Streamlining Document Approvals in SharePoint: A Guide to Sequential Workflows
The out-of-the-box (OOTB) sequential approval workflow in SharePoint libraries offers a straightforward way to manage document approvals. This feature allows multiple approvers to review documents one after another, ensuring that each step is completed before moving on to the next.
Sequential Workflow vs. Parallel Workflow
In a sequential workflow, each approver reviews the file in a specific order. This means that the document must be approved by the first approver before it moves on to the second, and so on. This is useful for processes where each step depends on the previous one, such as legal reviews or compliance checks. In many of these scenarios the approval follows an escalated organizational (or process) authority structure where subsequent approvers want to see that the previous approver(s) have completed the process before them.
In contrast, a parallel workflow allows multiple approvers to review the document simultaneously. This can be faster, but it may not be suitable for processes that require a specific order of approvals.
Step 1: Turn on Configure Approvals under Automate for the library
To get started, turn on the Configure Approvals option under Automate for the library. This will add an Approvals Status column to your library view. You can also include three additional columns that get added to the library: Approvers, Responses, and Approval Creator.
Step 2: Request Approval
Select a document and use the "Request approval" option from the ellipsis menu to initiate an approval. Alternatively, you can click on the Approval Status column to open the Approvals review box.
Set a subject line for the approval, choose your approvers, and enable sequential approvals by adding approvers in the desired order. You can also include comments or instructions before sending the approval request.
In a Sequential Approval, the Approvers column in the library only shows the current Approver, not who is after the current approver.
In a Parallel Approval, it shows all Approvers.
You need to click on the Approval status column to see all approvers requested.
Step 3: Monitor Approval Status
Once the approval request is sent, the Approval Status column will change to "Requested," and notifications will be sent via the Teams Approvals app and Teams notification. You can alternatively also review and approve documents directly in the library by clicking on the Approval Status column.
Step 4: Track Responses
As approvers complete their reviews, their names will be captured in the Responses column. When the approval process is fully completed, the Approval Status will be updated to "Approved," displaying the names of all approvers and their responses.
You can also cancel and rerun the approval if needed.
This is a really simple out-of-the-box sequential approval workflow you can use on any library or list.
Limitations and things to be aware of
While the OOTB sequential approval workflow is a powerful tool, there are some limitations to be aware of:
Documents not Document Sets: This feature only works on individual documents, not document sets or folders.
Notifications in Teams: Approvals are managed through the Approvals app, with no email notifications.
Version History: The Approval Status column does not seem to track version history, but that might change as this feature is updated.
Approver Selection: If you follow these steps, users must manually select approvers, which can be a limitation if you need predefined approvers that users don’t change. Power Automate is a great option here if you need to pre-configure more settings for the workflow.
Conclusion
The OOTB sequential approval workflow in SharePoint libraries offers a simple and effective way to manage document approvals. While there are some limitations, the ability to streamline approval processes directly within SharePoint is a significant advantage.
If you need help configuring workflows or advice on which tools to use, reach out and we’d be happy to assist.
