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Announcing SharePoint page approvals

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20feature%3F%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-682819%22%20slang%3D%22en-US%22%3ERe%3A%20Announcing%20SharePoint%20page%20approvals%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-682819%22%20slang%3D%22en-US%22%3E%3CP%3E%3CSPAN%3EThis%20works%20great%20with%20one%20exception%3A%20pages%20in%20folders.%20As%20soon%20as%20you%20use%20folders%20to%20manage%20permissions%20in%20the%20site%20pages%20library%20the%20flow%20partially%20fails.%20The%20approval%20email%20works%20great%20but%20the%20screen%20button%20text%20doesn't%20update%20and%20you%20can't%20approve%20from%20the%20page.%20If%20this%20could%20be%20corrected%2C%20then%20this%20would%20be%20perfect%20for%20my%20purposes.%3C%2FSPAN%3E%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-769309%22%20slang%3D%22en-US%22%3ERe%3A%20Announcing%20SharePoint%20page%20approvals%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-769309%22%20slang%3D%22en-US%22%3EHi%20Chaks%2C%20is%20there%20a%20way%20to%20bypass%20the%20page%20approval%20process%20if%20you're%20a%20site%20owner%3F%20At%20the%20moment%20I'm%20having%20to%20submit%20and%20approve%20my%20owns%20posts%20which%20needlessly%20emails%20other%20site%20owners%20requesting%20approval.%20Is%20there%20a%20way%20around%20this%3F%20Thanks.%3C%2FLINGO-BODY%3E
Chakkaradeep (Chaks) Chinnakonda Chandran
Microsoft

We are happy to announce that we will be releasing SharePoint page approvals to Targeted Release. We expect to start the rollout of this feature to all Targeted Release tenants by end of July 2018.

 

Rollout status

Current rollout status:

 

  • July 31st, 2018 - Deployed to 10% of Targeted Release tenants
  • August 3rd, 2018 - Deployed to 50% of Targeted Release tenants
  • August 6th, 2018 - Deployed to 100% of Targeted Release tenants
  • January 8th, 2019 - Deployed to all tenants in SharePoint Online

 

Documentation:

1. Configure page approval

2. Page approval flow

 

Known issues

  1. If the page is checked-out by another user and you (the author in this case) submit the page for approval, the page will not notify and proceed with the approval. The flow will run and send an email indicating to the author indicating an error occurred in publishing the page. 

  2. If you have only major versions enabled for the Site Pages library, submit for approval will result in int he following error:
    • Could not complete that action: The type of data at position 0 is different than the one expected.

  3. There an issue with the Flow service for the UK region. Any existing UK tenants created before March 2018 will work while it affects only new tenants created after March 2018. We expect to have this resolved by end of September if everything goes according to the plan. See this thread for more information.

Good news is that these will be fixed soon are fixed!

 

If you have any feedback, please make sure you discuss here!

 

Configure page approval

Site owners can configure page approval to add to the standard publishing process for a site. After adding page approval flow, new and updated pages will be not be published directly. Instead, only the completion of the approval flow will make changes visible to all readers of the site.

 

A site owner can configure page approval flow from the Flow menu of a pages library.

 

create-page-approval-flow.pngCreate page approval flow

 

Submit page for approval

Once the page approval is configured, authors will be able to submit page for approval. The publish button will be replaced by a submit for approval button.

 

submit-page-for-approval.pngSubmit page for approval

 

The page will be published once the page is approved. Rejecting a page will put that page back to draft status.

 

Approve page

Approvers will get an email regarding the page approval request. They can either approve the page directly in the email (in email clients that support actionable messages) or open the page from the email to review and approve the page in SharePoint.

 

page-approval-approve.pngApprove page

 

Customizing the page approval flow

Since page approvals use Microsoft Flow behind the scenes, the page approval flow is available to site owners to modify and add any custom business process items in the flow. After creating the flow, the site owner can click on Flows -> See your flows in the pages library to find the page approval flow.

 

For example, The default approval type is set to ‘anyone can approve’. Site owners can modify the flow and change the approval type to ‘everyone must approve’ if that is the requirement.

 

flow-change-approval-type.pngChange approval type

 

 

61 Replies
Yes! Thanks, can you move this to the SharePoint Blog for more visibility? @Mark Kashman @Chris McNulty #SPC18

Can we schedule this? 


