixy5425]

Those adlibs you include within each step when you explain them, makes this to be the best tutorial for dummies. Thank you!

[@paulgre3793]

I’m not sure I have seen anyone explain tutorials better than this guy 🙏

[@scirocco86]

I just discovered your channel and I am already an addict. Merci!!

[@UCanDoIt2Mike]

Fabulous job on create a clear and concise tutorial on this topic. Extremely well done. Thank you!

[@preethika5812]

Thanks , Its very easy to understand and its crystal clear. I tried it simultaneously it worked 👌

[@YouAreMyUniverse]

Incredibly helpful, clear and very well presented. Thank you!

[@ziezo2000]

Great, that's a no nonsense video. Did it also simultaneously and worked spot on! thanks.

[@Majorphail79]

This video is clear and concise and made the task of setting up a document approval flow very easy. Well done!

[@competitivecomputingconsul133]

Great to hear! Thanks for watching and be on the lookout for our new videos each week. - CCC Team

[@ismailismaili0071]

You are the best I followed your video and everything works perfectly for me thank you

[@silvanio1980]

Thank you very much. Your explanation was enlightening!

[@denzlemcdonald]

Hello, Just to let you know that I’m due to start my new role with a Healthcare company as an Application Specialist. During my 1st & 2nd interview, I spoke about a document approval system I created at my recent employment and the managers whom I’m due to report to, are excited about this feature and may be asked to build one for them at some point. So thanks for the KZbin sessions you’ve done as they’ve been a blessing for my career 🙌🏾

[@Brian-vi7iy]

Good day , can you please help with document library system

[@carlocalingasan998]

thank you. This made me understand how flow works with Sharepoint and outlook.

[@zerobars3]

Very clear concise tutorial. Thanks for posting

[@cobenat117]

Absolutely outstanding, spectacular explanation.

[@nayasachin]

Thank you! This was awesome!

[@ashontayowens8010]

this was amazing. New subscriber!

[@phutruong1522]

it cleared my jobs alot

[@kensleylewis]

"the person who uploaded the file, is the person who last modified it" - gold!

[@competitivecomputingconsul133]

Thanks so much for watching! -CCC Team

[@priyanks5651]

Awesome video 👍🏻👍🏻 This will help me a lot. Thanks 😊

[@YakoubBouyahji]

hello and thank you very much for the video, i did exactly what you've done and i wanted to do some more so after the last step you did i added a second approval and a second move file trigger because i wanted to move the same file that was moved from file x to file y to move it to file z . the second approval worked but the second move did not and i always had a message saying how to fix the problem "To make this flow work, inspect the inputs to this action and ensure they would provide the correct inputs" and the problem is that flow cannot find the file in the file x so the first one. But it's normal because the file was successfully moved to file y. but i don't understand why flow is not looking in file y now. Should i maybe use another dynamic content instead of identifier? i tried item id but it didn't work. Thanks in advance for your answer

[@silja1787]

Thanks for this. Really helpful!

[@competitivecomputingconsul133]

Glad it was helpful! -CCC Team

[@askmaxtube]

Thank you for this video, very clear. We want our users to trigger a client on-boarding flow through forms, approvals, etc. We also wanted to let our managers view the state of each on-boarding flow (basically where it is in the flow, who is it waiting for, etc..) what would you recommend for us to be able to show the various flows and their statuses?

[@Nacguys]

hanks lot Sir.. You helping us..

[@MrLiefather]

Great video. I assume that it works perfect on existing Groups but it take some time to discover new once. I think it's time for coffee :)

[@amanchd80]

Nice workflow. Thank you for sharing. One condition came to my mind if a revised version of a document is reposted. Would flow run in that case.

[@matthewlee2950]

Great flow. Is there any sort of audit trail available, so we can see exactly who signed the invoice off? We're currently using Adobe to put a digital signature onto the doc, but this obviously isn't possible with the SharePoint flow (without an AdobeSign license anyway)

[@industryliaison]

This was exactly what I was looking for! Thank you!

[@competitivecomputingconsul133]

Thank you so much for watching! What else would you like to see? -CCC Team

[@industryliaison]

@@competitivecomputingconsul133 I'd love to see more complex flows - do you have anything for signrequest

[@dedysumytra9491]

Great tutorial, thanks for share

[@ammaryasser4851]

Was of great help, thanks a lot

[@competitivecomputingconsul133]

Glad it helped! -CCC Team

[@IndianmominSweden]

Is there anyway I can rename the link of the file to the file name? Also I am just getting the link in teams notification and not in email.

[@nikolavgustaffsen5908]

Thanks a lot!

[@TheEnamkhan]

great video!

[@WOWNumber9]

Great video! Can you please include instructions on deleting the document from the "PreApproved" folder, once it's moved to "Approved"?

