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How to Create a SharePoint Approval Flow with Email and Teams

Chanuka Geekiyanage Sep 28, 2026 870 views

Question details

The user needs to set up an automated approval process in SharePoint that integrates with Email and Microsoft Teams to handle approvals, rejections, and comments.

How to Create a SharePoint Approval Flow with Email and Teams

Product: Microsoft SharePoint and Power Automate
Device & OS: not provided
Scenario: Automating document or list item approvals to ensure reviewers can make decisions, access attachments, and have their feedback automatically saved back to SharePoint.
Observed behavior: A Power Automate flow needs to be constructed to trigger notifications, collect decisions (approve/reject/hold), and update the original SharePoint item with the corresponding status and comments.

Before you start

Ensure you have the necessary permissions to create flows in Power Automate and edit lists or document libraries within your target SharePoint site.

Solution 1Recommended

Build the Approval Process Using Power Automate

Create a custom Power Automate flow triggered by SharePoint to handle attachments, send approval requests via Teams or Email, and write the decisions back to SharePoint.

Microsoft Power Automate is the standard tool for routing SharePoint items for approval. By combining SharePoint, Approvals, and Teams/Outlook connectors, you can build a seamless workflow.

Trigger the Flow

Go to Power Automate, click 'Create', select 'Automated cloud flow', and choose the SharePoint trigger 'When an item is created or modified'.

Retrieve Attachments

Add the 'Get attachments' action for SharePoint. This ensures any files attached to the original item are fetched and can be included in the approval request.

Start and Wait for an Approval

Add the 'Start and wait for an approval' action. Choose your approval type (e.g., 'Approve/Reject - First to respond'). To include a 'Hold' option, choose 'Custom Responses - Wait for one response' and define your custom buttons. Assign the approver's email and map the attachment variables.

Evaluate the Decision

Insert a 'Condition' control to check the outcome of the approval action (for example, 'Outcome is equal to Approve').

Update the SharePoint Item

In both the 'If yes' and 'If no' branches, add the 'Update item' action for SharePoint. Map the dynamic content for 'Outcome' and 'Responses Comments' to the respective status and comment columns in your SharePoint list.

Send Final Notifications

Add a 'Post message in a chat or channel' action for Teams, or a 'Send an email (V2)' action to notify the original item creator of the final decision and comments.

Build the Approval Process Using Power Automate

Testing the Flow: Always use the 'Test' button in the upper right corner of Power Automate to run a manual test. Create a dummy item in SharePoint to verify that emails/Teams messages trigger correctly and the list updates.

Solution 2

Consult the Power Automate Community for Complex Logic

If your approval process requires highly customized actions, multi-stage approvals, or complex state machines, seeking guidance from community experts is recommended.

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Manage Your Workflow Documents Easily with WPS Office

While building automated flows requires cloud platforms like SharePoint and Power Automate, creating and reviewing the actual approval documents is a breeze with WPS Office. Enjoy a lightweight, highly compatible office suite for all your document needs.

1. Download WPS Office: Visit the official WPS website to download the free installation package.
2. Install the Software: Run the installer and follow the on-screen instructions to complete the setup.
3. Open and Edit Documents: Launch WPS Office and open your .docx, .xlsx, or .pdf approval documents to start editing immediately.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Free, lightweight, and fast to launch for reviewing approval documents locally.Built-in PDF editing tools for secure document signing and reviewing.Familiar, user-friendly tabbed interface for seamless migration.

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Frequently Asked Questions

Can I include attachments directly in the Teams approval message?

Yes, you can pass the attachment content and name retrieved from the 'Get attachments' SharePoint action directly into the 'Start and wait for an approval' action. This makes the file securely accessible to the approver within both Teams and Email.

How do I add a 'Hold' option to the approval flow?

Instead of using the standard Approve/Reject type in Power Automate, select 'Custom Responses - Wait for one response' in the approval action. You can then define 'Approve', 'Reject', and 'Hold' as your custom options, which will appear as distinct buttons for the approver.

Why isn't my SharePoint list updating after the approval decision is made?

Ensure you have placed the 'Update item' SharePoint action inside the Condition branches (If Yes / If No). Also, verify that you are mapping the 'Outcome' and 'Responses Comments' dynamic content to the correct, matching column types in your SharePoint list.

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