Audience: Leadership tasked with approving items created by SharePoint forms.

As part of the SharePoint Power Automate workflow, an Approval may be generated in response to a form being submitted. Any approval received requires the user to engage by indicating their approval in an Outlook email or Teams notification.

Approvals will be delivered to Outlook as an email and may also be sent as a Teams notification. Often the email alert arrives after the Teams notification.

Approvals must be acted upon in the Outlook email or the Teams message. If an approval is already acted upon, it becomes locked and subsequent actions are not recorded. Approvals cannot be edited once they are submitted.

Outlook

An Outlook email message will be delivered from Microsoft Flow and ends in a microsoft.com email address (1). The email originates outside of the organization so the address and message (2) should be checked carefully for phishing indicators.

Review the details of the approval (2).

Click the Approved or Not Approved button (3).

A browser window will open to the Power Automate Approvals tab.

Scroll down to review the approval details (1) again. Select the approval response from the drop down (2), add comments as necessary (3), and click the Confirm button (4).

Teams

New approvals may prompt a notification near the clock in the windows task bar. Approvals will appear in the Teams Activity Feed (1). Click the approval from the Feed (2) to show the details.

For each approval item review the details (3), add comments as needed (4), indicate approval status by clicking one of the buttons (5). Note: the names of the buttons may be different depending on the workflow.

All approvals can be reviewed in the Teams Approvals tab (6).