[@vivekpj4478]

Good Video!!! The final link with the approved email is the old file link prior approval, is there an option to add the new moved file link in the approval emails?

[@LegendaryIdea]

That’s very useful info and thanks for uploading. I just wonder if it is possible to upload the approved document to SAP by using power automate?

[@petermactavish7314]

Thanks for the video. It was great. I wonder if there is a way to get the uploaders managers email address automatically from AD to send the request to?

[@MrManuelrochagomez]

Thank you !

[@heatherfeather2621]

Question: Can l assume the approver (team member) can edit the submitted file before approval in Teams?

[@eymeeable]

Helpful video. Thanks! How about approval of a folder with files in it?

[@dcafusca]

Thanks for the video. It didn't work on my sharepoint because I have the check-in and check-out option enabled, but I understood the idea and just need to see how to fix it.

[@monicajain2315]

Thankyou for great video. Is it possible to approve a document which exists on shared drive (and not on Teams, SharePoint or cloud)

[@shotcharts]

Thank you. I have a question. When I upload a folder with multiple files under it, it will create multiple flows corresponding to each file. How do I create a single flow only at the folder level?

[@jenwearing3076]

Hi, I followed this and the notifications come in and I am able to approve, I get another emails saying it's approved but the file remains in "pending" status in the library. Does anyone know what I'm missing? is this a disconnect between requiring content approval on the library and using power automate as the workflow tool?

[@TheTonycornejo]

Following the steps shown, I did not have the option to use the Dynamic Identifier in the SharePoint Move File, File to Move where I get to the Condition Branch setting up the Yes Branch. It only provides the option to pick SharePoint folders. I did do the setup in Teams Sharing. Any ideas on what I might look into what I've done wrong? or could this be an issue with the version of SharePoint?

[@npc118]

Hi there I’m trying to figure out a project I’m working on to where one of files uploaded to share point site it can be routed to someone for initial review with the recommendation from that person that would go to someone else to complete their part of the job almost like an approval and then when that person completes their part then it would be finalized not sure how to do this I’ve tried many flows and I’m not able to get the second part of it created is there something that can be done

[@UltratecJS]

Great video, what happens to the files that were rejected in Sharepoint? Do they just stay there? If they re-submit, does it replace the rejected one or just add a new one?

[@adminseeds8202]

hello, thank you for video, how i can run this work flow re-run?

[@taraoodlesngrodles1468]

Hi, is there a way to create this same workflow but have the modifier specify who they want the approval request to go to??

[@satheeshasokan6989]

Is it possible to implement the same workflow with onpremise unix file server, instead of sharepoint

[@hannimorcos7244]

Thanks for the vid. I am having some trouble - the flow is only being triggered if the file is modified or created within the pre-approved folder. I wont trigger if I move the file from another folder into the pre-approval folder.

[@AnkitPorwal91]

In case of items created in list with attachments. What is the size limit of the single file that can be uploaded as well the overall SharePoint size limit. Assuming someone's has MS 366 Business Premium account

[@brittsheff]

Hi! I followed the steps exactly (I think) and only problem is-- when the doc is approved and the person who posted the document (post-er) gets notified... In the body of the email you said to put the same link to the item as before... however, since the item was already approved, the original pathway to the item no longer exists because it was originally in the "pre-approved" folder... but once it's approved, it automatically moves to the "approved" folder. Does that make sense? Basically, when the post-er is notified via outlook that their document was approved... when they click on the "link to document" in the body of the email... it takes them to "page not found." Any chance you know how I can remedy this issue? Thank you so much in advance. This was such a useful video, I really appreciate it!! :)

[@technicknb]

hi, can you help me a bit with this task (flow) ? - When new document is created or uploaded into the SharePoint document library, this document is sent as an attachment to the specific email address. thanks

[@wyattparsons9799]

Very nice video. I am running into a problem that my approvers cannot open the document. Do you know if there is a way around this besides opening up the library settings?

[@SleepTri]

Great video!

[@competitivecomputingconsul133]

Glad you enjoyed it! Thanks for taking the time to watch and be on the lookout for our new videos every Wednesday! -CCC Team

[@deepakkandari1]

Hello sir, could you please tell me why i am getting approval notification in my mailbox as well as in MS Teams both?

[@shajeerehman7156]

Hi, Thanks for sharing it was really helpful. I need to develop a flow for "Every one must approve" for multiple approvers. If any one rejects, the modified file should only be sent again to the people who rejected it. It shouldn't be resent to people who already approved it. Can you pls help me

[@charw1849]

Looking to set up a power automate flow for a check sheet which is sent out to bulk employees. When they complete it I (as the distributor) and their manager gets a email notification Following on from this any question they answer no to makes a action point for select people. Reminders to be sent to complete action and when action complete.

