Document approval workflows in SharePoint streamline content review before publishing. Using PnP PowerShell, you can automate document approval processes, ensuring compliance and efficiency.
Step 1: Install and Connect PnP PowerShell
Before executing any commands, install and connect PnP PowerShell:
Install-Module -Name PnP.PowerShell -Scope CurrentUser -Force
Then, authenticate and connect to SharePoint Online:
$SiteUrl = "https://yourtenant.sharepoint.com/sites/DocumentApproval"
Connect-PnPOnline -Url $SiteUrl -Interactive
Connected to SharePoint Online!
Step 2: Enable Content Approval on a Document Library
Ensure content approval is enabled for the document library:
$LibraryName = "Documents"
Set-PnPList -Identity $LibraryName -EnableModeration $true
This enables content approval, ensuring documents require approval before publishing.
Content approval enabled!
Step 3: Assign Approvers to the Library
Assign a group of users as document approvers:
$ApproverGroup = "Document Approvers"
Set-PnPList -Identity $LibraryName -ApprovePermissionLevels $ApproverGroup
Approvers assigned!
Step 4: Automate Document Submission for Approval
To submit a document for approval, use:
$FileUrl = "/sites/DocumentApproval/Shared Documents/Proposal.docx"
Set-PnPListItem -List $LibraryName -Identity 1 -Values @{"_ModerationStatus"= 1}
🔹 ModerationStatus Codes:
0→ Approved1→ Pending2→ Rejected
Document submitted for approval!
Step 5: Approve or Reject Documents
Approvers can approve a document:
Set-PnPListItem -List $LibraryName -Identity 1 -Values @{"_ModerationStatus"= 0}
To reject a document:
powershellCopyEditSet-PnPListItem -List $LibraryName -Identity 1 -Values @{"_ModerationStatus"= 2}
Document approved/rejected!
Step 6: Automate Approval Workflow with Power Automate
You can trigger a Power Automate flow from PnP PowerShell:
$FlowUrl = "https://prod-XX.azure.com/workflows/your-flow-id/triggers/manual/run"
Invoke-RestMethod -Uri $FlowUrl -Method Post -Headers @{Authorization="Bearer your-access-token"}
Approval workflow triggered!
Step 7: Monitor Approval Status
To check approval status of all pending documents:
Get-PnPListItem -List $LibraryName | Select Title, FileRef, @{Name="Approval Status";Expression={$_.ModerationStatus}}
Approval statuses retrieved!