Automated Approvals and Check-In/Out in SharePoint

Automating Approval + Check In / Check Out in SharePoint with Ultimate Forms

In many SharePoint document or process systems, you want a structured approval flow. You may also want to control document check-in/check-out behavior around that approval. With Infowise Ultimate Forms’ Actions, you can create automated, no-code workflows that enforce approvals, manage check-out/in status, block certain operations until approvals are done, and more. These capabilities let you build robust document governance or business process systems directly in SharePoint.

Here’s how you can design, configure, and apply approval + check-in/out logic, plus best practices and example scenarios.

Why Combine Approvals with Check In / Check Out Logic?

Before diving into setup, let’s consider why you might want this combination:

• Govern control over document changes: You can require that certain edits or changes only happen after an approval is granted, and lock the document otherwise.

• Maintain version integrity: By managing check-out/in around approvals, you prevent conflicting edits or data loss.

• Enforce compliance or audit rules: You can block actions (like publishing or archiving) until approvals are recorded and documents are properly checked in.

• Automate user behavior: Instead of relying on users to click “approve” or remember to check in documents, automation handles it reliably.

Ultimate Forms supports triggers on document check-in / check-out events, as well as actions on create or modify, so combining approval logic with document state control is entirely feasible.

Key Concepts & Available Triggers in Ultimate Forms Actions

Supported Events & Triggers

• When file is checked out: You can configure an action to run when a document is checked out (for example, to assign an approval or flag it).

• When file is checked in: You can run actions after check-in, such as triggering approval validation or archiving.

• On item modification / save: You can also run approval logic on form submission or item update.

• Manual / Button invocation: Some approval steps may be triggered via a button or ribbon command.

• Timer / scheduled triggers: If you want to check for overdue approvals or automatically progress steps after time has passed.

Because Actions supports all of these triggers, you can base your approval + check-in logic flexibly.

Designing an Approval + Check-In/Out Workflow

Let’s outline a typical design pattern, then walk through configuration steps.

Workflow Outline (Example)

1. User uploads or checks out a document in a library.

2. Initial status is set to “Draft” or “Pending Approval.”

3. The document may remain checked out while edits are in progress.

4. Once the user clicks “Submit for Approval” (via a button or form), the document is automatically checked in (if still checked out) and an approval process starts.

5. Approver(s) receive a notification, review the document, and either Approve or Reject.

6. If Approved, the document state is updated (status column), check-out/in logic may change (e.g., lock further editing or only allow new version).

7. If Rejected, it may be checked out again for edits, or reverted to draft status.

8. Optionally, timed escalation: If the approver doesn’t act within a set time, escalate or auto-decline.

You can build this entire flow using Ultimate Forms, no custom code.

Step-by-Step Setup in Ultimate Forms

Here’s how you might configure approval + check-in/out using Actions and conditions.

1. Prepare Your Document Library / List

• Make sure versioning is enabled and check-in/checkout settings are appropriate (required or optional, depending on your process).

2. Configure “Submit for Approval” Button

• Configure an Action of type Update list item (or Manage Permissions) triggered by that button.

• In that action, set the Approval Status to “Pending.”

• Also, include logic to check in the document (i.e. update the check-in state) if currently checked out. You do that by setting the document’s check-in flag.

• Add a condition: only allow this action if status is “Draft” or user has edit rights.

• In your form generated by Form Designer, add a button of type Trigger action column labeled “Submit for Approval.”

3. Configure “Approve / Reject” Actions for Approvers

• Create two actions: “Approve” and “Reject” (or a single action with branching logic).

• In Approve action: set Approval Status = Approved, optionally log who approved or timestamp, and optionally lock editing (e.g. break permissions or set columns read-only).

• In Reject action: set Approval Status = Rejected, possibly re-check-out the document for further edits.

• Optionally, for both, check in the document if still checked out.

• Trigger these via a form button or command bar command, with conditions that only approvers (users in a group or role) can see them (use conditional visibility or permissions).

4. Post-Check-In Trigger Logic (Optional)

• Create a separate action triggered when a document is checked in. It can inspect the Approval Status column:

  • If “Pending,” send notification to approver(s).

  • If “Rejected,” send back to author.

  • If “Approved,” possibly move to final library or notify stakeholders.

5. Escalation or Timeout Logic

• Use a timer-based action (Actions support time-based triggers) to check for documents stuck in “Pending” status longer than threshold.

• If overdue, automatically escalate: e.g. set status to “Escalated,” send reminder or reassign approval, or even auto-decline if desired.

6. Permissions & Visibility Logic

• Use conditions or permission-based logic to only display “Approve / Reject” buttons to authorized users.

• Use column or tab permissions so that certain columns are editable or visible only in specific statuses (for example, comments editable only when in “Rejected” status).

• Hide or disable “Submit for Approval” after status has moved beyond “Draft.”

7. Logging & Audit

• Use Action History and metadata columns (e.g. “Approved by”, “Approval Timestamp”, “Comments”) to track who did what and when.

• Consider optionally sending email notifications on approval or rejection with links to the document, feedback, or next steps.

Real-World Example: Contract Review Library

Let’s walk through a practical example for a contract review library in SharePoint:

• A legal team uploads a contract (checked out) for editing. Approval status is “Draft.”

• When done, user clicks “Submit for Approval.” This triggers an action that checks in the document, sets status to Pending, and notifies the assigned reviewer.

• The reviewer sees the “Approve” and “Reject” buttons in their view (other users don’t).

• If reviewer Approves, the action sets status to Approved, logs timestamp & user, locks editing columns (makes columns read-only or breaks edit permissions), and maybe triggers sending the final document to a publishing library.

• If Reject, status becomes Rejected, document may be checked out again for further edits, and an email is sent back with reasons.

• If the reviewer didn’t act within 7 days, a timer action escalates to a manager, updates status to “Escalated,” and sends notification.

This workflow ensures that only approved documents move forward, that check-in/in logic is managed automatically, and that audit trail is maintained.

Best Practices & Tips for Reliability

• Test in a non-production environment: Walk all branches (approve, reject, timeout) with different users to confirm visibility, check-in behavior, and security.

• Carefully manage permissions: Approvers need rights to check in/out, change statuses, edit metadata. Regular users should be restricted.

• Optimize performance: Large document libraries may slow down action execution — filter carefully, avoid heavy queries, and schedule timer actions during off-hours if possible.

• User feedback: Provide confirmation messages (“Document submitted for review”, “You’re not authorized to approve”) so users aren’t left wondering.

• Audit & retention: Always record who approved/rejected and when; keep comments or feedback columns so you have history.

• UI clarity: Make sure buttons are clearly labeled and visible only in appropriate states. Use fragments or help text to guide users (e.g. “Only click Submit when ready”).

Why This Approach Matters

By bringing approval + check-in/out logic into SharePoint using Ultimate Forms:

• You reduce manual effort and human error.

• You enforce process discipline and governance.

• You avoid external workflow systems or custom code.

• You get integrated tracking and visibility.

• You can adapt and extend the logic over time, without re-coding.

Infowise Ultimate Forms gives you the building blocks you need — triggers, conditions, update item logic, form visibility, manual buttons, timer actions — to turn your approval & document management model into reality.