[@onlyiwilknow]

Thanks for this vid. It is a good start. I need a flow where up to seven people have to sign a pdf document. With the document some of the persons might want to read or download teh supporting documents. How can this be done (IT Project close-out document and with it will be the technical design and training manual e.g.)

[@charlotteparungao7391]

Hi is there a way that I can see the approval trail even if I am not an approver, but it was me who created the flow? BTW, Great tutorial! Thanks so much for making this vid!

[@manishmanu8576]

Very good illustration! Could you please make a video on customized approver. Where in the approvers are different for each request types.

[@competitivecomputingconsul133]

Great suggestion! We will work on something - CCC Team

[@Cutie2128]

Hello, thanks for your video. I have copied your flow and needed more details. Is there a way to flow the approval status to the folder? User can modified file in the Approved folder is there a way to set it on the same flow to not allow updates?

[@SoumyaAnurag]

I have a situation where Employee 1 uploads a file to Share point and then the 1st approval should be approved by Employee 2 (name of Employee 2 can only be specified by employee 1). Once employee 2 approves, the flow should come to employee 3 for final approval and decision. My question is how employee 2 name can be specified.

[@yesmayhem]

My library has 5 folders. There's a primary approver that approves documents uploaded to all folders. There are secondary approvers that are assigned folders to approve. I'm using an approver list identify the secondary approver based on the folder name.

[@washiu6650]

Online Evaluation of Job Application can you do a tutorial on this ? Thanks! good video btw!

[@Jrob9852]

In this process can you enter an email you want to route the document too? And can you send a fillable sighed PDF for the next person to sign?

[@lucasb409]

Sensational

[@vazquecj]

Thank you for this...a follow-up question if I may: I'd like to prompt the uploader, at inception, for three users; the second and third would be approvers in the workflow and the third just receives an email with a copy of the document that was uploaded.

[@npc118]

Did you figure this out I’m trying to do something similar

[@MrPherez]

very informative piece... welldone

[@competitivecomputingconsul133]

Thanks for the kind words! We release a new video every Wednesday -CCC Team

[@AM-jm5dr]

Is there a way to create a Case Management Tracker with multiple attachments and one approval. For example: analyst creates case #123 with multiple attachments and manager reviews and approves the entire case. Then the case is displayed permanently with details on analyst name, approver name, date/times, attachments, etc?

[@karlnotyourbusiness4429]

Hi, really good explanation but it seems the approver is hardwired into the flow. I need a library where I can send a request to the relevant person and there can be dozens to choose from. How do I get a Flow to ask me who is the Approver each time? Cheers.

[@megallica22]

Hi Karl, I would like to see a video on this as well. In the meantime, what I came up with is to generate an email back to the uploader asking them who the relevant approver is. You can capture the reply with conditional formatting and pull the email address from Azure AD to send the approval email to. (Or just ask for the email address and plop it in there! lol)

[@buiminhmusic2935]

If i have 1 file and re-use it in the next approval, Can we use that? My needs, New check list sent to get approve. Next person re-use, send and get approval.

[@doreenseah1214]

Hi Competitive Computing Consultants Inc, how can I set for different approver on different documents?

[@DJOZMET]

Muy bien. Please a video about using permissions in group instead each user on sharepoint. How to give different permissions to the site, subsites and libraries. Thanks.

[@competitivecomputingconsul133]

Great suggestion! -CCC Team

[@devinpatel7525]

Hi, I have been trying really hard to create a process flow. I have created a from in the teams app and as soon as the response is recorded, I want the approvals app to trigger and send an email to all the selected people to approve the particular request filled out in the form. Can anyone please help me with that or guide me to a video doing the same?

[@tbagwell84]

Great flow. What happens if the creator of the flow leave the company? How does the new owner of the flow takes over ownership of the flow few weeks later?

[@nandinikulsange2780]

Thanks! This video helped me alot. But how to know that who can we let operate and some not on then files? I seriously didn't understand that.

[@competitivecomputingconsul133]

Hey! We think you mean folder permissions, and we are looking to make a video about that very topic.

[@yedadashu9192]

Very helpful

[@competitivecomputingconsul133]

Glad you think so! -CCC Team

[@Nadege7895]

Thank you for this video. I've been waiting for that subject for weeks. I only found tutorials on list approval! Just one question: how to check who validated the document if you do not wish to move the file in a specific folder ? In other words, how to add columns with the name of the validator and his/her comment ? Thanks in advance for your answer.

[@Nadege7895]

I've found my answer !!

[@competitivecomputingconsul133]

Sorry for the late reply! Glad you figured it out :) -CCC Team

[@user-hr1kb4eh2m]

Followed each step and clicked test Approval stuck at running phase and have not received an email

[@MyBrendan2010]

Hi great video, but even if I click the approved button, my file doesn't move to the approved folder and I get an email saying it was rejected even tho i have approved it. Please help

[@YaBoyDave215]

I followed this tutorial and no matter if the document is approved or denied, I get an email saying the document was rejected and when approved is selected the document doesn't move. Any ideas? Edit: I figured it out, there's a check box next to the conditional action that needs to be checked.

