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How to Use SharePoint and Power Automate for Online Approval Workflows

Maira Mehtab Sep 20, 2026 869 views

Question details

A business needs to replace a manual paper-and-email approval process with an automated online landing page and workflow system.

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Creating an online form and automated routing for business approvals.
Observed behavior: The user wants to set up a digital landing page with input fields and automated approval routing, utilizing SharePoint for data storage and Power Automate for the workflow.

Before you start

Ensure you have appropriate Microsoft 365 licenses that include SharePoint Online and Power Automate, and that you have site owner permissions to create lists and flows.

Solution 1Recommended

Build an Automated Approval Workflow using SharePoint and Power Automate

Use SharePoint to create the data entry form and list, and Power Automate to handle the routing, notifications, and approval logic.

SharePoint acts as your database and user interface, while Power Automate serves as the engine that drives the approval process behind the scenes. This integration fully replaces paper-based forms and manual email threads.

Create a SharePoint List

Navigate to your SharePoint site, click 'New' > 'List', and add the necessary columns (e.g., Title, Requester, Status, Details) to capture the required form information.

Launch Power Automate

From the Microsoft 365 app launcher, open Power Automate and click 'Create' on the left sidebar to start building a new flow.

Select a Workflow Trigger

Choose 'Automated cloud flow' and set the trigger to 'When an item is created' in SharePoint. Connect it to your specific site address and the list you just created.

Add an Approval Action

Add a new step and search for 'Start and wait for an approval'. Configure the approval type (e.g., Approve/Reject - First to respond), fill in the title, and assign it to the appropriate email addresses of the approvers.

Update SharePoint Status

Add a 'Condition' based on the approval outcome. Under the 'If yes' and 'If no' branches, add an 'Update item' action to change the status column in your SharePoint list to 'Approved' or 'Rejected'.

Advanced Workflows: For highly complex workflows involving multiple stages or conditional routing, consult the Microsoft Power Platform Community for advanced design templates and assistance.

Free Microsoft Office alternative

Need a Lightweight Office Suite for Your Approval Documents?

While SharePoint and Power Automate handle your workflow routing, you often need a reliable office suite to create, edit, and review the actual documents being approved. WPS Office is a free, lightweight, and highly compatible alternative to Microsoft Office.

1. Download WPS Office: Visit the official WPS website and click the 'Download WPS Office Free' button.
2. Install the Software: Run the downloaded installer and follow the quick on-screen instructions to set up the suite on your device.
3. Review Workflow Documents: Open your Microsoft Office files or PDFs directly in WPS Office to review or edit them seamlessly before final approval.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Easily view, edit, and sign PDF documents required in your approval workflows.Lightweight and fast, consuming minimal system resources compared to heavier office suites.Familiar user interface makes migration effortless for all employees.

microsoft office alternative - wps office

Frequently Asked Questions

Can I trigger a Power Automate flow from a SharePoint document library instead of a list?

Yes. You can set the Power Automate trigger to 'When a file is created (properties only)' in a SharePoint document library to initiate an approval workflow for newly uploaded documents.

Do approvers need a premium Power Automate license to approve requests?

No, internal users generally only need a standard Microsoft 365 license (which includes basic Power Automate use rights) to respond to standard approval requests sent via email or Microsoft Teams.

How can users track the status of their approval requests?

Users can check the status by looking at the designated status column in the SharePoint list where they submitted the request, or by checking the 'Approvals' app within Microsoft Teams.

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