Microsoft 365 Community Experts from the field, 23 May 2023

Previous Meeting Next Meeting

⏯

youtube image

►

From YouTube: ⚙️ How to create Microsoft / SharePoint lists with integrated Approval workflows

Description

In a new list created, users can create a list item and submit it for approval by creating an approval request and specifying the approver, the request will appear in the Approvals app in Teams or can be approved directly within the list.
Once approved, the list item status is updated.
The new list templates will automatically appear on the Create list from the template screen.
This is an optional feature that users can leverage by using one of the two new list templates.

👇
🔔Don't forget to subscribe to my channel to stay tuned Subscribe: https://www.youtube.com/giulianodeluca?sub_confirmation=1
👆

📺 REQUEST VIDEOS THAT YOU'D LIKE TO SEE
https://forms.office.com/r/NjTNvfaY13

🎬More Videos:
-Microsoft Teams: https://www.youtube.com/playlist?list=PLRKPRVekwUn9D8fI26_6vajIo7tuDScTW
-Microsoft SharePoint: https://www.youtube.com/playlist?list=PLRKPRVekwUn-3UEGYv99TbO6IBE0F1gL5
-Microsoft 365: https://www.youtube.com/playlist?list=PLRKPRVekwUn-kYhf_xj38Dy8umE21Jb66
-Azure: https://www.youtube.com/playlist?list=PLRKPRVekwUn_e8sBXPMxGJBj9WgYrv8YD
-PowerPoint: https://www.youtube.com/playlist?list=PLRKPRVekwUn8cE0BsC-JLQAosfbD1mF1u
-⚙Tools: https://www.youtube.com/playlist?list=PLRKPRVekwUn94drCWUuqYFPtOTa_7aass
-Shorts: https://www.youtube.com/playlist?list=PLRKPRVekwUn8V14C8MVMlD9Fc_7NviD_F

📺My YouTube Channel:
https://www.youtube.com/giulianodeluca

🔗Let’s connect on social:
https://www.facebook.com/delucagiulian
https://www.linkedin.com/in/delucagiuliano/
https://twitter.com/delucagiulian
https://www.tiktok.com/@delucagiulian
https://www.instagram.com/delucagiulian
https://delucagiuliano.com

⏲Timestamps
00:00 Introduction
00:29 How to create a list with an approval workflow integrated
02:03 Columns that should be visible
02:55 Triggering the approval workflow
04:44 Approving the request with Teams Approvals
05:34 How to reset the workflow
07:28 Using multiple approvers
08:45 When to use it
09:44 Conclusion

#GiulianoDeLuca #DeLuca

A

Hi everyone in this video I will talk about a new brand feature available in SharePoint or Microsoft lists. Every end user will be able to add a new item and decide if trigger an approval, workflow targeting specific users. This is fully embedded and integrated in Microsoft lists. You don't need to create any kind of workflow. This is already there all right. Let's get started and I'll show you every step here.

A

I have Microsoft teams open I am in the general channel of the training team and here I'm, going to click on the plus button to add a new tab and I'm going to Target the Microsoft lists app because I want to add a new list here for this team.

A

When you create a new list, you can reuse a bunch of templates. Let's click on create a list. You have, of course, the same user experience for SharePoint. Now, with all these templates powered by Microsoft, we have two additional templates. This one travel requests with approvals and content scheduler with approvals.

A

This word means that there is an approval, workflow already integrated in the list. You don't need to create an extra power, automate flow or a logic, app flow for that when you click on this one, for example, travel requests with approvals, which is the one that I want to implement for my team.

A

We can see that there is a new column here in this template available, colad approval status, which will contain the current status of my approval step, not submitted, requested, rejected or approved. You can change this status now. Let's click on the button use template I'm, going to be original by leaving the name and color and icon for this list.

A

Let's click on Create and now that I have this new list created a very good approach and a very good best practice here is 2002 hidden columns to do that. I'm going to click on, add a new column, and here there is a link, show or hide columns.

A

When you click on it, you will see these two additional columns, one colored, approvers and I'm going to move this just next to the approval status, and then there is another one which is called responses.

