How to create and manage document approval processes in SharePoint

SharePoint is a powerful collaboration platform that offers a wide range of features for document management, including document approval processes. By implementing document approval processes in SharePoint, organizations can ensure that their documents go through a standardized review and approval workflow, improving compliance and efficiency.

Step 1: Create a SharePoint App

The first step in creating a document approval process in SharePoint is to create a SharePoint app. SharePoint apps are customizations that can be added to your SharePoint site to extend its functionality. There are several ways to create a SharePoint app, including using the SharePoint App Model or using SharePoint Designer.

Step 2: Design SharePoint Forms

Once you have created your SharePoint app, the next step is to design the SharePoint forms that will be used in the document approval process. SharePoint forms are used to capture and display data related to the approval process, such as document metadata and approval status.

Step 3: Configure SharePoint Workflow

After designing the SharePoint forms, you need to configure the SharePoint workflow that will handle the document approval process. SharePoint workflows are a set of automated actions that are performed based on predefined rules and conditions. In the case of document approval processes, the workflow can be triggered when a new document is uploaded or when an existing document is modified.

Step 4: Implement Enterprise Content Management

As part of the document approval process, it is important to implement an Enterprise Content Management (ECM) solution in SharePoint. ECM solutions provide a framework for managing the entire lifecycle of documents, from creation to disposal. They ensure that documents are stored, organized, and protected in a standardized and compliant manner.

Benefits of Document Approval Processes in SharePoint

Implementing document approval processes in SharePoint offers several benefits to organizations:

Improved Compliance

Document approval processes in SharePoint help organizations ensure regulatory compliance by enforcing standardized review and approval workflows. By defining clear roles and responsibilities, organizations can ensure that the right people are reviewing and approving documents.

Increased Efficiency

Document approval processes in SharePoint help streamline document review and approval workflows, resulting in increased efficiency. By automating the routing of documents to the appropriate reviewers and approvers, organizations can reduce manual tasks and save time.

Enhanced Collaboration

Document approval processes in SharePoint facilitate collaboration among team members by providing a centralized platform for document review and approval. Team members can easily access documents, provide feedback, and track the progress of the approval process.

Conclusion

Implementing document approval processes in SharePoint is essential for organizations looking to improve compliance, efficiency, and collaboration. By following the steps outlined in this tutorial, you can create and manage document approval processes in SharePoint and take advantage of its powerful document management capabilities.