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Start an approval when a file is added to SharePoint

Also explained in Youtube Video: https://www.youtube.com/watch?v=wlLohZEZ4E4

Workflow: Start an Approval When a File Is Added to SharePoint

1. Create a Flow in Power Automate or Use the workflow template in Microsoft Teams

1.a Power Automate:

  1. Navigate to your SharePoint library where you want to implement this workflow.
  2. Select the file you want to send for approval.
  3. Click on the “Show actions” button (usually represented by three dots).
  4. Hover over “Automate” and select “Request sign-off.”
  1. 1.b Teams Workflow:
  2. Navigate to the Teams channel.
  3. Select “Create a Flow” then select ‘Start an approval when a file is added to SharePoint”the file you want to send for approval.”
  4. Give a name to the flow and make sure all authentication is done to all the required resources and then select Next
  5. Set up your flow with URL, list/library to monitor and users who should get email for approval.
    Note : You can select multiple approvers for the library.
  6. Select Create flow

2. Configure the Approval Flow

  1. In the approval configuration screen, you’ll need to:
    • Specify the approvers (individuals or groups who will review the file).
    • Enter a message or instructions related to the approval request.
    • Click “Run flow” to initiate the approval process.

3. Approval Process

  1. Once the file is added to the SharePoint library, the workflow will trigger.
  2. The specified approvers will receive an approval request notification.
  3. Approvers can review the file and either approve or reject it.
  4. The requestor (the person who added the file) will be notified of the approval or rejection decision.

4. Additional Considerations

  • You can customize the approval email template to include relevant details about the file.
  • If the file is rejected, you can set up additional actions (such as notifying the requestor or updating the file status).
  • The Approver set in the flow should have Approver/Design or Owner permission on the list/document library.

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