cancel
Showing results for 
Search instead for 
Did you mean: 

Automate Mass Company Communications with Page Approval Flow in SharePoint Online Part 1

Introduction

The Flow in this article will show you how you can use Page Approval Flow in SharePoint Online to create an approval process to post news items on your intranet and extend them to all the other communication locations your company uses including Email, Yammer, and Teams.

Goal

Be efficient and productive with your time by creating one News item in SharePoint Online and upon Approval - automate the communication to pubish to your SharePoint Intranet, send mass company email, post to All Company group in Yammer and to Microsoft Teams Channel.
Connectors
Be sure you have login's for all of these connectors used in the Flow before you get started including: Approvals, Notifications, Office 365 Outlook, SharePoint, Microsoft Teams, and Yammer.
Let's get started!
Go to your Company Intranet in SharePoint Online -> Site Contents -> Site Pages.
Note: Assuming you are using a modern page with a News Web Part for your home page. Page approval flows are currently available on SharePoint communication sites and modern team sites only.
Click on Create Flow and select Configure page approval flow.
configure-page-approval-from-dropdown.PNG
The right hand slide-out panel opens. Click Create flow button.
configure-page-approval-flow-slideout.PNG
Fill in the Flow name and add an Approver(s). Click Create.
filled-in-slideout.PNG 
SharePoint will confirm Page approval flow created and adds an Approval Status column.  By default it approves existing pages but all new pages created will use the Page Approval Flows.
flow-created.PNG 
Visit flow.office.com to view your Flow was created.  It will be listed under My Flows. Click on the Flow.
my-flows.PNG
Review the Flow and fix any connections that show as red or broken connections.
flow-created-full.PNG
Review Users and Groups Owners and Connections to confirm you have connected.
users-groups-owners.PNG
Review SharePoint Owners.  When you create the Flow from SharePoint the site or library automatically gets added.
sharepoint-owners.PNG
Now that you have confirmed your Flow and connector permissions, go back to your Company Intranet in SharePoint Online.  Click on Add symbol (+) News.
intranet-home-page.PNG
Create your News post.  Name your post, add an image and add a text webpart.
add-news.PNG
After you have filled in your News post you will see a new button on the right hand side called Submit for approval.  Click on the button.
add-news-filled-in.PNG
The right-hand Flow panel slides out.  Review the connectors and fix if needed (highlighted in red), click continue. 
add-news-filled-in-clicked-submit-for-approval.PNG
Add a Note for the approver and click Submit.
add-news-filled-in-clicked-submit-for-approval-add-note.PNG
The Approval status will be Pending approval.  Review approvals button will appear for you to review the status.
review-approvals.PNG
The Approval Status of the site page shows "Pending" in the SharePoint Site Pages library.
approval-pending.PNG
Lets Break down the Flow!  You should not have to make a single change.  As long as your connectors are working this will work out of the box.
flow1.PNG
flow2.PNG
flow3.PNG
The approval has a few ways to approve the News item: Approval slide-out panel, 
review-approvals-slideout.PNG
Flow Approval panel located in Flow,
approval-panel.PNG
and in the Approvers email inbox.
approval-email.PNG
As you can see the approver can approve or reject a few ways.  When approve or reject is selected a comments box appears which can be written back to SharePoint and sent to the requestor.  Add a comment and select Submit.
approval-email-submit.PNG
After submit, the Approver will see the updated confirmation of the approval request.
approval-email-submit-response.PNG
The requestor of the site page will receive an email letting them know if the page was approved or rejected.
approval-email-submit-response-torequestor.PNG
The Site Pages Approval status column in SharePoint automatically changes to approved or rejected and in this case Approved.
page-approved.PNG
The News item will be automatically published to the Company Intranet.  Visit the home page to view the News item added to the Intranet.
page-published-on-intranet.PNG
This is the simple Flow to automate Page Approval Flow in SharePoint Online. 
Well that's cool, but I also have to communicate to my Team and through Email and post to Yammer. 
Lets automate all your mass communications in Part 2 next week!
 
 
Thanks for reading!
Meet Our Blog Authors
  • Working daily with Microsoft Cloud to deliver the needs of my company, my customers and various Microsoft communities and forums. | Office 365 | Flow | PowerShell | PowerApps | SharePoint |
  • Co-founder of https://plumsail.com, Office 365 and SharePoint expert. Passionate about design and development of easy to use, convenient and flexible products.
  • Microsoft Business Apps MVP. Owner of ThriveFast, an Office 365 consulting company.
  • 7x Microsoft Business Solutions MVP (CRM)
  • Solution Architect with Slalom, and organizer of the Boston Office 365 User Group, and long term SharePoint/Office 365 veteren. Find more at http://www.davidlozzi.com. Follow @DavidLozzi
  • I'm keen in MS technologies, SharePoint, Office 365 and development for them
  • Daniel is a Business Productivity Consultant & Microsoft Business Solutions MVP who is very enthusiastic about all things Office 365, Microsoft Flow, PowerApps, Azure & SharePoint (Online). Since the preview, Daniel has been working with Microsoft Flow and later on with Microsoft PowerApps. That led to him being awarded an MVP Award for Business Solutions. He loves to blog, present and evangelize about improving productivity in the modern workspace with these amazing tools!
  • Michelle is an Office 365 solution architect in Twin Cities, MN. She has been delivering business collaboration solutions for years with her focus on SharePoint and Office 365. Michelle is a recent board member of the Minnesota Office 365 User Group and has been a member of the SharePoint community since 2009. She is a frequent speaker at MNSPUG and SharePoint Saturday and co-chaired the Legal SharePoint User Group for 4 years. Her most frequent projects have involved rolling out a large deployment of Office 365, SharePoint Online intranet, build of a "CHAMPS" Office 365 user adoption program and most recently, SharePoint On-Premise to Online Migration. Michelle is very excited about cloud technology as it is shifting her IT Pro focus to collaboration strategy and technical adoption.
  • I'm a Microsoft Office Servers and Services MVP with a special interest in SharePoint, Office 365, Microsoft Flow, Microsoft Teams and PowerApps. I work at Triad Group Plc ( https://triad.co.uk)