How to create and manage document approval workflows in SharePoint

SharePoint is a powerful document management and collaboration platform that allows organizations to efficiently store, organize, and share documents and information. One of the key features of SharePoint is its ability to automate document approval workflows, ensuring that documents go through the necessary review and approval processes before being finalized and published. In this tutorial, we will walk you through the process of creating and managing document approval workflows in SharePoint.

Why Use Document Approval Workflows in SharePoint?

Document approval workflows in SharePoint provide several benefits for organizations:

• Improved efficiency: By automating the document approval process, organizations can save time and reduce the manual effort required to track and manage approvals.
• Enhanced collaboration: SharePoint workflows enable multiple team members to review and provide feedback on documents, promoting collaboration and ensuring that all stakeholders have a chance to contribute.
• Increased accountability: Document approval workflows create a clear audit trail, allowing organizations to track who reviewed and approved documents, and when.
• Better compliance: SharePoint's document approval workflows can help organizations meet regulatory requirements and ensure that documents adhere to company policies and procedures.

Creating a Document Approval Workflow in SharePoint

To create a document approval workflow in SharePoint, you will need to follow these steps:

Step 1: Set Up the Document Library

The first step is to set up a document library in SharePoint where you will store the documents that need to go through the approval process. To do this, follow these steps:

1. Navigate to the SharePoint site where you want to create the document library.
2. Click on "Site Contents" in the left navigation menu.
3. Click on "New" and select "Document Library" from the dropdown menu.
4. Enter a name for the document library and click on "Create".

Step 2: Create the Document Approval Workflow

Once you have set up the document library, you can create the document approval workflow. Follow these steps:

1. Navigate to the document library where you want to create the workflow.
2. Click on the "Library" tab in the top navigation menu.
3. Click on "Workflow Settings" and select "Create a Workflow".
4. Select "Approval - SharePoint 2010" from the list of available workflows.
5. Enter a name for the workflow and configure the workflow settings, such as who needs to approve the document and any additional comments or instructions.
6. Click on "Next" and configure the workflow start options, such as whether the workflow should start automatically when a new document is added or manually by a user.
7. Click on "Save" to create the workflow.

Step 3: Test the Document Approval Workflow

Once you have created the document approval workflow, it's important to test it to ensure that it functions as expected. Follow these steps to test the workflow:

1. Add a test document to the document library.
2. Monitor the workflow status and check if the document moves through the different stages of approval.
3. Review the document approval comments and make any necessary changes or updates.
4. Verify that the final approved document is published and accessible to the appropriate users.

Managing Document Approval Workflows in SharePoint

Once you have created a document approval workflow in SharePoint, you may need to manage and modify it over time. SharePoint provides several tools and features to help you manage your document approval workflows effectively.

Viewing Workflow Status

SharePoint allows you to view the status of your document approval workflows, including the current stage and any pending tasks. To view the workflow status, follow these steps:

1. Navigate to the document library where the workflow is running.
2. Click on the document that is part of the workflow.
3. Click on the "Workflow" tab in the top navigation menu.
4. Click on "Workflow Status" to view the current status of the workflow.
5. Review the workflow history to see a log of all the activities and tasks that have been completed.

Modifying Workflow Settings

If you need to modify the settings of your document approval workflow, such as adding or removing approvers, you can do so using SharePoint's workflow settings. Follow these steps to modify the workflow settings:

1. Navigate to the document library where the workflow is running.
2. Click on the document that is part of the workflow.
3. Click on the "Workflow" tab in the top navigation menu.
4. Click on "Workflow Settings" and select "Modify this Workflow".
5. Make the necessary changes to the workflow settings and click on "Save" to apply the changes.

Creating Custom Workflows

While SharePoint provides pre-built document approval workflows, you may have unique requirements that require a custom workflow. SharePoint allows you to create custom workflows using tools such as SharePoint Designer or Microsoft Power Automate. Follow these steps to create a custom workflow:

1. Open SharePoint Designer or Microsoft Power Automate.
2. Create a new workflow and select the document library where you want to apply the workflow.
3. Define the workflow stages and actions, such as sending email notifications, assigning tasks, or updating document properties.
4. Configure the workflow settings, such as who needs to approve the document and any additional conditions or rules.
5. Test the custom workflow to ensure that it functions as expected.
6. Publish the custom workflow to make it available for use in the document library.

Conclusion

Document approval workflows in SharePoint are a powerful tool for organizations looking to streamline their document management process. By automating the approval process, organizations can improve efficiency, enhance collaboration, increase accountability, and ensure compliance with regulatory requirements. With SharePoint's built-in approval workflows and custom workflow capabilities, organizations have the flexibility to create workflows that fit their specific needs. By following the steps outlined in this tutorial, you can create and manage document approval workflows in SharePoint effectively.