[@Casualclips17]

Travel request I need an extra step once approved to go to someone else to make the booking

[@nshiomhope5710]

Hello I have a problem with my flow. When I have to include multiple approval In fails. I might need more assistance

[@ravi22277]

Hi once the approved email intimation is received..the link doesn’t open, as the file is moved to other folder. How to address this problem?

[@rhexdddd]

rejected status was not updating to as rejected in email but only says reject, how can you make the email rejected instead of reject?

[@NL12143]

Very nice but not touchiung upon some advanced requirement that will come to us all: 1. What if you approve having the document open ? The move is blocked by the LockOut. (you want to know what you approve, no?) 2. Add a column in the library to show approval status ? (cannot edit that column when the document is open in Word)

[@osamahaddad5824]

Nice video, but what if the user creates the folder directly to the Approved folder instead of the PreApprove one? by the way, the "Responses Comments" is a great idea. Thank you for the great work.

[@AbhishekPandey-xn9sz]

up, i think thts a bug to be looked upon.

[@similsidharthan]

We can provide permissions to folder ;) Edit/Readonly

[@ajith763]

What if the approver needs to edit the file as part of the process and approve it?

[@rodbaker9995]

Thanks for the video I am unclear where the comments originate from for the rejected document. 1/ Are they free text comments made by the reviewer into the body of the email, or 2/ Are they extracted from comments the reviewer makes into the document. Which leads to another question: 3/ If the reviewer adds comments to the document, wouldn't they become the last person to modify the document - resulting in an email to themselves the document was rejected?

[@MJ-mg6jy]

Great step by step instructions! Question: can I link to multiple documents? If yes how?

[@competitivecomputingconsul133]

Hey there! We will be updating our Document Approval video shortly, as there are better ways to do this now!

[@reajacinto8570]

Thanks for sharing this video. I got 2 questions: 1. On the part of the requestor, is there way to cancel the approval? - Say there was a mistake in the uploading the file. 2. On the part of the approver, is there a way to do minor edits in the document before approving it?

[@OziB69]

Hi Rea, 1. Yes, u can cancel the approval request. 2. Im not sure that u can edit the document and then approve but u can reject the approval and add comments saying what u want to change. But im still exploring this, if i find something, i'll share.

[@reajacinto8570]

@@OziB69 Thanks for your reply and thanks for exploring the possibility.. For #2, I've been trying it but it will just restart the workflow once you edit the document/file.

[@minstreltokunbo]

I will like flows for reminding employees to take or complete their training. For new or old employees

[@competitivecomputingconsul133]

Great idea! -CCC Team

[@dianahartog3787]

My Approver is receiving a 'This request is not for you' email upon opening the approval request email - it initially shows the Approve/reject options in the email but then quickly adjusts to 'This request is not for you'. Any ideas as to how to fix? It can be approved within power automate app so the flow works persay - but defeats purpose of flow if approver has to manually go into automate to approve/reject file/doc.

[@competitivecomputingconsul133]

Hey Diana, is this user an alias email address? Or that person's specific email ? Make sure you have it set to an actual user email, and that their Outlook is signed in under the email address you put. Check by going to File, then account settings, and make sure the product license belongs to the user email you want the approvals to work from.

[@jamiereife5581]

We want to approve/reject within teams…is that possible

[@user-cs1ve1sv9b]

You can create really simple document review and approval workflows with different AI tools that act like humans. We've used them in my team for compliance workflows with no.software/demo. Pretty easy to setup.

[@carlangeloladica7674]

what is the use of this, when you can still upload on the approved folder.

[@Kimwenman]

Great Video. thank you! Works except....the link that is sent in Outlook is not clickable (even though it looks like a link), if I scroll to bottom to see original message, I can click the link there which takes me to Sharepoint. When I approve the file, it does move and the link is sent via email, however, error again on the link (at least it appears to go somewhere) is 404. Not sure what issue is as I have validated everything a few times.

[@ChiFaiAu]

i have the same problem, i want solution

[@jg2077]

And here is that other video I promised kzbin.info/www/bejne/q3bKe3-CfaefkLc This one automatically organizes music album files into their respective and automatically created folder. And it does this for all the alubms. So amazing to see it execute and do it all automatically. Hopefully I have this walk through video for other users and anyone who is interested in Windows Automation. Let me know if you get any questinos that I can help with.

[@shelbytownsend3511]

Good video. Im a little confused to why you have an Approved and Pre-approved folder. Why do you need both? Please explain

[@competitivecomputingconsul133]

Just for organization :)! You don't technically need it however.