@suresh chandanam wrote:

Can we schedule this? 


You can add scheduling in the flow. We have page scheduling in our backlog though but until then you can use the scheduling feature in flow to delay publishing.

This works!! Thank you.

Looking forward to this as my customer needs to control pages for compliance reasons! And we want to use the modern UI not the classic where ever we can :) 

This is great stuff. Can you set an approval flow on a News article as well? We have people publishing all sorts of unimportant garbage :) because not enough people check on Yammer for that kind of general stuff.

Yes all pages, which includes News
Is there going to be an API which allows us to configure/activate page approval for every new site during site provisioning?

Just saw this in the update in admin centre "The page approvals feature is available only to Communication Sites in SharePoint Online."

 

What about all of the older customers who are still on the old sites but using modern pages? :( We're going to be stuck using the classic UI...

 

Will this be eventually added to classic team sites??

 

It seems like customers who have already established their systems are getting left behind a bit, migrating to communication sites isn't an easy option for organisations that have been on SharePoint Online for years. 

Dear Chaks,

 

Sorry to bother you with another topic, but probably related to, can you look that post:

Because in any publication page (like news system) the person who created the page is quite often not the Author, and that could be really useful to have the settings opened when we publish the news.

 

Thanks by advance

Fab

Everything is working except the automatic replacement of the 'Publish' button with a 'Submit for approval' button. It still shows the 'Publish' button.

 

What have I missed?

 

Otherwise, all good - exactly what I needed.

Hi all,

Updating the main post with the rollout status. Its now rolled out to 10% of Targeted Release tenants. We will be monitoring for any issues and move to 50% either Thursday or Friday this week.

If you see this feature try it out by going to the Site Pages library as a site admin:
1. Create the approval flow as a by clicking on the Flow->Configure page approval flow

2. Once set up, authors of the site can then submit page for approval.

 

Documentation:

1. Configure page approval

2. Page approval flow


Please do share any feedback if any!

Thanks,
Chaks


@Rebecca Gordon wrote:

Just saw this in the update in admin centre "The page approvals feature is available only to Communication Sites in SharePoint Online."

 

What about all of the older customers who are still on the old sites but using modern pages? :( We're going to be stuck using the classic UI...

 

Will this be eventually added to classic team sites??

 

It seems like customers who have already established their systems are getting left behind a bit, migrating to communication sites isn't an easy option for organisations that have been on SharePoint Online for years. 


The feature is available to modern Site Pages library, that is in modern sites only, which includes both Team Sites and Communication Sites.

 

I guess it was a mistake in the Comms Post. Thanks for pointing it out. I will update it. 

 

Unfortunately, it is not available in classic sites even though you can enable modern pages there.


@René Fritsch wrote:
Is there going to be an API which allows us to configure/activate page approval for every new site during site provisioning?

Page approvals use content approvals behind the scenes. Unfortunately, it is not possible to create a flow with the user context today and thus you won't be able to set up page approvals using APIs. If you do enable content approvals using SharePoint API, then you will get the SharePoint based approvals and not Flow-based approvals.

The feature is now rolled out to 50% of Targeted Release tenants!

This is awesome, the only issue I am seeing is the Submit for Approval button is not checking the document in.  This is the error after submitting for approval:

 

ApprovalError1.PNG

Error in the Console: The HTTP method 'GET' cannot be used to access the resource 'CheckIn'. The operation type of the resource is specified as 'Default'. Please use correct HTTP method to invoke the resource.

 

I've temporarily added a step in the Flow to check the document in so I can continue testing.

 

How can we see the functionality with other users. I seem to be the only one that can see the new features.

 

Standard users only see the old Publish button.

 

thanks

Are the standard users site collection admins of their sites they are doing this on? Also they need to enable it as well.

Hi Christopher, thanks for the reply. I think I got it to work for a standard user by adding them to the first release members in Office 365. I still get the checkin error however.

Chaks wrote:
The feature is now rolled out to 50% of Targeted Release tenants!

ETA on 100% for Targeted Release? 


