SharePoint Document Approval: A Tutorial on Creating Custom Approval Workflows

SharePoint is a powerful document management and collaboration tool that allows organizations to streamline their processes and improve productivity. One of the key features of SharePoint is its ability to create custom approval workflows, which can help automate document approval processes and ensure that the right people review and approve documents before they are finalized. In this tutorial, we will walk you through the steps to create custom approval workflows in SharePoint and provide you with some tips and best practices along the way.

Step 1: Setting up the Document Library

The first step in creating a custom approval workflow in SharePoint is to set up a document library. A document library is a central location where you can store and manage all your documents. To create a new document library, follow these steps:

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

Step 2: Creating a Custom Approval Workflow

Once you have set up your document library, you can proceed to create a custom approval workflow. To do this, follow these steps:

1. Click on the "Library" tab at the top of the page and then click on "Library Settings".
2. Under the "Permissions and Management" section, click on "Workflow Settings".
3. Click on "Add a workflow" and then select "Approval - SharePoint 2010" from the list of available workflows.
4. Enter a name for your workflow and select the document library you created earlier.
5. Click on "Next" to configure the workflow settings.
6. Under the "Approvers" section, click on "Add or change approvers".
7. Select the appropriate users or groups who will be responsible for approving the documents.
8. Click on "OK" to save the changes.
9. Click on "Finish" to create the workflow.

Step 3: Testing and Publishing the Workflow

After you have created the custom approval workflow, it is important to test it to ensure that it is working correctly. To test the workflow, follow these steps:

1. Go back to the document library and upload a test document.
2. Click on the ellipsis (...) next to the document and select "Workflows" from the dropdown menu.
3. Select the custom approval workflow you created earlier.
4. Click on "Start" to initiate the workflow.
5. Follow the prompts to complete the approval process.

Once you have tested the workflow and are satisfied with the results, you can proceed to publish it. To publish the workflow, follow these steps:

1. Go back to the document library and click on the "Library" tab.
2. Click on "Workflow Settings" and then select "Publish a major version" from the dropdown menu.
3. Your custom approval workflow is now published and will be available for use by anyone with access to the document library.

Best Practices for Custom Approval Workflows

Here are some best practices to keep in mind when creating custom approval workflows in SharePoint:

• Keep the approval process simple and straightforward. Avoid unnecessary complexity and make sure the workflow is easy to understand.
• Clearly define the roles and responsibilities of the approvers. Make sure everyone involved in the approval process knows what is expected of them.
• Regularly review and update your approval workflows to ensure they are still meeting the needs of your organization.
• Test your workflows thoroughly before deploying them to ensure they are working correctly.
• Provide training and documentation to users to help them understand how to use the approval workflows.

Conclusion

Custom approval workflows in SharePoint can greatly simplify and streamline the document approval process. By following the steps outlined in this tutorial, you can create custom approval workflows that meet the specific needs of your organization. Remember to keep the approval process simple, clearly define roles and responsibilities, and regularly review and update your workflows to ensure they are working effectively. With the right tools and best practices in place, you can improve efficiency and productivity in your organization's document management processes.