My second low-code project: I finished my document. Was it approved ❓

Ok, here we go with our second low-code, quick-and-easy project. Here is the problem I am tackling: I collaborate with others, not just in Microsoft Word or Excel documents, but also on audio and video projects. In general, I need to make sure someone signs off on them. Rather than going back and forth with emails and wondering if they have approved it, how do I automate the process and keep a record of sign-offs?

You guessed it, Power Automate to the rescue! And this is another chance where you, as a Microsoft 365 Champion, can help others and be a hero. 🦸‍♀️

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Here is how I automate my sign-offs. It’s a great example for you!

Here is what you will need:

1. 1. Your NetID
   2. Your OneDrive account
   3. Files for sign-offs 😸
   4. COOL Fact: You do not even need to open Power Automate!

Setting things up:

1. 1. Log in to your Microsoft 365 account.
   2. Open OneDrive
   3. Create a new folder and name it “Files for sign-offs.”
   4. Once you create the folder, make sure to share it with the potential approver.

Getting things working

You are now all set. Ready to make some magic?

1. 1. 1. Open your “Files for sign-offs” folder.
      2. Upload a document or file. In this case, I will upload an audio-recording.
      3. Once the file is uploaded, go to the ellipsis [ ⁞ ] and click it. Select “Automate” and “Request sign-off.”
      4. After a brief moment, the system will ask you for the name of the person who has to sign off on the item.
      5. Once you add their email address and an accompanying message, click on the “Run Flow” button at the bottom of the screen.

The Flow in action:

Once the Flow starts executing, this is what happens:

1. 1. 1. Power Automate will generate two emails. One will go to you and one to the person who needs to sign off on the file.
      2. 🚩 Both emails will originate from Microsoft Flow, and in some mail systems may be labeled “EXTERNAL” since they do not originate from inside the organization, strictly speaking.
      3. The email to you will confirm that the process has started.
      4. The email to the approver will contain a link to the file for reviewing and buttons for approval or rejection.
      5. Upon review, the approver may sign off on the document by clicking “Approve” or may reject by clicking “Reject.” In either case, the reviewer can add comments to accompany the decision.
      6. Once this action is complete, the requested email is automatically modified to reflect the approval or rejection for sign-off.
      7. At this point, Power Automate will send you an email with the approver’s response.

❗ The amazing thing is that you can take advantage of this solution, which is part of the Power Platform, without having written a single line of code. One of the great things is that through Power Platform, and all the low-code, or no-code underpinnings, you can make your work with all the Microsoft 365 applications more than what the individual pieces can do, more than the sum of their parts; and you can start building highly efficient processes.

Keeping records

Lastly, the additional value of this process is that it automatically keeps records for you. Once you submit a sign-off request, a log of requests and approvals, along with the amount of time taken to process the request, is kept for you in Power Automate. To check your records, all you need to do is go to Power Automate on the web and check in the “Action Items” menu by clicking on Approvals.

Stay tuned for our next post, where I will cover a highly efficient file conversion flow that may save you hours of work. In the meantime, #keepitlowcode !