First Look at SharePoint Lists Approvals Integration with Microsoft Teams | New Approval Templates
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- čas přidán 3. 07. 2024
- In this video we will take a first look at the New SharePoint List Templates with Approvals.
Whether you need to approve a purchase order, a vacation request, or a blog post, Microsoft Teams based Approvals in Microsoft Lists / SharePoint Lists can help you streamline the process and collaborate with your team.
Introducing two new list templates that embed the Approvals app (service) into the Lists experience. With this change, two Microsoft Lists templates appear - specifically Travel Requests with approvals and Content Scheduler with approvals; both bring integration with the Approvals app in Microsoft Teams. You'll see the new list templates within the Create list experience.
Microsoft Lists templates will leverage integration with the Approvals app in Microsoft Teams.
This feature allows starting off an approval request directly from within Microsoft Lists / SharePoint Lists.
With these two templates, you can create a list item and submit it for approval by creating an approval request and specifying the approvers, the request will appear in the Approvals app in Teams or can be approved directly from within the SharePoint list. Once approved, the list item status is updated automatically.
Note: This is an optional feature that users can leverage by using one of the two new list templates. If they opt out of the Approvals integration when creating the list, the value of each template carries through - minus the added approval functionality.
As of time of video recording, it is currently being rolled out to Targeted Release tenants.
Announcement of New List Templates with Approvals
techcommunity.microsoft.com/t...
#SharePoint #Approvals #MicrosoftTeams #MicrosoftLists
Table of Contents:
00:00 - Introduction to SharePoint Lists Approvals Integration with Teams Approvals App
00:43 - New Microsoft List Approval Templates
01:41 - Request an Approval from SharePoint List
03:22 - Approvals App in Microsoft Teams
05:21 - Edit SharePoint List Item retriggers Approval in Teams
07:36 - Approval Status, Approvers and Responses columns to Track Approvals in SharePoint
09:50 - Cancel an Approval Request
10:22 - Send Approval Request to Groups
10:30 - Approval Status Column
10:52 - How to create approvals on custom SharePoint Lists?
11:42 - Subscribe to Reza Dorrani channel
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🔗 Reza Dorrani LinkedIn: / rezadorrani
🐦 Reza Dorrani Twitter: / rezadorrani - Věda a technologie
Just started watching Reza videos, this guy at different level. Am in love with his knowledge
This guy says Thank You!
Reza u always make videos on latest changes which help me so much thank you so much for this
Most welcome Aryan
This is really Fantastic. Thank you Reza for sharing this.
I'm glad you like it
Love this integration for newbie users. Thanks for this update!
Most welcome
Thank you very much, Sir. You and Microsoft are making everything so simple now. The only thing that will matter is going to be having an original idea. Again thanks for the hard work.
Most welcome. The Microsoft engineering team does all the hard work. I try my best to project their hard work and ensure people see value in these investments.
Noted but Your teaching has introduced many learners like me to the engineering team's efforts. I am one of many people that salute your amazing work, Sir.🙏 Please forward my gratitude to the Eng. team as well.
@@yohannesteklu5856 Thank You so much for your kind words
Hi Reza, very informative, as always. Thanks
Most welcome
Excellent explanation Reza!
Thanks
Excellent content as always, Reza! About the feature, to be honest, I still prefer the customizability of setting some flows to manage the approvals.
Still, if they're implementing something like this, I believe we'll have some more levels of default automation
I agree. This is an option that can come in handy in certain scenarios.
Thanks Reza for your new learning meterial.
Always welcome
Thanks for the detailed walkthrough. I have been testing this function for a couple weeks, but hadn't noticed the additional columns ("Approvers" and "Responses"). They are both person type columns, which certainly makes sense for Approvers, but the name Responses would lead many to expect it to contain something like "Approve", "Reject" or maybe the comments from the approver. Also I've noticed a few glitches that I'm hoping get worked out. Specifically, there's a significant lag in the status field updating after the approver receives the notification and I'm sometimes seeing duplicate notifications. I do appreciate that any change to the item resets the approval, though...finally bringing back something we had in SP2010 Workflow Approvals but has been lacking in Power Automate.
There is a delay before the status and other columns get updated. There is a lot of potential in this. I hope the team keeps building on this.
@@RezaDorrani yes, this is definitely a nice step forward.
When you create an Approval process, using the existing methods, it automatically creates a Power Automate Flow in the background. So, it is not lacking.
