Contract Approval Flow in a Modern SharePoint Document Library

by MGLovesFlow on ‎06-15-2018 01:47 PM

5 Simple Steps

1.  Create a SharePoint document library called 'Contracts' - Add 2 folders: In Review and Approved

2.  Create a Flow: Choose the template - “Start an approval for new file to move it to a different folder”. Modify the Flow trigger and add the Site Address and Folder Id.  Add the Title, Assigned to (email) and any other details and link to the item using Dynamic Content.

3.  Add a document to the SharePoint Library “In Review” Folder.  This kicks off the Flow.

4.  Receive the contract through email or Flow approval panel to review and choose reject or approve.

5.  See Flow take the final actions and update the SharePoint library.


 

1.  Create a SharePoint document library called 'Contracts' - Add 2 folders: In Review and Approved

 

contracts1.png

 

2.  Create an Approval Flow: Choose the template -  “Start an approval for new file to move it to a different folder”. 

 

contracts12.png

Modify the Flow trigger and add the Site Address and Folder Id.  Add the Title, Assigned to (email) and any other details and link to the item using Dynamic Content.

 contracts13.png

Add a Condition that if the item is approved - move the file to the approved folder and delete it from the in review folder.  If the item is not approved do nothing.  You can also simply send an email to let the orignal poster know you do not approve the contract.  This can be expanded many ways.

contracts14.png

3. Add a document to the “In Review” Folder.  This kicks off the Flow.

contracts15.png

The Contract Library Flow Kicks off and Waits for Approval.

contracts3.png

4.  Receive the contract through email or Flow approval panel to review and choose reject or approve. Add comments if needed.

 

contracts16.png

contracts5.png

5.  See Flow take the final actions and update the SharePoint library. The files is deleted in the 'In Review' folder and added to the 'Approved' folder.

contracts6.png


 

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.

 

You can follow her on Twitter @MichellesUtopia and LinkedIn https://www.linkedin.com/in/michelleanngilbert

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  • 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 ( http://triad.co.uk)