A

These are very useful to keep track of approvers and about the response of the approver. Now that I added these two extra columns, I can click on the button apply and now my two new extra columns are here available next to the approval step status. It's time to add a new item in this list. Alright, I added a new item: I can click on the button save and now I have my item added in my list in the approval status I have this status not submitted?

A

This is a click clickable link if I click on it. This opens a new panel and here give me the chance to start me. My approval request, so here I have to Target the name of my approver, which is Adele events and Diego siciliani. In my case, you can add. Also security groups here very interesting to know, and another thing to keep in mind is that this requires a manual step.

A

It's not possible to add at the moment a predefined approvers values, so it means that every time you have to re-add the approverse here I can type something in detail. Now, let's hit the button submit and now this will trigger the approval workflow behind this list. I was curious to see if this was placed in power automate as a new flow or as another flow in a logic apps under in Azure, but there's no documentation that explain where this workflow ran really in which kind of infrastructure but I assume this is in the backstage.

A

We have no access to the workflow. It means that we cannot change it now that I created a new approval workflow by clicking on the button submitted and opening the panel, the status is changed, I have requested. Now the approvers is Adele. Events I have not yet response here, because adult events has not yet approve it. Now, if I open the Adele Advance Microsoft teams instance I can see in the activity feed that there is a new, a new notification here coming from approvals, every new workflow request will trigger the approvals app in Microsoft teams.

A

Important to know is that the the request comes directly from SharePoint. This is the use case when you use such list templates with approvals steps integrated now. I can see here as I recap that I have the status requested and pending response, Diego and Adele now, as Adele I can say, for example, okay and I'm going to approve this request.

A

What I'm gonna do right now is going back to my view, as a requester I can see that now there is changed is Diego siciliani it's pending on Diego, their status is still requested. But what happens if I change something in this list item, because maybe I made some mistake: it's not New York, but here it's Paris.

A

You can change any kind of value on any field. It doesn't matter, but if you make some change there is this warning message that tells you that applying this change will reset your workflow process. Let me click on apply changes and now that I click on the needs, I can go back and the status is reset, so I have to click again on it. Then I have to Target Maya Proverbs again because I'm starting from scratch and now I can click on the button submit.

A

This will trigger again my workflow. Now let me speed up and change again the view here. I have a new request and I can see that the previous one it's cancel it. So let me open the approvals app and I what I receive it here. Is this a request? This is not yet updated. I can refresh the approvals up just to show you that the status is changed also in the history here here we go. It's cancel that because a new approval request has been submitted by applying the change in data in the title.

A

So let me click now on this one and I'm going to type again, okay and approve. Now the last approver is Diego. Siciliani I can open Microsoft teams I have the new request coming. This is the one with New York in the title, and it's canceled in just a matter of seconds. I should see the new one coming here. We go modern workplace conference, Paris coming at Rico's camps from SharePoint and the requester is Juliano now, as a last approver I need to provide my response and it's okay to me.

A

I can click now on approve. Now this request is approved and if I open the list, the previous list view as a with the Juliano perspective, it's the status is not yet updated. So let me refresh this page just to show you that the status is now approved.

A

So, let's open again I have new notification. Coming from the approvals app and I can see that now the approval status is approved, the approvers the last one is Diego Diego siciliani.

A

This is the user experience by using this list. Of course, you have the same thing using a SharePoint. So initial point I can click on the new in the comment bar button and then here I can reuse. This template, for example, content scheduler with approvals it's important to know and to keep in mind that you can always use this capability with the workflow that comes automatically and follow the list, and then you can change the columns of your list. Maybe you need something else.

A

You don't really need content, scheduler or travel request, but maybe you have marketing posts or marketing campaign or whatever HR process it doesn't matter. You can start from this template and reuse it. You have a very basic workflow steps that you can use for this list and it's nice to have already on it all right. We have seen a new brand feature available in SharePoint or Microsoft lists. If you enjoyed this video, as always, please consider to subscribe like and add a comment down below.

A

Let me know what do you think about this feature or if you have questions I hope to see you next time, bye.