@@johnfromireland7551 to clarify, what is lacking is the automatic cancellation of approval flows when the item being approved is edited or deleted. We have a number of approval processes that routinely "fail" because people submit a request, starting the flow, then delete it. When the approver takes action, the flow fails because it tries to update an item that doesn't exist anymore.
Thank you!
You saved my time
You're welcome!
Thank you 🙏🏽
You are so welcome
Thank you Reza, wonderful explanation as usual, is it possible to preset the approvals based on other fields like request type or direct manager for requestor ?, also is it possible to bind those columns to custom approval flow ?
Currently, Preset is not an option with this technique.
You would need to use flows for that. I have done several approval based videos. Check approvals playlist on playlist on my channel.
Thanks a lot Reza as always amazing video. Is it possible to add this functionality to an existing sharepoint list created without this functionality?
This is for new lists.
Thank you Reza. My Question is around the Teams Approval App Dashboard
1) Does the Teams dashboard approval show updates specific for this ShareP List line item or other SP List line items (I noticed the dashboards REQUEST TITLE column , values changing over time) and does it keep the history?
for history and records it will be nice to see the related ID for the line item
2) By default does the SP Column-Content Title-value automatically populate the NAME field of a new approval request of line item
1- it does maintain history (not sure for how long though). Title is simply approval title. When you select the approval action, it has the link to item.
2- Its the other way round. Approval title is based on title of SP column as shown in video.
Thank you
Most welcome
Thanks Reza for the video! Much needed feature. How canvas apps can be integrated with the new columns? I see these fields appearing only as view columns in powerapps
This is purely a lists feature.
Hi Reza!
Awsome work, could you explain how I can Create my own customized approval status column? (add more input section for example) I like the method of opening a new window for insert information for various column in one section instead of showing all the columns in the list by default
This technique is an out of the box option and cannot be customizable as far as I know.
I have done many videos on approvals where you can use your own status column. All those videos are in a playlist on my channel.
Hi Reza, as always: Excellent content! how is the integration of this sharepoint list with powerapps in order to have a better UX?
I believe this would work with SharePoint list forms customized with Power Apps.
Great works on the video. Please confirm is it possible to hard lock the list of approvers.
You cannot lock them.
Thank you Reza!
What if you already have a list and wish to integrate an approval feature or column into it? Do you have a tutorial available for this?
I dont think thats an option.
Hello Reza,
Great Video, as always! 😊
If I have a List that has already been created and I didn't use one of these templates, how can I add the approval status column to it (of course with it's functionality)?
I believe it is for new lists only
Hi Reza, excellent video. Can we use column approval status (only approved items) in order to connect two lists (lookup column)?
Thats an internal column and cannot be used for connected lists as far as I know
Thanks Reza. Is there a way to add this feature to an existing list, or do we have to wait? Would be great if one could add this feature to existing lists that already have data
Currently, this option is not available for existing lists. I hope that option comes in future.
Great video. I have three questions:
1. Can I see the full log of all previous approval requests after I resubmit the request? Otherwise, I could keep resubmitting the request over and over until someone approves it.
2. Can I set a default approver for a list, or do I have to set it manually each time?
3.What happens if the approver does not respond? How long will the request be pending?
1 - No. Only latest is maintained. However in Teams dashboard, you can see all the past approval requests.
2 - Manual each time.
3 - I believe there is no time limit.
Thank you Reza. Is there a way in Sharepoint to see who we are waiting for on the approval. For example if we have 3 required approvers and 1 has approved, can we have a column that shows the 2 that we are waiting on? Doesn't need to be a column but would need to be visible from sharepoint for others to see.
Currently, there is no option to see that with this method.
Thank you for the video. If the list has attachment, and a change is made to the existing attachment, will that also reset the approvals?
Yes, it would re-trigger
Great video. Thank you.
Do you know if this feature will be coming to Document libraries (to approve or reject document edits/uploads)?
Currently, its only announced for lists. I dont know if it will come to libraries.
@@RezaDorrani cool thank you
Great VDO and content as always. I just start to use these template as base and want to add the dynamic approver & sequen approval (Multi step) to this list. But I don't know how to go inside to edit approval status column or and additional Power Automate flow in it? or it can't be modified on? thank you
This is specific to SharePoint only.
Power Automate scenario is separate.
Hey Reza. So at this time this is not a column type we can add to an existing SharePoint List?? Thanks for the video!
Currently, No.
I hope its an option in future.
Very useful...thanks for this video.
