Power Automate / Flow - Flow - Have new files approved prior to moving them to a dedicated folder Use Case

Chapitres :

1. Introduction to Document Automation

   In today's fast-paced work environment, repetitive tasks can consume valuable time. This guide focuses on automating the document approval process using Microsoft Flow, a powerful tool within Office 365. By streamlining this process, users can enhance productivity and ensure that documents are efficiently managed.

2. Uploading Documents to SharePoint

   The first step in the automation process is to upload your finalized document to SharePoint. This action triggers the approval workflow. Once the document is uploaded, it is essential to seek your manager's approval. After receiving approval, the document can be stored in a shared folder for access by other users.

3. Understanding Microsoft Flow

   Microsoft Flow is a collaborative tool that allows users to automate a wide range of actions. It enables users to create workflows that can be shared with others, enhancing collaboration. To access Flow, navigate to Office Online and click on the Flow tile.

4. Creating a Flow Model

   To create a Flow model, follow these steps: 1. Click on the 'Templates' tab to view available Microsoft templates and other users' Flow models. 2. Under the 'Approval' menu tab, select the template that best fits your needs. 3. Click the 'Continue' button to initiate the custom action creation process. 4. In the custom create Flow dialog box, fill in the required fields: - SharePoint Site Address - Source Folder - Assigned To (approver's email address) - Folder Path (target folder for approved documents) 5. Save the Flow to enable it.

5. How the Automation Works

   Once the Flow is set up, it operates automatically. Here’s how it works: - When a file is uploaded to the source folder, the assigned approver receives an approval request. - Upon approval, a copy of the file is sent to the target folder, while the original file is deleted from the source folder. This automation significantly reduces the time spent on repetitive tasks, allowing users to focus on more critical activities.

6. Conclusion

   In summary, automating the document approval process with Microsoft Flow not only saves time but also enhances collaboration among team members. By following the outlined steps, users can efficiently manage document workflows, ensuring that approvals are handled promptly and effectively.