Teams - Create Approval Templates Tutorial

Explore how to create approval templates in Microsoft Teams to facilitate the approval request process within your team. Discover how to choose from a variety of pre-designed templates to meet your specific needs.

2:06
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Available in Microsoft365

Objectifs :

This video aims to guide users through the process of creating a template for approval requests within a team environment. It covers the steps for selecting, configuring, and publishing templates to streamline approval workflows.

Chapitres :

Introduction to Template Creation
As a member of the Honor of a Times Channel, you have the option to create a template for your team's approval requests. This feature allows for efficient management of requests by providing predefined templates or the ability to create one from scratch.
Choosing a Template
To start, click on 'New Template.' You will have two options: - Create a template directly from an existing one. - Select from thousands of predefined templates provided by the team, which include common requests such as gift applications or verification letters. If none of the offered templates meet your needs, you can choose to create one from scratch.
Configuring the Template
Once you select or create a template, you need to configure it. Begin by giving your template a clear and explicit name, selecting a category, and adding a description if necessary. Click 'Next' to proceed.
Designing the Layout
In this step, you will design the layout of the template. The layout functions similarly to a form in the forms application. After completing the layout, click 'Next' to continue.
Setting Up the Workflow
Next, you will configure the workflow that your template will follow. If file attachments are required, specify the necessary files, such as receipts. You can also designate an author for validation, for example, your supervisor must validate the request before it moves to the service manager for final approval. It is possible to configure multiple approvals at the same level, where only one approval is needed to advance to the next stage.
Finalizing the Template
After configuring the workflow, click on 'Preview' to review your template. If you are satisfied with the layout and settings, you can click 'Publish' to finalize the template.

FAQ :

What is a template in the context of approval requests?

A template is a pre-designed format that team members can use to create their approval requests, ensuring consistency and saving time.

How do I create a new template?

To create a new template, click on 'New template' and choose either to create from an existing template or from scratch.

What should I include when configuring a template?

When configuring a template, you should provide an explicit name, category, and description if necessary, and then set up the layout and workflow.

Can I attach files to my approval request?

Yes, you can attach files to your approval request if required, such as supporting documents or evidence.

What is the role of a supervisor in the approval process?

The supervisor is responsible for validating the request before it moves to the service manager for final approval.

Is it possible to have multiple approvals at the same level?

Yes, you can configure multiple approvals at the same level, but only one approval is needed to move to the next level.

Quelques cas d'usages :

Creating a New Approval Request Template

A project manager needs to create a new approval request template for team members to request budget increases. By using the template feature, they can ensure all necessary information is collected consistently.

Streamlining File Attachments in Requests

A team member is required to submit a reimbursement request with receipts attached. By utilizing the file attachment feature in the template, they can easily include all necessary documentation.

Implementing a Multi-Level Approval Process

A company wants to implement a multi-level approval process for project proposals. By configuring the workflow in the template, they can ensure that proposals are reviewed by both a supervisor and a service manager.

Using Predefined Requests for Efficiency

An HR team uses predefined requests for common applications like leave requests. This saves time and ensures that all necessary information is included without starting from scratch.

Ensuring Compliance with Validation Steps

A compliance officer needs to ensure that all requests are validated by a supervisor before final approval. By setting up the validation step in the workflow, they can maintain compliance and oversight.

Glossaire :

Template

A pre-designed format or structure that can be used to create documents or requests. In this context, it refers to a form that team members can use for approval requests.

Approval Request

A formal request submitted by a team member seeking permission or approval for a specific action or resource.

Workflow

A sequence of processes through which a piece of work passes from initiation to completion. In this context, it refers to the steps that an approval request follows.

File Attachment

The process of including a file with a request or document. This is often required for supporting documentation.

Validation

The process of checking or confirming that something is correct or meets certain criteria. In this context, it refers to the approval process by a supervisor.

Service Manager

The individual responsible for overseeing service delivery and ensuring that requests are handled appropriately.

Predefined Requests

Standardized requests that have been set up in advance, allowing users to select them without needing to create a new request from scratch.

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As the Honor of a Times Channel,

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you have the option to croyate

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a template for a team.

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Seul members can use it

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for there approval request.

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By cliquing on New template you

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have two options for creating a

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template directly from the template.

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Orfeed teams provids Thousand

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of template with predefined

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requests like gift application.

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Vérification letter.

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Au remboursement.

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O select create from scratch.

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If the offert template don't feat your neds,

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choose the team to witche the

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template will be attached.

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And Click on donne.

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Nowlet's Move on to config the template,

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give the template and explicite name.

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The catégy and the description if necessary

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click on next here we will out Phone.

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The layout of the Template Behavi's the sime

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way is a forme in the forms application.

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Layout is complete. Click on next.

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Here we will config the workflow that your

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template will follower file attachment if

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the collaborator is required to attache

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a file like a quiet for exemple require

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responses in the side autor, alhouse,

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spécifiing and autor of validation for

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exemple my supervise a must validate

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the request before it Move to the

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service manager for final approvel.

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It is possible to config multiple

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approves at the sime level in witchc.

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Only One approved is neated to

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Move to the next level.

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The Approves can't be configate

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at this requ&nbsp;?

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Requied makes the Commitmentary

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Click on preview.

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If you are satisfy with the

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layout you can clic on publish.

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