One question....can we add any attachment while taking an approval
Currently, adding attachments is not an option.
@Reza thanks for this preview!
Is it possible for the requester to specify approvers within the new item form, where approval is initiated when they submit a new item.
Or, must they (or someone else) initiate this after the item is submitted?
Many thanks!
Currently, that is not an option. The user needs to select the approvers.
Good video, just have in mind the limitations of approvals. How about not responding for longer than 30days? Is it good practice to give a user possibility to send "spam" notification to anyone from organization as approvers? How to cleanup the approvals that are left e.g. when someone creates approval for multiple approvers, one approves, the item is approved, but the others approvers still sees approval and still can approve or reject. Does the reject than change the item status?
These are teams based approvals. Even if you do not respond beyond 30 days, it is fine.
Currently, user needs to pick approvers. I’m sure there would be more options in future. This is a preview feature. It takes time before all the features are released.
Reject changes item status and others see the updates. Always best to test the scenario.
Hi Reza, thanks for sharing! How to create these requests from Power Apps? Is there any kind of specific values when using Patch() on these Approval Columns?
These are only available from the list experience.
@@RezaDorrani Thanks for answering! Have a good week!
Thank you very much, I've been watching your videos carefully. the problem that I cannot find a workaround right now is:
- When "all need to approve" it goes immediately to all approvers - I need a multi-step approvers. First one, then second level manager
- then I think it is not really facilitating collaboration - I would appreciate if it would have "under review" status - or response option ( please edit).
Do you have any advice on this?
The feature explained in video is out of the box feature set that currently cannot be modified.
You should look into power automate approvals for your needs.
I have done multiple approval based videos all listed in a playlist for approvals.
I will not have a video on your exact use case, but the videos will give you ideas on how to try it out.
I would also recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani thanks a lot
Thanks Reza 🙏🙏🙏
If I've task to approve on SQL server
Can I connect this data approval or only with share point list?
Can I make a sincro to those tables 🤔🤔🤔
This is only for SP lists
Reza, for me "Approval status" column not showing in the newly created list from the template. it says "This action is part of an experimental feature that is not supported in the current environment."
That means it is still not available in your tenant despite the feature showing up.
hi reza, the video is very helpful to me. can i ask whether we can make the approvers default? It is very troublesome to add approvers for every new SharePoint list. thanks.
Currently, we don’t have any option to default approvers.
@@RezaDorrani thanks reza for the advice.
Hello Reza, is there a Flow running in the background when the approval is waiting for a response? If so, how long will it run until it times out?
This uses teams approvals which I believe it does use flow. I don’t think there is any timeout for these approval types.
Thx Reza , can it also work for sequential approvers ???
Currently, No
Thanks, awesome content! Can i use this feature with a preexistent List, or need to create from scratch?
Currently, it is only available for lists with the new templates
@@RezaDorrani Thanks! Please how can I get the arrow icon to click and change the approval status on the line outside of edit mode? it's incredible! Have you ever made a video teaching this formatting?
@@DiogoMartinsNascimento I have not tried that hence not sure
Hi Reza
Our approval process is required document signing. I will submit the document for approval and my manager will sign it. Approving the cycle is not enough. What do you recommend?
You would need to use 3rd party connectors like docusign and others for document signing. I do not have any video references on it. I recommend checking or posting your query on forums in case someone has done something similar
powerusers.microsoft.com
Hi Reza, thanks for the great content! I used the exact same template but the "Approval Status" Column is not showing on my list. How do I enable it?
Its a preview feature in target release tenants. Some have experienced issues enabling it.
Im not aware of any other option to enable it apart from selecting the template.
@@RezaDorrani Oh I see thanks!
In terms of making change to an approved item 5:20 , does this include adding an attachment to the item
I have not tried with attachment. You can give it a try.
Hi Raza I have question regarding approval request , before it was notified to the approvers by email and now it’s only notified by Microsoft teams .. how can I fix it .
This is purely a Teams based approval integration.
Hi Reza. In regards the "Approvals Dashboard" is there the ability to add additional columns to the dashboard view such as "Requested by" and "Approvers" or are we limited to what we see? Looking at the one for Sarah the last column is "sent to".
I believe we are currently limited to what we see.
@@RezaDorrani Thanks. Also you mentioned about using Security Groups. Lets say I have a group called "Business Advisors" of which Paul & Peter are members. I raise a request and select "Business Advisors" as the approvers rather than individual names. Let's say Paul approves first then Peter. What would I see in the "Responses column". Will I see Peters name or will I only see the Security Groups name being "Business Advisors". Thanks.
