SharePoint’s Approval Workflows Just Got Smarter and Faster

Key insights

• SharePoint QuickSteps is a new feature that streamlines multi-step document approval workflows, allowing you to automate approvals in under five minutes without coding.


• You can enable multi-stage approval workflows in SharePoint libraries, making it easy to set up flexible approval chains with different approvers at each stage.


• Dynamic approval routing uses metadata, such as payment contact columns, to automatically direct documents to the right people for review based on specific conditions or categories.


• Automated Teams notifications keep all approvers informed by sending real-time updates and alerts directly through Microsoft Teams, reducing the need for email follow-ups.


• The integration of SharePoint with Power Automate brings efficiency and transparency by automating sequential approvals, tracking status updates, and providing a centralized platform for managing requests.


• This update introduces simplified setup with built-in templates, conditional routing, and seamless integration with other Microsoft tools—making complex workflow management easier and more flexible than before.

Introduction: Streamlining Document Approvals with SharePoint's QuickStep

In a recent YouTube tutorial, Daniel Anderson [MVP] demonstrates how the latest SharePoint update is transforming document approval workflows. The video highlights SharePoint’s QuickStep functionality, which enables users to build multi-step document approval workflows quickly and efficiently—often in just five minutes. This update aims to resolve the persistent challenge of managing complex approval chains, which traditionally required manual intervention or advanced technical skills.

By leveraging this new feature, organizations can now automate approval processes, reducing the need for repetitive emails and manual tracking. The video tutorial outlines practical steps, from enabling approvals in document libraries to configuring dynamic routing and automated notifications, all without any coding.

Enabling Multi-Stage Approval Workflows

One of the core innovations discussed in Anderson’s video is the ability to set up multi-stage approval workflows directly within SharePoint libraries. This allows documents to pass through various approval stages, such as review by a team leader, followed by higher management or external stakeholders. Anderson guides viewers through creating a document library, adding relevant metadata columns, and using QuickStep to define the approval process.

A significant advantage of this approach is its adaptability. Users can easily adjust the number of approval steps or change approvers as organizational needs evolve. Moreover, the workflow can be configured to handle sequential or parallel approvals, offering flexibility that suits both simple and complex business scenarios.

Dynamic Routing and Automated Notifications

Anderson emphasizes the power of dynamic approval routing based on document metadata. For instance, the workflow can automatically select different approvers depending on the type of document or specific attributes entered during upload. This automation reduces bottlenecks and ensures that the right people are involved at each stage.

Furthermore, integration with Microsoft Teams allows for real-time notifications, making it easier for approvers to act promptly. Instead of relying solely on email, notifications are delivered where teams collaborate most, increasing visibility and responsiveness. This seamless integration cuts down on delays and improves overall workflow efficiency.

Challenges and Tradeoffs in Workflow Automation

While the new QuickStep feature greatly simplifies workflow creation, there are still tradeoffs to consider. On one hand, automating approvals saves time and minimizes errors, but on the other, it requires careful planning to ensure the workflow aligns with organizational policies and compliance requirements. Over-automation might inadvertently bypass important checks if not properly configured.

Additionally, while no coding is required, users must still have a clear understanding of their processes and approval hierarchies. Setting up dynamic routing based on metadata demands accurate data entry and well-designed metadata structures. Balancing flexibility with control remains an ongoing challenge, especially as organizations scale or introduce more complex document types.

What Sets This Update Apart?

Anderson’s walkthrough highlights several improvements over traditional workflow methods. The simplified setup and built-in templates make it accessible to a wider range of users, reducing dependency on IT support. The ability to add different secondary approvers or modify approval chains on the fly is particularly valuable for organizations with evolving needs.

Moreover, the enhanced integration between SharePoint and Microsoft Teams centralizes workflow management, allowing users to track, approve, and collaborate within a single platform. This not only boosts productivity but also fosters greater transparency and accountability throughout the approval process.

Conclusion: A New Era for SharePoint Approvals

In summary, the new SharePoint QuickStep feature, as demonstrated by Daniel Anderson [MVP], marks a significant advancement in document management and process automation. By making multi-step approvals more accessible, flexible, and integrated, Microsoft empowers organizations to streamline operations without sacrificing control or transparency.

As businesses continue to seek more efficient ways to manage approvals, features like QuickStep offer a practical solution that balances ease of use with robust automation capabilities, setting a new standard for workflow management in the Microsoft ecosystem.

Keywords

SharePoint update approval workflows SharePoint workflow enhancements SharePoint approval process automation Microsoft SharePoint new features SharePoint workflow optimization SharePoint collaboration tools enterprise content management Microsoft 365 workflow improvements