How To Use Approvals In Teams : Team Approval Workflow Setup

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Setting up a custom avatar in Teams helps you maintain visual presence even when your camera is off. But if you’re here, you’re likely wondering how to use approvals in Teams to streamline your workflow. Approvals in Microsoft Teams lets you create, manage, and review requests without leaving the app. This guide walks you through every step, from setup to advanced tips.

Think of approvals as a digital sign-off system. Instead of chasing people for signatures via email, you can send a request directly in Teams. It integrates with Power Automate, SharePoint, and other tools. Let’s get started.

What Are Approvals In Teams?

Approvals is a built-in app in Microsoft Teams. It allows you to create formal requests for things like time off, purchase orders, or document sign-offs. The requestor submits a form, and the approver reviews it with a simple click.

You don’t need extra software. It works inside Teams channels, chats, and even on mobile. The system tracks the status—pending, approved, or rejected—so everyone stays informed.

How To Use Approvals In Teams

Now for the main event. How To Use Approvals In Teams involves a few core steps. First, you need to find the app. Then, create a request. Finally, manage responses. Let’s break it down.

Step 1: Add The Approvals App

If you don’t see Approvals in your left sidebar, add it manually. Here’s how:

  1. Click the three dots (…) at the bottom of the Teams sidebar.
  2. Search for “Approvals” in the search bar.
  3. Click the app and select “Add.”
  4. Pin it to your sidebar for easy access.

That’s it. The app is now ready. You can also access it from the “…” menu in any channel or chat.

Step 2: Create A New Approval Request

Once the app is added, creating a request is straightforward. Follow these steps:

  1. Open the Approvals app from the sidebar.
  2. Click “New approval request” at the top.
  3. Choose a template or start from scratch. Templates include “Time off,” “Expense report,” and “Purchase order.”
  4. Fill in the details: request name, description, and attachments if needed.
  5. Select the approver(s). You can choose one person or multiple.
  6. Set a due date if required.
  7. Click “Submit.”

The request is now sent. The approver gets a notification in Teams and email. They can review and respond directly from the notification.

Step 3: Approve Or Reject A Request

If you’re an approver, responding is simple. When you receive a request, you’ll see it in the Approvals app or as a notification. Here’s what to do:

  1. Open the request from the notification or the app.
  2. Review the details and any attached files.
  3. Click “Approve” or “Reject.”
  4. Optionally, add a comment explaining your decision.
  5. Click “Submit.”

The requestor is notified instantly. The status updates in the app for everyone to see.

Step 4: Track Approval Status

You can monitor all your requests in the Approvals app. The main dashboard shows:

  • Sent by me: Requests you created.
  • Received by me: Requests waiting for your action.
  • Completed: Approved or rejected requests.

Click any request to see its full history. This includes comments, attachments, and timestamps. No more digging through emails.

Using Approvals In Channels And Chats

You don’t have to open the app every time. Approvals works directly in conversations. Here’s how to use it in a channel or chat:

  1. In a channel or chat, click the “…” icon below the message box.
  2. Select “Approvals” from the menu.
  3. Fill out the request form as usual.
  4. Submit it. The request appears as a message in the conversation.

This is great for team projects. Everyone can see the request and its status without leaving the chat. It keeps communication transparent.

Advanced Features: Templates And Power Automate

Approvals gets more powerful with templates and automation. Let’s explore both.

Using Templates

Templates save time. Instead of typing the same details every time, you can create a reusable template. Here’s how:

  1. In the Approvals app, click “Templates” on the left.
  2. Click “New template.”
  3. Name it and add fields like “Request type,” “Department,” or “Amount.”
  4. Set default approvers if needed.
  5. Save it. Now team members can use it with one click.

Templates are especially useful for recurring requests like vacation or expense approvals.

Integrating Power Automate

Power Automate (formerly Flow) lets you automate approval workflows. For example, you can set up a flow that sends an approval request when a new file is added to SharePoint. Here’s a basic setup:

  1. Go to Power Automate (flow.microsoft.com).
  2. Click “Create” and choose “Automated flow.”
  3. Select a trigger, like “When a new item is created in SharePoint.”
  4. Add an action: “Start and wait for an approval.”
  5. Configure the approval details.
  6. Save and test the flow.

This automates repetitive tasks. You can also use pre-built templates from the Power Automate gallery.

Best Practices For Approvals In Teams

To get the most out of approvals, follow these tips:

  • Set clear deadlines: Always add a due date to avoid delays.
  • Use comments: Explain why you’re approving or rejecting. It helps avoid confusion.
  • Limit approvers: Too many approvers can slow things down. Keep it to one or two people.
  • Test templates: Before rolling out, test templates with a small group.
  • Train your team: Show everyone how to use the app. A quick demo saves time later.