@@256hawkins Security groups will be supported. Currently it fails in preview and hence not sure what would show up on column.
@@RezaDorrani Thank you and appreciate you taking the time to check for me. Have you heard any updates on when this is going to GA status? The message center said roll out to GA was early May and completed by mid May, but still get the same error message. Does the message center have updates on progress of the roll out or do you just simply have to refer to the limited info on the RoadMap?
@@256hawkins I am not aware of GA date and not sure who manages or how the message center is updated
Is there a way to require approval from everyone and also in a particular order? Like if a request for leave had to go through your immediate supervisor, another person and a final approval from a regional manager?
Those options are currently not available. For that, you would need to use power automate approval workflows.
Reza, is it possible to add a column that can change without changing the approval status? Like a yes no column that can be changed yes no without changing the approval status column back to "not submitted"?
Not sure if thats an option
I think I have tried everything, the only thing that I have found that will not revert the approval status back is adding a comment to the line. @@RezaDorrani
Can the approval flow also trigger an email, or only a Teams notification? My boss is kind of old school...
This type of approval is only for Teams.
Can we change the behaviour after it has been approved. Instead of resetting the approval status when a change has been made after an approval, can it keep the status as approved?
I don’t think currently thats an option
Hi Reza, am new to power app. I am trying this functionality, getting message that this action is part of experimental feature that is not supported jn current environment. Is this something my organisation need to upgrade some patch or available for all after sometime ?
I believe this is only for targeted release tenants. Im not aware of any patch for this.
When I use this template, it didn't show the Approval column. Does anyone else have the same issue?
I have not faced this issue
Hii reza guest user allowed to choose approver and submit the request in this list + approval sharepoint list?
Not sure. I have not tried that.
Do we have any time limit, request should be approved/rejected with this time?
I don’t believe there is any time limit for these
Is it still only possible to leverage the approval component from a template?
Last I checked - Yes
Is it possible to add an approvals column to an existing list? I have custom data so clicking the approval template does not work. Is there no way to just an approvals column to an existing list?
That feature is planned to release soon. Im not aware of the exact timelines.
Hey Reza! I noticed this template isn't available on GCC license, is there a place I can import it into my templates?
Im not aware of GCC releases :)
Not sure if there is a way to import it.
@@RezaDorrani no worries! I'll just set up up the same as your previous videos.:) thank you!
Hello @Reza Dorrani, is it possible to already have approvers as a default? how can we do it?
Currenlty, No
tks@@RezaDorrani
Hi Reza, Great video tutorials you have.
I've been watching your videos alot mostly Documents Approval to get the right flow I need.
I was hoping if you have a video on Teams Approval app that when files uploaded by the requestor have been approved it can no longer be edited by the approver nor the requestor. It seems using the Teams app Approval alone can't achieve our goal as the files being uploaded can still be edited after being approved and the file itself is in the OneDrive files of the requestor.
Can you point me to the right direction on how to have a Documents Approval flow that uses Teams approval app where requestor uploads the file using Teams Approval app/SPO site or list that can be edited if rejected and stop the manager/requestor to edit the file once approved.
If not is there another method I can use? as long as the manager can get notified thru Teams approval app and email, files can be edited once rejected and stop files being edited once approved.
TIA
I do not have a video reference on this scenario. I have not tried this in conjunction with teams approvals app
Here is giving an error when sending the request "the remote server returned an erro (400) Bad Request "
Not come across this issue hence not sure
Hi Reza, can you only receive the notification via ms teams or also by mail?
I believe this one is for Teams only.
Thank you very interesting. Seems like the template you used is not yet available, I get an error message "This action is part of an experimental feature that is not supported in the current environment." :(
Its still rolling out to all tenants.
Same here, I was happy when I saw the template but you are noticed you cannot use it only when you click on create! This is so rough
@@pierrickdefossez3157 Give it some time :) Its in preview.
@@RezaDorrani Excellent video thank you. Is there a general timeframe that applies for these type of changes / updates in terms of how long they stay as a "Preview" feature until they are available for everyone to use? Would be super keen to use, but was trying to get a gauge on whether we are talking days, weeks or months before it goes to GA mode.
@@256hawkins I am not aware if there is any general timeframe. Always best to check the release plans as they do share date ranges in there.
When is this feature available for everyone?
