SharePoint Document Approval: A Tutorial on Creating Parallel Approval Workflows

Welcome to this tutorial on creating parallel approval workflows in SharePoint. SharePoint is a powerful platform for document management and collaboration, and one of its key features is the ability to automate approval processes. In this tutorial, we will guide you through the steps to create a parallel approval workflow using SharePoint's built-in tools. Whether you are new to SharePoint or an experienced user, this tutorial will help you streamline your document approval process and improve efficiency in your organization.

SharePoint Document Management

Before we dive into the details of creating a parallel approval workflow, let's briefly discuss SharePoint's document management capabilities. SharePoint is a comprehensive solution for managing documents and other content within an organization. With SharePoint, you can create, store, organize, and collaborate on documents, as well as manage versions, permissions, and metadata. SharePoint's document management features provide a centralized and secure repository for your organization's documents, making it easy to find and share information.

Creating a Parallel Approval Workflow

Now let's get into the nitty-gritty of creating a parallel approval workflow in SharePoint. A parallel approval workflow allows multiple approvers to review and approve a document simultaneously, reducing the overall approval time. This workflow is particularly useful when a document requires approval from multiple stakeholders or departments. Here are the steps to create a parallel approval workflow:

Step 1: Create a SharePoint List

The first step in creating a parallel approval workflow is to create a SharePoint list to store the documents that need approval. A SharePoint list is a collection of data, similar to a table in a database. To create a SharePoint list, follow these steps:

1. Navigate to your SharePoint site and click on "Site Contents" in the left-hand menu.

2. Click on "New" and select "List" from the drop-down menu.

3. Choose a template for your list, such as "Document Library" or "Custom List".

4. Enter a name for your list and click on "Create". Your SharePoint list is now created and ready to be used for document approval.

Step 2: Add Approval Columns

Next, you need to add approval columns to your SharePoint list. Approval columns are used to track the approval status of a document and the approvers involved. To add approval columns, follow these steps:

1. Open your SharePoint list and click on "List Settings" in the ribbon.

2. Click on "Create column" under the "Columns" section.

3. Enter a name for your approval column, such as "Approval Status" or "Approvers".

4. Choose the appropriate column type, such as "Choice" or "Person or Group".

5. Configure any additional settings, such as default values or choices.

6. Click on "OK" to save your approval column. Repeat these steps for any additional approval columns you need.

Step 3: Configure Workflow Settings

Now it's time to configure the workflow settings for your SharePoint list. Workflow settings determine when and how the approval workflow is triggered. To configure workflow settings, follow these steps:

1. Open your SharePoint list and click on "List Settings" in the ribbon.

2. Click on "Workflow settings" under the "Permissions and Management" section.

3. Click on "Add a workflow" and select "Approval" from the list of available workflows.

4. Enter a name for your workflow, such as "Parallel Approval Workflow".

5. Configure any additional settings, such as the initiation form or task form.

6. Click on "Next" to proceed to the workflow configuration screen.

Step 4: Configure Workflow Actions

Once you have configured the workflow settings, you need to define the actions that will be performed during the approval process. In a parallel approval workflow, multiple approvers will receive a notification and can review the document simultaneously. To configure workflow actions, follow these steps:

1. In the workflow configuration screen, click on "Add a workflow action" under the "Actions" section.

2. Select the appropriate action for your workflow, such as "Send an Email" or "Start Approval Process".

3. Configure the action settings, such as the recipients or approval criteria.

4. Click on "OK" to save the workflow action. Repeat these steps for any additional workflow actions you need.

5. Once you have defined all the necessary workflow actions, click on "Save" to save your workflow configuration.

Step 5: Publish and Test the Workflow

The final step is to publish and test your parallel approval workflow. Publishing the workflow makes it available for use in your SharePoint list, and testing ensures that it functions correctly. To publish and test the workflow, follow these steps:

1. In the workflow configuration screen, click on "Publish" to publish your workflow.

2. Navigate back to your SharePoint list and create a new document that requires approval.

3. Check that the approval columns and workflow status are displayed correctly.

4. Save the document and wait for the workflow to kick in.

5. Verify that the appropriate approvers receive a notification and can approve the document simultaneously.

6. Review the workflow history to ensure that all the workflow actions were executed successfully.

7. Make any necessary adjustments to the workflow configuration and repeat the testing process if needed.

Conclusion

In conclusion, creating parallel approval workflows in SharePoint can greatly improve the efficiency of your document approval process. By allowing multiple approvers to review and approve documents simultaneously, you can reduce the overall approval time and ensure timely decision-making. SharePoint's built-in tools make it easy to create and customize workflows, giving you full control over the approval process. We hope this tutorial has provided you with a comprehensive guide to creating parallel approval workflows in SharePoint. Happy document approving!