SharePoint Document Issues

How to Create Custom Approval Options for SharePoint Documents

Tauseeq Magsi Oct 21, 2026 868 views

Question details

The user needs to configure custom document review responses (such as Go, Kill, Recycle, or Hold) instead of relying solely on default approval choices.

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Creating a personalized document review and approval workflow for files stored in SharePoint or OneDrive for Business.
Observed behavior: The built-in Teams Approvals app defaults to standard Approve/Reject responses, which restricts complex and customized review workflows.

Before you start

Ensure you have the necessary permissions to create lists in your SharePoint site and access to Power Automate with the Office 365 Outlook connector enabled.

Solution 1Recommended

Configure Custom Approval Responses Using Power Automate

Use the 'Send email with options' connector in Power Automate to provide customizable choices for document reviewers.

While the standard Teams Approvals app is limited to basic Approve and Reject functions, integrating Power Automate allows you to designate custom choices directly via email. This method records user responses and seamlessly updates your SharePoint lists.

Set Up a SharePoint Tracking List

Create a new SharePoint list designed to track the document assignee, current status, and file details.

Create a Power Automate Flow

Open Power Automate and create a new automated flow. Choose a trigger such as 'For a selected file' in OneDrive for Business or 'When an item is created' in SharePoint.

Add the Email Connector

Add a new action to your flow and search for the 'Send email with options' connector.

Define Custom Options

In the connector settings, locate the 'User Options' field and input your custom responses separated by commas (e.g., Go, Kill, Recycle, Hold).

Update File Status

Add a 'Condition' or 'Switch' action to evaluate the selected option, and follow up with an 'Update item' action to reflect the reviewer's decision in your SharePoint list.

Configure Custom Approval Responses Using Power Automate

Workflow Automated: Once configured, reviewers will receive an email with clickable buttons for your exact custom options, automatically updating your SharePoint list upon selection.

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Frequently Asked Questions

Can I add custom options directly in the Teams Approvals app?

The default Teams Approvals app natively supports only Approve and Reject. To use custom options, you must configure a custom approval action in Power Automate or use the 'Send email with options' connector as a flexible workaround.

Does the 'Send email with options' connector require a premium license?

No, the 'Send email with options' action utilizes the standard Office 365 Outlook connector, which is typically included in most basic Microsoft 365 business licenses without needing a premium upgrade.

Where are the document approval responses saved?

By adding an 'Update item' action in your Power Automate flow, the custom responses selected by reviewers via email are automatically recorded back into the designated columns of your original SharePoint tracking list.

Document & File Issues