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How to Create and Manage Approvals Flow in Microsoft Teams

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In the modern workplace, streamlined communication and quick decision-making are essential. Microsoft Teams has evolved into more than just a collaboration hub — it now supports built-in approval workflows that help organizations simplify decision processes directly within the flow of daily work.

In this blog, we’ll walk through how to create and manage approvals in Microsoft Teams using the built-in Approvals app and how to take it further with Power Automate integration.

🧩 What is the Approvals App in Microsoft Teams?

The Approvals app in Teams allows you to create, manage, and track approval requests right from your chat or a Teams channel. Whether you’re requesting time off, expense approvals, or document sign-off, you can quickly initiate a request and get responses in one place.

✅ Prerequisites

Before you begin:

  • Microsoft Teams license
  • Approvals app installed (default in most tenants)
  • Power Automate license (optional, for advanced flows)

📌 Creating a Simple Approval in Microsoft Teams

Step 1: Open the Approvals App

  1. In Microsoft Teams, click on Apps in the left navigation bar.
  2. Search for Approvals, and click Open.
  3. Pin it for quick access if you use it often.

Step 2: Create a New Approval

  1. Click New Approval Request.
  2. Fill in the details:
    • Title: e.g., “Leave Request for June”
    • Assigned To: Add one or more approvers (email addresses or Teams contacts)
    • Details: Describe what you’re requesting
    • Attach any necessary files (optional)
  3. Click Send.

The approver(s) will receive a notification in Teams to approve or reject the request. Once actioned, you’ll get a real-time update.

🔁 Creating an Automated Approval Flow with Power Automate

For scenarios that require automation (e.g., approvals triggered by a form submission or a SharePoint list item), Power Automate is your best friend.

Example: Approval Flow from a SharePoint List

Step 1: Go to Power Automate

Step 2: Choose a Trigger

  • Choose “When an item is created” from SharePoint triggers
  • Configure the site and list

Step 3: Add the “Start and wait for an approval” Action

  • Select approval type (e.g., Approve/Reject – First to respond or Everyone must approve)
  • Set approvers (can be dynamic from list metadata)
  • Add details to the approval request

Step 4: Add Conditional Logic

  • Based on the outcome (Approve/Reject), add further actions:
    • Send email
    • Update list item
    • Notify requester in Teams

Step 5: Save and Test

Once your flow is triggered by a new SharePoint item, an approval request is sent. Approvers can act directly from Teams or Outlook.

📊 Tracking and Managing Approvals

In the Teams Approvals app:

  • Switch between Sent, Received, and History tabs
  • Filter by status (Approved, Rejected, Canceled, etc.)
  • Export the approval history if needed

In Power Automate:

  • Monitor flow runs under My Flows
  • View detailed logs and error messages
  • Modify flows as needed for evolving processes

🌟 Tips for Effective Use

  • Templates: Use Power Automate templates to get started faster.
  • Adaptive Cards: Use them for rich approval interfaces in Teams.
  • Security: Ensure sensitive data is handled appropriately with Data Loss Prevention (DLP) policies.

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