Selective Approval

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it is possible to bypass the approval process for document library owners while still requiring approval for other document library members in SharePoint Online. Here’s how you can set it up:

Step 1: Create a Custom Permission Level

1. Navigate to Site Settings:
• Go to your SharePoint site.
• Click on the gear icon (⚙) in the top-right corner.
• Select "Site settings".
2. Create a Custom Permission Level:
• Under the "Users and Permissions" section, click on "Site permissions".
• Click on "Permission Levels".
• Click "Add a Permission Level".
• Name the new permission level, e.g., "Contribute without Approval".
• Start with the "Contribute" permission level by checking all the boxes for the "Contribute" permissions.
• Uncheck the "Approve Items" permission.
• Click "Create".

Step 2: Assign the Custom Permission Level to the Owners Group

1. Go to the Document Library Settings:
• Navigate to the document library where you want to apply these permissions.
• Click on the gear icon (⚙) and select "Library settings".
2. Stop Inheriting Permissions:
• Click on "Permissions for this document library".
• Click on "Stop Inheriting Permissions" to break the inheritance from the parent site.
3. Grant Custom Permissions to Owners:
• Find the Owners group, typically named something like "[Your Site Name] Owners".
• Select the Owners group and click "Edit User Permissions".
• Assign the newly created "Contribute without Approval" permission level to this group.
• Click "OK".

Step 3: Ensure the Approval Workflow is Set for Other Members

1. Set Up the Approval Workflow:
• Ensure that the document library has an approval workflow or content approval enabled.
• Go to the document library settings.
• Under "Versioning settings", ensure that "Require content approval for submitted items" is set to "Yes".
2. Check Permissions for Members:
• Verify that other users (Members and Visitors) have the appropriate permissions. Typically, Members should have the "Contribute" permission level and Visitors should have "Read".

Step 4: Test the Configuration

1. Test with an Owner Account:
• Upload a document as a user who is in the Owners group.
• Verify that the document is immediately approved and visible without needing further approval.
2. Test with a Member Account:
• Upload a document as a user who is in the Members group.
• Verify that the document requires approval before it becomes visible to other users.

Summary

By creating a custom permission level that excludes the "Approve Items" permission and assigning it to the Owners group, you ensure that owners can bypass the approval process while other members still require approval for their uploaded documents. This setup provides a balance between streamlined processes for trusted users and maintaining control over content for regular members.

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