I am not aware of date for General Availability
1:08 Is the content Approval also available in SharePoint Server 2019?
This feature is a special type of content approval and only available for modern SP lists which use the templates shown in video
Can you please explain, what happens if the requestor cancels the request sent to the approver even before they approve. This request can be cancelled in the teams - approval- sent . So basically we can go to the sent section in teams/automate, and cancel the request. So after we cancel, how to update the data base list. Can you please explain this. Like basically on what condition can we update the sp list.
Ps- it's clearly not about the cancelling the flow.
There is no flow in play here. If approval is canceled by requestor, the status of item goes back to not submitted.
@@RezaDorrani but I am not able to update the status in the data base whenever the requestor cancels the approval. It would be really great if you could make a video based on that. Or any solutions would also be helpful. Basically, whenever a request is raised by mistake, the requestor cancels the request in team in approvals- sent section. So at that point of time, I want my data base to be update. I am not able to do that, coz cancelled request is not treated as outcome in order to update as a next step in the flow. The flow just stops right there and status remains as still blank in the sp list(database).
@@vyshakr8095 I don’t think Im understand your question. There is no flow here. Its an out of the box feature. I dont plan to make any videos on this topic.
Il recommend checking or posting your query on forums at powerusers.microsoft.com
Hope this can be extended to document libraries
Not currently
@Reza Dorrani this is what I would love to use this for. Being able to track approvals for documents in a library would complement nicely. Wondering if there was a way to trigger a document library approval to also reflect in the list.
@@officially.nguyening Not with this feature.
I have done videos on doc lib approvals with power automate. Check the approvals playlist on my channel.
Sir, can we attach files in the automated travel list template and submit. Will the approval process work? How the approver can view these files?
I am not sure if there is an option to do this. Not something I have tried.
Thanks Sir. Let me try
Hi Reza this is the video I was telling you about, if you could share the development. (2)
These are all my earlier videos (pre- memberships) and done a long while ago.
If video description does not have any links, then I dont have any other reference.
I'm trying to use this template to build out additional power automate flows by setting trigger condition using the Approval Status column in this list. My trigger condition is written as @or(equals(triggerOutputs()?['body/ApprovalStatus/Value'],0),equals(triggerOutputs()?['body/ApprovalStatus/Value'],2)) AND @equals(triggerOutputs()?['body/Author/Email'],triggerOutputs()?['body/Editor/Email']). They are not working when I create or edit item in a list. Can power automate be used to leverage from this template?
I have not investigated further in this template to know what options are available.
I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
@@RezaDorrani the Approval Status column does not automatically respond to Approve and Reject actions taken in teams. I tried many times but the column never changes its status to Approved or Rejected unless I clicked on it. Is this is a flaw in the template or is there a setting somewhere in the list that I need to turn on?
@@KfromFL Im not sure about this either.
I don't know why but I can't get my approval status nor the approver columns to show in my list, tired of searching! everything else works fine, except for those two columns!
I have not come across this issue, hence not sure what the resolution is. This is a preview feature so things can change or may have bugs.
@@RezaDorrani I think it starts from the moment I try to use any of the templates that include approvals, I reached a point where I can see an "_ApprovalStatus" column in the Show/Hide Columns option but it never shows. Not even from list settings. I'm trying to show the status and the approver but it won't let me, it is exactly what I need!
I get a message that it is a feature not compatible with my environment
@@joselino973 Not sure why that is the case. I have not experienced it.
MC525660 - Updated June 1, 2023: Microsoft has updated the rollout timeline below. Thank you for your patience. This message is associated with Microsoft 365 Roadmap ID 100502. Standard Release: Microsoft will begin rolling out in late June (previously early May) and expect to complete rollout by early July (previously mid-May).
I'm having multiple records in my data source and some records having same Task ID's . If I edit any one record that changes has to be update automatically on another record which have same task id... Sir can you please help me with this... I tried multiple way
If any one having idea please respond
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani tq you
Can I enlarge the comment section and to make it rich text?
No
I am not able to see approval status....pls suggest
No idea as I have not come across this issue. I simply showed in video what’s possible Out of the Box.
MC525660 - Updated June 1, 2023: Microsoft has updated the rollout timeline below. Thank you for your patience. This message is associated with Microsoft 365 Roadmap ID 100502. Standard Release: Microsoft will begin rolling out in late June (previously early May) and expect to complete rollout by early July (previously mid-May).
@@256hawkins Thanks for the update