Require approval of items in a list or library (2024)

1. Navigate to the list that you want to require approval for.

2. SelectSettings , and thenList settings.

3. In theGeneral settingssection, select Versioning settings.

4. In the Content Approval section, select Yes in answer to the Require content approval for submitted items? In the Item Version History section, specify whether you want to create versions each time an item is edited. You can also choose to limit the number of versions that are retained.

5. In the Draft Item Security section, determine which users can see draft items in the list.

   Tip:If you require content approval for a list or library that already contains items, all of the items in the library are marked Approved.

6. You can choose any of the following:

   See Also

   Sign InAdd parallel branches in flows and five new servicesMultiple approvers for Approval process in Salesforce – InfallibleTechieAll about Approval workflows - Microsoft Support

   • Users who can read items in the list.

   • Only users who can edit items in the list.

   • Only users who can approve items in the list, and the item author.

7. SelectOK.

Note:Only users with Full Control or Design permissions can alter SharePoint library settings.

1. Go to the SharePoint library that you want to require approval for.

2. SelectSettings , and then Library Settings.

   If you don't see these menu items,selectLibrary, and in the Settings group, select

   Library settings.

3. To open the Versioning Settings page, under General Settings, select Versioning settings.

   

4. In the Content Approval section, select Yes in answer to the Require content approval for submitted items? In the Document Version History section, specify whether you want SharePoint to create versions when a file is edited. You can also choose to limit the number of versions that are retained.

5. In the Draft Item Security section, determine which users can see draft items in the document library.

   

   Tip:If you require content approval for a list or library that already contains items, all of the items in the library are marked Approved.

6. You can choose any of the following:

   • Users who can read items in the list.

   • Only users who can edit items in the list.

   • Only users who can approve items in the list, and the item author.

7. SelectOK.

If someone submits an item or file to a list or library that requires approvals, it is in Pending status until someone who has the necessary permissions to do so approves it. While it is awaiting approval, it remains in Pending status.

Usually, when an item or file is in Pending status, only the originator of the item or file and the people who have permissions to manage lists and libraries can see it. After its status changes from Pending to Approved, it becomes visible to anyone who has permission to view the list or library. Rejected articles stay in the list or library until the originator—or someone else who has the necessary permissions—deletes them. Any items or files that already exist in the list or library are granted Approved status automatically.

Important:If security in the site library is configured to allow any user to read items, then anyone who has Read permissions to the site can see all items in the list or library, whether or not the items are in Approved status.

Only persons who have Full Control or Design permissions can alter List or Library settings.

To set up required approval of items or files

1. If the site list or library is not already open, in the Quick Launch pane, selectit* name.

2. On the ribbon, selectthe Library tab in the Library Tools or List Tools group.

3. If you are working in a library, selectLibrary Settings. If you are working in a list, selectList settings. In this example, the Library Settings page opens.

   

4. Under General Settings, select Versioning settings. The Versioning Settings page opens.

   

5. In the Content Approval section, select Yes in answer to the Require content approval for submitted items? question.

6. In the Draft Item Security section, determine which users can see draft items in the document library. In this example, Only users who can approve items (and the author of the item) is selected.

7. SelectOK.

   The following example shows Approved items in a library after the Require content approval option was set to Yes. Because these files were already in the library, they were approved automatically.