@Justin Pettet wrote:

This is awesome, the only issue I am seeing is the Submit for Approval button is not checking the document in.  This is the error after submitting for approval:

 

ApprovalError1.PNG

Error in the Console: The HTTP method 'GET' cannot be used to access the resource 'CheckIn'. The operation type of the resource is specified as 'Default'. Please use correct HTTP method to invoke the resource.

 

I've temporarily added a step in the Flow to check the document in so I can continue testing.

 

How can we see the functionality with other users. I seem to be the only one that can see the new features.

 

Standard users only see the old Publish button.

 

thanks


Can you give us more information on the page status by browsing to the Site Pages library? We believe you are trying to submit a page that is been checked-out by another user but wanted to confirm the page status from the Site Pages library. 


@Chakkaradeep (Chaks) Chinnakonda Chandran wrote:

@Justin Pettet wrote:

This is awesome, the only issue I am seeing is the Submit for Approval button is not checking the document in.  This is the error after submitting for approval:

 

ApprovalError1.PNG

Error in the Console: The HTTP method 'GET' cannot be used to access the resource 'CheckIn'. The operation type of the resource is specified as 'Default'. Please use correct HTTP method to invoke the resource.

 

I've temporarily added a step in the Flow to check the document in so I can continue testing.

 

How can we see the functionality with other users. I seem to be the only one that can see the new features.

 

Standard users only see the old Publish button.

 

thanks


Can you give us more information on the page status by browsing to the Site Pages library? We believe you are trying to submit a page that is been checked-out by another user but wanted to confirm the page status from the Site Pages library. 


Can you check to see if you have set the version history to be 'Create major versions only'?I think that is the bug here.

Good news everyone: We are now 100% deployed to TR tenants!

I also updated the main post with known issues.

Please let us know any feedback you have!

Hi Chakkaradeep, I have changed the versioning settings to Major and Minor and the issue is now resolved.

 

Thank you for your assistance and quick reply. 

 

Justin

I would like to understand how this works with the Common Data Service. My tenancy was created after the March update to the Common Data Service. This means that I cannot create a Common Data Service against the default environment. When I try to create any Flow in the default environment that uses the approval connector I am told that a Common Data Service does not exist and so the Approval cannot run. With this being the case if I create a new environment and  Common Data Service (I need PowerApps Plan 2 do this) I can create approvals in that environments. So here is the questions when creating the "SharePoint Approval" Workflow it always goes into the default environment and will not work as there is no Common Data Service there what do I do to allow it to work? My tenancy, Azure AD and Environments are all in the UK.

I've been testing this out and it's been great...Love the Flow approvals. A minor thing is when approving the page from the review approvals window, the Toolbar does not refresh. 

 

Toolbar after approving:

ReviewApprovals.PNG

 

Toolbar after refreshing the Browser

 

Published.PNG

 

Also, I needed to add my users into the 'run only users' area in flow for them to be able to use the Flow approvals. Even though my SharePoint list is an owner of the flow, my standard users (with contribute access) could not see the flow.

 

Other than that, brilliant work! 

 

thanks


@Ben Haynes wrote:

I would like to understand how this works with the Common Data Service. My tenancy was created after the March update to the Common Data Service. This means that I cannot create a Common Data Service against the default environment. When I try to create any Flow in the default environment that uses the approval connector I am told that a Common Data Service does not exist and so the Approval cannot run. With this being the case if I create a new environment and  Common Data Service (I need PowerApps Plan 2 do this) I can create approvals in that environments. So here is the questions when creating the "SharePoint Approval" Workflow it always goes into the default environment and will not work as there is no Common Data Service there what do I do to allow it to work? My tenancy, Azure AD and Environments are all in the UK.


While I try to get some insights on this, can you please try just creating a flow by going to the Flow website and use approvals? Though SharePoint is creating the flow, it is not doing anything special and uses the generic Flow approvals. 

Thanks Chakkaradeep

 

It appears to ba UK problem:

 

I get :

ErrorForMicrosoft.png

 

When I try to create a Common Data Service Database in the default environment I get:

 

DB.jpg

 

Looking at this thread It appears as a UK problem thus we will not be able to use Page Approval if we have a tenancy created after March. Which is a real shame that we are excluded from the functionality

Hi,

 

I am unable to creating flow, because "Create" option is grayed out. I have a doubt like whether it is released fully or not. Please help me for this. Thanks in advance.

