Platform Banner

Teams - Manage Document Approvals Tutorial

Manage document approvals in the Teams approval app from the approver’s view. It covers the Received and Sent tabs, locating requests, opening attachments to verify costing, delivery, and invoicing details, and adding comments. It shows status, sender, and date, with actions to reassign, reject, or approve. It explains saving a PDF of the form for records and exporting CSVs to review approvals over a 90-day window.

03:10
19 views
Share

Available in Microsoft365

00:00:06

the recipient must be able to easily find it,

00:00:09

review it,

00:00:10

and then respond to it.

00:00:11

Let's see how to manage this.

00:00:13

In the approval app,

00:00:14

there are two tabs at the top

00:00:16

received and sent.

00:00:19

The received tab is where all requests are sent to you.

00:00:23

If you're signed in at the time of sending,

00:00:25

you'll receive an immediate notification.

00:00:28

Otherwise you'll find it in this tab or

00:00:31

in the activity feed in the team sidebar,

00:00:34

which also shows your received approval requests among your other notifications.

00:00:40

Let's take the example of a request sent by Stephen Watson,

00:00:44

who is asking for validation before sending a document to a customer.

00:00:49

The application specifies what is expected of you

00:00:53

and includes an attachment

00:00:55

here the document to be validated

00:00:58

as an approver always open this attachment first

00:01:02

and check its contents before making a decision.

00:01:05

In our case,

00:01:06

we make sure that the costing,

00:01:08

the delivery schedule,

00:01:09

and the invoicing conditions correspond to what is requested.

00:01:14

Back on the application form,

00:01:16

you will find its status,

00:01:17

the person who sent it,

00:01:19

as well as the date and time of sending.

00:01:22

A field allows you to add a comment

00:01:25

if you want to make a clarification.

00:01:28

Three actions are then possible

00:01:30

reassign if you are not the right person to process this request

00:01:35

and prefer to forward it to someone else.

00:01:39

Reject

00:01:40

if the request cannot be validated as it is

00:01:43

or approve

00:01:45

once all the necessary checks have been made.

00:01:48

Here,

00:01:48

the document being compliant,

00:01:50

we click on approve.

00:01:52

Teams sends a notification to the sender as soon as the request has been approved.

00:01:58

Returning to the received tab will now show the request with the status of approved.

00:02:04

By reopening the request,

00:02:05

you access its final status with the exact date and time of your validation

00:02:11

in addition to that of the initial request.

00:02:14

The save as PDF button

00:02:16

allows you to keep this form as a dated and formal document

00:02:20

containing the application,

00:02:23

the attachment,

00:02:24

and the validation.

00:02:25

Handy for archiving a proof of decision outside of Teams,

00:02:30

for example,

00:02:31

for a customer record

00:02:33

or internal control.

00:02:35

The sent tab works in the same way,

00:02:38

but this time it includes requests that you have sent to other people.

00:02:42

From either of these two tabs,

00:02:44

the export button at the top right allows you to go further.

00:02:48

It generates a CSV file saved in your OneDrive

00:02:52

containing all requests received or

00:02:55

sent over a chosen period

00:02:57

within the limit of 90 days over the last 12 months.

00:03:01

This allows you to get an overview of all your approvals in one click

00:03:06

rather than reopening each card one by one.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

Microsoft Teams Video Training - Advanced

E-learning Advanced

Vu 65 fois

Microsoft Teams Video Training - Advanced

Master advanced Teams features for communication, files, processes, team management and events.

Cours E-learning

ALL COURSES