Troubleshooting Common Issues

Sometimes approvals don’t work as expected. Here are common problems and fixes:

Approval Not Showing Up

If a request doesn’t appear, check your notifications. The request might be in the “Received by me” tab. Also, ensure the app is installed. If it’s still missing, ask the sender to resubmit.

Cannot Add Approver

If you can’t select an approver, they might not have Teams access. Ensure they have the Approvals app enabled. You can also try adding them via email address.

Status Not Updating

If the status seems stuck, refresh the app. Close and reopen it. If the problem persists, check your internet connection. Sometimes a sync delay occurs.

Template Not Saving

If a template won’t save, check for missing required fields. Also, ensure you have permission to create templates. Contact your admin if needed.

Security And Permissions

Approvals in Teams respects your organization’s security settings. Only people with access to the app can create or approve requests. Admins can control who uses Approvals via the Teams admin center.

Data is stored in SharePoint and Exchange, so it follows your company’s compliance policies. You don’t have to worry about unauthorized access.

Mobile Approvals

The Approvals app works on mobile too. Download the Teams mobile app from your app store. Then:

  1. Open Teams and tap the “…” menu.
  2. Find Approvals in the list.
  3. Create or respond to requests just like on desktop.

Mobile approvals are great for managers on the go. You can approve time-off requests from anywhere.

Comparing Approvals To Other Tools

You might wonder how Approvals stacks up against other tools. Here’s a quick comparison:

  • Email: Slower, harder to track, and easy to lose.
  • SharePoint workflows: More complex, requires setup.
  • Third-party apps: Often cost extra and need integration.
  • Teams Approvals: Free, built-in, and simple to use.

For most teams, Approvals is the best balance of simplicity and power.

Real-World Use Cases

Here are a few examples of how teams use approvals:

  • HR: Time-off requests, expense reimbursements.
  • Finance: Purchase orders, budget approvals.
  • Marketing: Content approvals, campaign sign-offs.
  • IT: Software requests, access permissions.

Any process that needs a formal sign-off can use Approvals.

Setting Up Approvals For Your Team

If you’re a team lead, here’s how to roll out Approvals:

  1. Enable the app for your team (admin might need to do this).
  2. Create a few templates for common requests.
  3. Share a quick guide or video with your team.
  4. Start with a simple process, like time-off requests.
  5. Gather feedback and adjust as needed.

Most teams adopt it quickly because it’s intuitive.

Integrating With Other Microsoft 365 Apps

Approvals works well with other apps. For example:

  • SharePoint: Attach documents from SharePoint to your request.
  • Outlook: Get email notifications for pending approvals.
  • Power Automate: Create complex workflows.
  • OneDrive: Attach files directly from your cloud storage.

This integration makes it a central hub for approvals.

Customizing Approval Forms

You can customize forms with additional fields. When creating a request, click “Add field” to include things like:

  • Dropdown menus
  • Date pickers
  • Text boxes
  • File uploads

This makes the form fit your exact needs.

Managing Multiple Approvals

Some requests need multiple approvals. You can set this up by adding multiple approvers. Each person approves in sequence or in parallel. Sequential means one after another. Parallel means all at once. Choose based on your process.

Deleting Or Canceling A Request

If you made a mistake, you can cancel a request. Open the request in the app and click “Cancel.” This removes it from the approver’s list. You cannot delete completed requests, but they remain in the history.

Exporting Approval Data

You can export approval data for reporting. Use Power Automate to send data to Excel or SharePoint lists. This is useful for audits or tracking trends.

Common Mistakes To Avoid

Here are pitfalls to watch out for:

  • Not setting a due date—requests can linger.
  • Adding too many approvers—slows the process.
  • Forgetting to attach files—causes back-and-forth.
  • Ignoring notifications—missed approvals.

Avoid these to keep things smooth.

Frequently Asked Questions

Q: How do I enable approvals in Teams?
A: Go to the Teams app store, search for “Approvals,” and add it. Your admin might need to enable it first.

Q: Can I use approvals without a Teams license?
A: No, you need a Microsoft Teams license. But it’s included with most Microsoft 365 plans.

Q: How do I approve a request on mobile?
A: Open the Teams mobile app, go to the Approvals app, and tap the request to respond.

Q: Can I set up automatic approvals?
A: Yes, using Power Automate. You can create flows that auto-approve based on conditions.

Q: Is there a limit on how many requests I can create?
A: No, there’s no hard limit. But performance may slow with thousands of requests.

Final Thoughts

Approvals in Teams is a simple yet powerful tool. It saves time, reduces email clutter, and keeps everyone on the same page. By following this guide, you can start using it today. Experiment with templates and automation to see what works best for your team. The key is to start small and expand as you get comfortable.

Remember, the goal is to make approvals easier, not harder. So keep it simple. If you run into issues, check the troubleshooting section or ask your IT team. Happy approving!