 


@Sowmya Sree wrote:

Hi,

 

I am unable to creating flow, because "Create" option is grayed out. I have a doubt like whether it is released fully or not. Please help me for this. Thanks in advance.

 


You have to fill in who the approvers are going to be for the flow. It is a required field and since the field is empty, the Create button is disabled. Once you add approvers, you will see the Create button enabled. 


@Ben Haynes wrote:

Thanks Chakkaradeep

 

It appears to ba UK problem:

 

I get :

ErrorForMicrosoft.png

 

When I try to create a Common Data Service Database in the default environment I get:

 

DB.jpg

 

Looking at this thread It appears as a UK problem thus we will not be able to use Page Approval if we have a tenancy created after March. Which is a real shame that we are excluded from the functionality


Thanks for providing more information on this. I am investigating this issue internally and will report back once I can confirm whats going on. 

Hi Thanks for the reply. But i have added approvers. But i am unable to Selecting "Create" button. Now also its grayed out. I think for my tenant it will take some more time to release.


@Sowmya Sree wrote:

Hi Thanks for the reply. But i have added approvers. But i am unable to Selecting "Create" button. Now also its grayed out. I think for my tenant it will take some more time to release.


Did the addresses or person names resolve? The input requires a valid user in your organization. If you are seeing this panel, the feature is already available for your tenant. 

Might be a simple thing, but I cannot figure out how to remove this from the Site Pages library once it's been added. Any pointers?
Turn off content approval in settings version settings on library. Then go to flow and you will have a flow that you can delete.
Worked, thanks!

@Ben Haynes wrote:

Thanks Chakkaradeep

 

It appears to ba UK problem:

 

I get :

ErrorForMicrosoft.png

 

When I try to create a Common Data Service Database in the default environment I get:

 

DB.jpg

 

Looking at this thread It appears as a UK problem thus we will not be able to use Page Approval if we have a tenancy created after March. Which is a real shame that we are excluded from the functionality


@Ben Haynes I can confirm this is indeed an issue with the Flow service for the UK region. Good news is that this is being addressed and we expect to have this resolved by end of September if everything goes according to the plan. Any existing UK tenants created before March 2018 will work while it affects only new tenants created after March 2018.

I'm experiencing the same thing. I see the 'Submit for approval' button, but all other users still see the 'Publish' button. Does the Page Approvals Flow take a while to replicate to all servers for all users to see?

I just spent a lot of time on this and think it's because I am one of the few people on "Targeted Release".  Most of my users are on Standard release.  I really need this for News approvals before my intranet goes live next month, so have to weigh putting key staff on Targeted release.

Thanks again, yes, I believe the reason I can see the Page Approvals feature and other users cannot is because I'm on a targeted release path and other users are on the standard release path. Kirk

Would love some info about
- how can you tell if page approval is in place on the site pages library

- how can you remove a page approval flow

 

I configured a Page Approval Flow; 

Then I deleted the Flow (from Flow);

it took a while (hours) - but finally removed it

Now, I see it again … not sure what is happening.
Any insight?


@Karen McCauley wrote:

Would love some info about
- how can you tell if page approval is in place on the site pages library

- how can you remove a page approval flow

 

I configured a Page Approval Flow; 

Then I deleted the Flow (from Flow);

it took a while (hours) - but finally removed it

Now, I see it again … not sure what is happening.
Any insight?


You can tell if page approval is enabled by:

- You should see Approval Status column in the library

- Navigate to Library settings->Versioning settings and you will see Content approvals turned on

 

To remove a page approval flow:

- You can delete or turn off the flow in Flow website

- However, note that even though you delete the flow, page approval is still turned on and SharePoint will fall back to non-Flow approvals since the Flow is no longer available. 

 

To completely turn off page approvals for a Site Pages library:

Navigate to Library settings->Versioning settings and turn off Content approvals

 

Hope that helps.

I tried to turn off the page approval flow by turning off content approval and deleting the flow.  But when I turn content approval back on, it just shows configure page approval flow.  This is a real problem for me, because I need approvals on this page, but the page approval flow only works for me since I'm the only one on targeted release.  Any suggestions on how I can get a standard flow in there for page approvals until the page approval has full release?

