Approval workflows are essential for businesses to streamline decision-making processes, ensuring that tasks, documents, or requests receive the necessary approvals before moving forward. Power Automate allows users to create automated approval workflows in Microsoft 365 applications such as SharePoint, Teams, Outlook, Forms, and Dynamics 365.
In this guide, we’ll cover:
What an approval workflow is and why it’s important
Types of approval workflows in Power Automate
Step-by-step process to create an approval flow
Advanced approval features and best practices
1. What is an Approval Workflow?
An approval workflow is a process where a request is automatically sent to an approver (or multiple approvers) for review and decision-making. The approver can approve, reject, or provide feedback, and the workflow will proceed accordingly.
Why Use an Automated Approval Workflow?
✔ Eliminates manual approvals – Saves time by automating decision-making.
✔ Reduces errors – Ensures consistency and accuracy in approvals.
✔ Improves productivity – Keeps business processes moving smoothly.
✔ Enhances visibility – Provides a clear audit trail of approvals.
✔ Integrates with Microsoft 365 – Works with SharePoint, Outlook, Teams, and more.
2. Types of Approval Workflows in Power Automate
Single Approver Workflow – One person must approve or reject the request.
Sequential Approval – Approvals happen in a specific order (e.g., team lead → manager → director).
Parallel Approval – Multiple approvers receive the request at the same time.
Everyone Must Approve – The request is approved only if all approvers approve.
First to Respond – The first approver to respond decides the outcome.
Custom Approval Workflow – Includes conditions, dynamic approvers, and integrations.
3. Step-by-Step Guide: Creating an Approval Workflow in Power Automate
We’ll create an automated cloud flow where a manager must approve a document before it’s finalized.
Step 1: Open Power Automate
1️⃣ Go to Power Automate (https://flow.microsoft.com).
2️⃣ Click Create and select Automated Cloud Flow.
3️⃣ Name your flow (e.g., “Document Approval Process”).
4️⃣ Choose a trigger – “When a file is created or modified (SharePoint)”.
Step 2: Connect to SharePoint
1️⃣ Select the Site Address where your documents are stored.
2️⃣ Choose the Library Name (e.g., “Contracts”).
3️⃣ Click Next.
Step 3: Add an Approval Action
1️⃣ Click New Step and search for “Start and wait for an approval”.
2️⃣ Select “Start and wait for an approval (V2)”.
3️⃣ Configure approval details:
- Approval Type: Approve/Reject – First to respond
- Title: “Approval request for [File Name]”
- Assigned to: Enter the manager’s email
- Details:
A new document has been uploaded for approval. - File Name: [File Name] - Uploaded By: [Created By] Click here to review: [File URL]
4️⃣ Click Save.
Step 4: Add a Condition for Approval or Rejection
1️⃣ Click New Step and choose Condition.
2️⃣ Set the condition:
- If Outcome is equal to Approved → Proceed with the next action.
- If Outcome is equal to Rejected → Notify the requester.
Step 5: Send Email Notifications Based on Approval Outcome
For Approved Requests:
1️⃣ Add “Send an email (V2)” action.
2️⃣ Set To: The requester’s email.
3️⃣ Set Subject: “Your document has been approved!”
4️⃣ Set Body:
Your document [File Name] has been approved by [Approver Name].
You can now proceed with the next steps.
For Rejected Requests:
1️⃣ Add another “Send an email (V2)” action.
2️⃣ Set To: The requester’s email.
3️⃣ Set Subject: “Your document was rejected.”
4️⃣ Set Body:
Your document [File Name] was rejected by [Approver Name].
Comments: [Approver Comments]
Step 6: Save and Test the Flow
1️⃣ Click Save.
2️⃣ Test the flow by uploading a file to SharePoint.
3️⃣ Check if the manager receives an approval email.
4️⃣ Verify whether approval or rejection emails are sent correctly.
4. Advanced Approval Features
Multi-Step Approval – Add multiple approvers in a sequence.
Parallel Approvals – Send approvals to multiple people at once.
Reminders for Approvers – Send follow-up emails if no action is taken.
Automated Escalations – If an approver doesn’t respond within X days, escalate to a higher authority.
Store Approvals in SharePoint – Log all approvals for tracking and compliance.
Integrate with Teams – Send approval requests via Microsoft Teams instead of email.
5. Best Practices for Approval Workflows
✔ Use Dynamic Approvers – Automatically assign the correct approver based on roles or departments.
✔ Limit Notifications – Avoid excessive emails by only notifying relevant users.
✔ Handle Timeouts – Add logic for unresponsive approvers (e.g., auto-escalation).
✔ Audit Approval History – Store approvals in SharePoint or Dataverse for compliance.
✔ Monitor and Optimize – Regularly review the workflow for improvements.