SharePoint is a robust and versatile platform that supports a wide range of business needs. Originally known for its powerful document management and collaboration features, SharePoint has also become a trusted tool for developing custom business applications. Among its many uses, one of the most impactful and widely adopted is building a document and process approval system. With the integration of Infowise Ultimate Forms, organizations can design, automate, and manage approvals with greater flexibility and without writing any code.
Understanding a SharePoint-Based Approval System
An approval system in SharePoint is a structured process that allows documents, items, or requests to move through various stages of review before being finalized. This system is built upon SharePoint's core capabilities, including lists, libraries, user permissions, and workflows. When designed correctly, it ensures accountability, transparency, and efficiency across departments.
The process typically begins when a document or request is submitted to a SharePoint list or document library. This item is then routed to specific reviewers, either sequentially or in parallel. These reviewers can provide feedback, add comments, or make changes directly in SharePoint. Once all required approvals are received, the item is marked as approved or rejected. Notifications can be sent automatically at each stage, and every action is logged for auditing purposes.
Benefits of Using SharePoint for Approvals
Implementing an approval system in SharePoint offers numerous advantages:
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Centralization of Documents and Requests: All items are stored in one place with access controls, versioning, and search capabilities.
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Real-Time Collaboration: Teams can simultaneously view and work on documents while sharing feedback through integrated commenting.
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Automated Routing: Documents are automatically assigned to the correct approvers, reducing the chances of delays or oversight.
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Audit Trail: Every action is recorded, including who reviewed or approved the document and when.
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Custom Permissions: Ensure only the appropriate people can access or edit items at specific stages.
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Flexibility and Scalability: Easily adapt the system to meet changing business requirements, from small teams to enterprise-wide implementations.
Enhancing Approval Processes with Infowise Ultimate Forms
While SharePoint alone can support basic workflows, combining it with Infowise Ultimate Forms unlocks advanced capabilities that streamline and elevate the approval process. Ultimate Forms adds an intuitive, no-code layer of functionality that empowers business users to create fully-featured approval systems quickly.
Key features of Ultimate Forms include:
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Dynamic, Responsive Forms: Build smart forms that show or hide fields based on user input, improving usability.
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Custom Workflows: Design multistep approval flows with conditional logic, escalations, and branching paths.
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Electronic Signatures: Collect legally binding signatures directly in SharePoint.
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Alerts and Notifications: Send tailored emails and messages when items are submitted, approved, or overdue.
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Permissions by Role: Restrict visibility and editing rights based on user roles or statuses.
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Workflow History Log: Track every modification and status change.
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Reusable Templates: Start with a pre-built approval system template and adapt it to your business.
Ultimate Forms is tightly integrated with SharePoint Online and on-premises, allowing organizations to build enterprise-grade solutions without relying on IT or external developers.
How to Build a SharePoint Approval System with Ultimate Forms
Here is a step-by-step breakdown of how to design and deploy your own SharePoint approval system using Infowise Ultimate Forms:
Step 1: Define the Approval Stages
Map out the stages your document or request will pass through. Common stages include:
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Draft
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Submitted for Review
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Under Review
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Approved
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Rejected
Each stage can have different permissions and trigger specific actions.
Step 2: Create a SharePoint List or Library
Build a list to store your items. Include columns for:
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Requester Name
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Department
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Submission Date
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Document Type
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Comments
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Approval Status
Step 3: Design the Form with Ultimate Forms
Use the Ultimate Forms Form Designer to create a tailored interface for users. This can include:
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Conditional field visibility (e.g., show comments field only when status is Rejected)
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Field validation to ensure required data is provided
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Section tabs to organize long forms
Step 4: Add Workflow Actions
Configure actions to automate the process:
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Change status to "Under Review" when submitted
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Notify assigned reviewers
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Capture decisions and feedback
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Update status to Approved or Rejected
Step 5: Set Up Notifications
Using the Alerts feature, send real-time updates to:
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Submitters when their request is received
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Reviewers when a new item needs attention
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Managers when approvals are completed
Step 6: Apply Permission Rules
Limit access to sensitive data. For example:
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Submitters can view only their own requests
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Reviewers can edit items in "Under Review" status
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Approved documents are locked from further edits
Step 7: Track and Report
Add dashboards and charts to visualize:
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Number of approvals in progress
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Average approval time
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Bottlenecks in the process
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Approval status by department
All of this can be accomplished directly in SharePoint using Ultimate Forms, with no external tools required.
Real-World Use Cases
Organizations across industries use SharePoint and Ultimate Forms to streamline their approvals. Here are a few examples:
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HR Approval Workflows: Leave requests, training enrollments, and onboarding approvals
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Finance Approval Processes: Budget approvals, expense claims, and invoice reviews
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Legal Document Approvals: Contract submissions and compliance sign-offs
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Procurement Requests: Purchase order reviews and vendor evaluations
Each of these scenarios benefits from the speed, consistency, and auditability that SharePoint and Infowise provide.
Helpful Resources for Getting Started
To support your implementation, Infowise offers the following resources:
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Easy Approval Webinar on building an approval system step-by-step
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Dynamic Approval Webinar on approval workflows in Ultimate Forms
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Comprehensive Training Hub with dozens of walkthroughs and feature overviews
These resources are designed to empower users of all skill levels to get the most out of their SharePoint environment.
Try Ultimate Forms Free for 30 Days
Infowise offers a 30-day free trial of Ultimate Forms, allowing you to explore its full capabilities risk-free. You can install the trial directly in your SharePoint Online site and begin building your approval system in minutes. Whether you're constructing a simple two-step approval or a complex multi-branch process, Ultimate Forms provides the tools and flexibility to meet your needs.
Start your trial here: Try Ultimate Forms
Final Thoughts
A SharePoint-based approval system, when powered by Infowise Ultimate Forms, becomes more than just a routing tool. It transforms into a comprehensive workflow solution that enhances collaboration, ensures accountability, and boosts productivity. By reducing delays, automating tasks, and ensuring consistent processes, organizations can achieve better outcomes with less effort.
If you're ready to streamline your approval processes and make the most of your SharePoint investment, Infowise Ultimate Forms is the perfect place to start.