I just created a separate custom Flow on the library and it works just as well as the out of the box page approval flow really. More work of course, but gets the job done.

@Carol DeMuth @Chakkaradeep (Chaks) Chinnakonda Chandran

 

Ditto, It is difficult to extol  the benefits of moving from on premises toOffice 365/SharePoint Online, to the business when something as basic as an approval workflow doesn't work ;-(  

 

 Do we have an exact eta of when the 'fix' is going to be rolled out to 1)FR and 2) standard tenants? Fix in this instance doen't mean telling my client to shell out for one or more Microsoft Flow P1 licenses.

Approval Flow not working.PNG#

 

Ironically, tomorrow I am meeting somebody to discuss building an OOTB SharePoint 2007 approval workflow for them #thisworksnowinuk.


@Daniel Westerdale wrote:

@Carol DeMuth @Chakkaradeep (Chaks) Chinnakonda Chandran

 

Ditto, It is difficult to extol  the benefits of moving from on premises toOffice 365/SharePoint Online, to the business when something as basic as an approval workflow doesn't work ;-(  

 

 Do we have an exact eta of when the 'fix' is going to be rolled out to 1)FR and 2) standard tenants? Fix in this instance doen't mean telling my client to shell out for one or more Microsoft Flow P1 licenses.

#

 

Ironically, tomorrow I am meeting somebody to discuss building an OOTB SharePoint 2007 approval workflow for them #thisworksnowinuk.


We are aware of this issue of approvals not working in the new tenants created since March 2018 in the UK region and the Approvals team is working on it. We hope to have it working soon. That said, today, the page approvals feature is available to First Release (Targeted Release) tenants.

 

Thanks!


@Chakkaradeep (Chaks) Chinnakonda Chandran wrote:

@Daniel Westerdale wrote:

@Carol DeMuth @Chakkaradeep (Chaks) Chinnakonda Chandran

 

Ditto, It is difficult to extol  the benefits of moving from on premises toOffice 365/SharePoint Online, to the business when something as basic as an approval workflow doesn't work ;-(  

 

 Do we have an exact eta of when the 'fix' is going to be rolled out to 1)FR and 2) standard tenants? Fix in this instance doen't mean telling my client to shell out for one or more Microsoft Flow P1 licenses.

#

 

Ironically, tomorrow I am meeting somebody to discuss building an OOTB SharePoint 2007 approval workflow for them #thisworksnowinuk.


We are aware of this issue of approvals not working in the new tenants created since March 2018 in the UK region and the Approvals team is working on it. We hope to have it working soon. That said, today, the page approvals feature is available to First Release (Targeted Release) tenants.

 

Thanks!


Thanks for the update.   Incidently, I saw this error yesterday evering so maybe the fix is being rolled out our FR dev tenant

 

The request failed. Error code: 'XrmInstanceProvisioningIncomplete'. Error Message: 'A Common Data Service database for this environment has not completed provisioning or does not support approvals. A database administrator must save a Flow using approvals in order to complete provisioning.'.

 

 

 

In the interim, I guess we have number of options to present to the business:

 

  • Use Emails with Actions ( tried this with one of the Flow Ambassedors on Friday)
  • Build 2013 or 2010 style workflows if these can work against modern lists. 
  • Invest in Nintex Workflow Cloud, Skybow.  or whatever.

 


In the interim, I guess we have number of options to present to the business:

 

  • Use Emails with Actions ( tried this with one of the Flow Ambassedors on Friday)
  • Build 2013 or 2010 style workflows if these can work against modern lists. 
  • Invest in Nintex Workflow Cloud, Skybow.  or whatever.

 


Just to be clear, the page approval feature is only available for SharePoint modern pages. You can either the default SharePoint based approval (with no options to customize) or use Microsoft Flow that will allow you to customize the approval flow. The page approvals also provide direct integration with the SharePoint UX for submitting a page for approval and reviewing the approvals. 

 

As mentioned earlier, this is a widespread issue with the Flow Approvals platform and will be fixed soon so customers can start using approvals, not just in page approvals but also in any other flow they build.  

HI @Chakkaradeep (Chaks) Chinnakonda Chandran, how far is this now through deployment, any date for completion of non FR tenants/users?

Thanks this is now working in my Tenancy. This morning the 23 October I was able to create a CDS in my default environment!