This week we have been looking at the new Microsoft Teams Approvals App that has been launched.
Microsoft Teams Approvals is a very lightweight system for your business to handle things like expense claims, holiday requests and get sign offs on key documents or business decisions.
The main idea is for when you want to have a reliable audit trail of approvals within your business.
So let’s have a look at how it works.
First things first, it needs to be enabled within the tenant so let’s have a look in the teams administration panel, under Teams Apps and Manage Apps. Just do a quick search and here it is. By default this should already be on.
On the left hand menu, just click these three dots and choose “Approvals”. If this if the very first time that your organisation has been here, you’ll be told that it’s still setting up.
Let’s create an approval request. Here we’re going to use something that’s important for your security and compliance auditing; tracking approvals for Global Admin rights in your Office 365 tenant.
So let’s give the request a friendly name and pop in who we need to approve this request.
We can pop up some supporting text and here we can attach a document with supporting information. Then we can hit send.
Once it’s sent, we’re taken to our current list of requests. You can see the status, when it was requested and who the approval was sent to.
It’s also worth noting that when you make a request, you can select multiple approvers. Here you can either require that ALL people approve, or any one individual can approver – depending on your process.
The recipient of the Approvals will get alerted in Teams that they have a new approval and once they click on the alert, they’re immediately taken to the request.
Here they can review the request, who it’s from, the supporting details as well as reviewing any attached documents before making a decision.
Once they made that decision it’s immediately sent back over to the requester who will be alerted in Teams.
They can now review any other requests which they have and make a decision. When declining a request, they can use the text box here to provide supporting information if they choose to.
And that’s it. It’s pretty straightforward stuff.
Now let’s not forget that Teams Approvals is a deliberately a lightweight process. A lot of those “drawbacks” can be overcome by using PowerAutomate and Sharepoint which are included in your 365 subscription. So if you want more complex functionality, you can make it yourself in there.
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