SharePoint Document Approval Workflow: A Tutorial on Creating Sequential Workflows

SharePoint is a powerful platform that allows organizations to manage and collaborate on documents and projects. One of the key features of SharePoint is its ability to automate workflows, such as document approval processes. In this tutorial, we will walk through the steps of creating a sequential document approval workflow in SharePoint.

Step 1: Create a SharePoint App

The first step in creating a document approval workflow in SharePoint is to create a SharePoint app. SharePoint apps are add-ons that extend the functionality of SharePoint and can be customized to meet specific business needs.

To create a SharePoint app, follow these steps:

1. Go to the SharePoint Online homepage and click on the "New" button.
2. Select "App" from the dropdown menu.
3. Choose the type of app you want to create. For this tutorial, select "Document Library" as the app type.
4. Give your app a name and click on the "Create" button.

Step 2: Create SharePoint Forms

Once you have created your SharePoint app, the next step is to create custom forms for your document library. SharePoint forms are used to capture and display data in a user-friendly way.

To create SharePoint forms, follow these steps:

1. Navigate to your SharePoint app and click on the "Settings" gear icon.
2. Select "Library settings" from the dropdown menu.
3. Under the "General Settings" section, click on the "Form settings" link.
4. Choose "Use a custom form created in PowerApps" and click on the "Create" button.
5. Use the PowerApps interface to design and customize your form.

Step 3: Create a Workflow

With your SharePoint app and forms in place, you are now ready to create the document approval workflow. SharePoint workflows are a series of automated actions that are triggered based on predefined conditions.

To create a workflow, follow these steps:

1. Go to the SharePoint app and click on the "Flow" button in the toolbar.
2. Select "Create a flow" from the dropdown menu.
3. Choose the "Approval - SharePoint" template.
4. Customize the template by adding your own conditions and actions.
5. Save and publish the workflow.

Step 4: Test and Deploy the Workflow

Once you have created the document approval workflow, it is important to test it to ensure that it functions correctly. Testing the workflow will help you identify any issues or errors that need to be addressed before deploying it to your team.

To test and deploy the workflow, follow these steps:

1. Create a test document in your SharePoint app.
2. Trigger the workflow by submitting the document for approval.
3. Review the workflow status and make any necessary adjustments.
4. Once the workflow is functioning correctly, deploy it to your team by sharing the SharePoint app and forms.

Conclusion

Creating a document approval workflow in SharePoint can greatly streamline your organization's document management processes. By automating the approval process, you can ensure that documents are reviewed and approved in a timely manner, reducing the risk of errors and improving overall efficiency.

SharePoint provides a robust set of tools and features for creating workflows, and with the steps outlined in this tutorial, you can easily create a sequential document approval workflow that meets your organization's specific needs.

By following these steps and customizing the workflow to fit your requirements, you can take full advantage of SharePoint's capabilities and enhance your organization's document management processes.