hello folks welcome back in this video i will show you how to set up
power automate approval process on teams channel documents
so stay tuned and let's go to the demo after this short intro
i am inside microsoft teams desktop application
first thing i will do is i will create a team and then i will create a channel
and then once the channel is created i will create a workflow
using power automate on that channel so if someone
upload a document in that channel it should go through the approval process
so to create a team i will click on join or create team
i will select the option from scratch and then i will
make it public i will give it a name for this team
i will just call it project contoso create
now i can add other members to the team but i will skip that step for now
now it automatically creates a general channel here so if i go to this teams
and go to manage team i can see myself listed as an owner and
i can add other members or owner for this team
what i will do is i will create another channel in this team
so i'll click on the three ellipses and i will click add channel
i will just give a channel name project document and
i will keep the privacy as standard i will click on add
now you can see there are two channels already created for project contoso
team so if i go to the document channel and go to
files this is where i want to upload the project document
but for the each document i want to start an approval process
so it can be your manager or the team owners or whoever
want to approve this document if someone upload or create a new document here so
from the top right hand side if i click on open in sharepoint every
time you create a team it actually creates a sharepoint site
underneath it and there will be a default document library for the team so
if i go back to the documents now you can see there are two folders
here there's a general folder and project document folder so for
each channel inside the team it will just create a relevant folder
in sharepoint as well so we want to create a power automate flow
on this folder so whenever someone put a document in this folder
it start the power automate approval process
so if the document is approved or rejected
so we need to show that status column in the teams as well so we can create that
column in sharepoint and it will be appeared in the team as well so if i
click on add column and i will say choice column
i'll just give it a name status column and the first choice i will say approved
and the second choice i will say rejected i will change the color for
approved to green and reject it to orange okay
and i will click save and the default value is none so if i now
go to project documents folder we can see the status column here and we can
update this column via the workflow and now if i go back to the teams and go
to a different channel and come back to project
document and files i can see the status column appearing here as well so the
next step is i want to create power automated workflow so to do that i
navigate to office 365 from the left hand menu i click on power
automate icon now from the left hand menu i will click
on create i will select automatic flow because as
soon as a document is uploaded into that channel folder i want to
initiate the flow so i will select automated flow i will
just give flow a name just call a project document approval so
the trigger for this flow is when a file is created on sharepoint
properties only so i will select that click on create
now it is asking me which sharepoint site that
file reside so i need to navigate back to
the contoso project contoso side so i will take the link just to the contoso
side not to the document library or the
folder and i will come back here and i will enter a custom value click on
custom value and i paste the site url here
and now it is showing me the document library in there so i select that
and in terms of folder i need to look into
the shared document library and i'm interested in project documents
folders only initiate the workflow if someone uploading a document in
project documents channel in this case project document
folder in sharepoint document library so i will select
project document now next step is you need to start an approval
process so for this demo what i will do is
i will get my manager name and then i will
start the approval process for my manager so i will click on next step
i will say get manager and then i need to provide the email address
so we can say whoever created this record
created by email that person manager it needs to retrieve
okay that's done next step is going to be start an approval process
so i will click on next step and the action we wanted to start and wait for
an approval i will just keep it really simple
out of the box approve and reject first to respond and the title will be
document approval and assigned to is going to be
this person email address so your manager email address in this case
and the detail you can put as much detail you want
and the link to the item i will put link to the record here
link to the document and the link description
i will select the name of the document so if i scroll down the file name i will
use as a link to description okay so that's
done the next step is we want to see the
outcome of this approval process so if it is approved
we want to update the status column with approved if rejected
we want to update a state column with rejected so if i click on new step
we need a condition control and the condition will be
the outcome column from the previous approval step
if it is equal to approve so if it is approved
then run this otherwise run this so if it is approved
then we are updating the report so we are going to update
file properties of sharepoint action so we'll select that and then
again the site address is going to be the custom site address
okay and then the document library is going to be this document library
and this id is going to be the unique id from
very first step when an item was created so we'll select the id there
now we need to provide the status value so in this
case it is going to be approved and then we add an action here
so this is going to be the same action update file properties
and then i will put the same site address here as well so enter custom
value and then i will select documents and
then the id of the record when it was created and this time
the status value is going to be rejected okay so we have done with this
workflow now so i will save this workflow so when a
file is created in that folder which is our channel folder i'm getting
the person who uploaded a file his manager email
and start an approval process for the manager and if
the person approve it then i'm updating the status
of that document to approve otherwise i'm updating the status of that document
to reject it okay so i will click on save so now to
test this workflow what i will do is i will upload a
document in this channel file tab so i will just
drag a document here is the pdf report so the document is uploaded now the
approval process will start soon if i go back to the main page of
this approval now approval process started if i click
on the detail so it started and waiting for an
approval so because in my tenant i put myself as my manager so i will go
to my outlook to approve this task so you can see that
there's a new task created so there is a link to the annual report
if i click on it it will open that document and it is opening the document
from the contoso teams shared document library
under that channel folder so i can review the document and i can
just approve it here and submit now this will complete the
workflow process and the condition will met that it is
approved and it update the status value to
approved now if i go back to the teams and if i
just refresh this tab so it will reload the tab now you
can see that the status of this document is approved
so just to wrap up this video today you have learned how to set
up power automate approval process on microsoft teams channel documents
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