SharePoint document approval workflow example

This SharePoint workflow tutorial explains, what is a document approval workflow in SharePoint? How to create a simple document approval workflow in SharePoint 2013/2016 or SharePoint Online.

What is a SharePoint document approval workflow

By using workflows in SharePoint, we can automate your business process and make more consistent and efficient. SharePoint document approval workflow, allows you to route documents and other items stored in SharePoint to one or more people for their approval.

Create a document approval workflow in SharePoint

Now, we will see how to create a document approval workflow in SharePoint Online or SharePoint 2013/2016.

First, open the SharePoint site and create the custom document library using the Document Library template. Then Open the document library and from ribbon Click on Workflow Settings like below:

sharepoint document approval workflow

Then in the workflow settings page select Workflow association type as “Document” like below and click on Add a workflow.

sharepoint document approval

Then Select approval workflow -> Provide the name of the workflow “Approval Status”.

sharepoint document approval workflow multiple approvers

Then create a new task list for this workflow like below:

sharepoint document approval workflow examples

Then Uncheck Allow this workflow to be manually started and check the box Create a new item will start this workflow.

sharepoint document approval workflow tutorial

Click Next and then provide the approvers for this workflow.

sharepoint online document approval workflow

Provide the document request message.

sharepoint 2013 document approval workflow

Check “Automatically reject the document if it’s rejected by any user”: So it will reject the document if its reject by anyone of the users.

Check “Automatically reject the document if it changes before the workflow has been completed”: So the document has been rejected when the user has been deleted or changed.

document approval workflow in sharepoint 2013 step by step tutorial

Click Save. So now you can see the simple Approval Workflow has been created.

sharepoint 2016 document approval workflow

Now open Document library uploads the document. Now you see the Approval status has been InProgress.

document approval workflow in sharepoint 2013

Now login as approvers username and password to approve the tasks. Enter your comments and click approve or reject.

document approval workflow in sharepoint 2016

After approval of both from both users, you can now see the status of the document.

document approval workflow in sharepoint online

So the document has been approved successfully.

If you need to read the comments provided by the approver click on the approved status link.

sharepoint document approval workflow examples

You may like following SharePoint designer workflow tutorials:

Hope this SharePoint tutorial helps to know what is a document approval workflow in SharePoint? How to create a document approval workflow in SharePoint Online or SharePoint 2013/2016.

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Vinodh Narayanan

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