Teams - Manage Document Approval Tutorial

Easily manage your document approvals with our solution. Learn how to receive notifications, approve requests and view approval history. Perfect for approvers looking for better document management.

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Available in Microsoft365

Objectifs :

This video aims to guide users through the process of approving requests within the activity tab, ensuring they understand how to verify request data and take appropriate actions based on their assessment.

Chapitres :

Introduction to Request Approval
In this section, we will explore the process of handling approval requests. Understanding this process is crucial for maintaining workflow efficiency and ensuring that all requests are properly evaluated.
Accessing Approval Notifications
To begin, navigate to the activity tab where you will find notifications for approved requests. Click on the notification to automatically open the request for approval. If the request does not open automatically, you can manually access it by clicking on the notification and then going to the 'Received' tab.
Viewing Approval Requests
Once in the 'Received' tab, a list of approval requests will be displayed. You can find all requested approvals by looking for the requested status. This allows you to easily identify which requests require your attention.
Verifying Request Data
By clicking on a specific request, you will access the approval window. It is essential to verify that the request data is correct. If necessary, you can add comments to provide additional context or feedback regarding the request.
Taking Action on Requests
If you believe that the request should not be approved, you have several options: you can reject the request or reassign it for further review. However, if everything appears correct, simply click on 'Approve.' This action will change the request status to 'Approved.'
Conclusion
In summary, the approval process involves accessing notifications, verifying request data, and taking appropriate actions based on your assessment. By following these steps, you can ensure that all requests are handled efficiently and accurately.

FAQ :

What should I do if I receive a notification for an approved request?

You should click on the notification to automatically open the request for approval. If it does not open, go to the Received Tab to find the request.

How can I verify the request data before approval?

You can review the details in the Approval Window. Ensure all information is correct before proceeding.

What actions can I take if I believe a request should not be approved?

You can choose to reject the request or reassign it to another user for further review.

What happens after I click 'Approve' on a request?

The request status will change to 'approved', indicating that it has been accepted.

Can I add comments to a request?

Yes, you can include comments in the Approval Window if you need to provide additional information or feedback.

Quelques cas d'usages :

Request Approval in Project Management

In a project management setting, team leaders can use the approval process to manage resource requests. By verifying request data and approving or rejecting them, they ensure that resources are allocated efficiently.

Streamlining HR Processes

HR departments can utilize the approval system to handle employee requests for leave or benefits. By reviewing requests in the Activity Tab, HR can maintain accurate records and ensure timely responses.

Financial Approvals in Accounting

Accountants can apply the approval process to manage expense reports. By verifying the request data and approving them, they can ensure compliance with company policies and maintain financial integrity.

IT Support Ticket Management

IT departments can use the approval workflow to manage support tickets. By reviewing and approving requests for software or hardware, they can streamline operations and improve response times.

Glossaire :

Approved Request

A request that has been officially accepted and is ready for further action.

Activity Tab

A section in a software interface where users can view notifications and updates related to their tasks or requests.

Notification

An alert or message that informs users about updates or actions required regarding their requests.

Received Tab

A section where users can view all incoming requests that require their attention.

Approval Window

The interface that allows users to review and approve or reject requests.

Request Data

The information associated with a request that needs to be verified before approval.

Comment

A note or feedback provided by the user regarding a request, which can be used for clarification or additional information.

Reject

To decline a request, indicating that it does not meet the necessary criteria for approval.

Reassign

To transfer a request to another user for further action or review.

Approve

To accept a request, indicating that it meets the necessary criteria and can proceed.

Request Status

The current state of a request, which can be 'pending', 'approved', or 'rejected'.

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As an Approved and approvel

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request has been sent to you,

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you you will find notifications to

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approved request in the activity Tab.

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Click on the notification will automatically

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open the request for you too approved.

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If not, click on the notification,

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Go to the received Tab.

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A liste of approvel will be displayd

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and you can find all requested approvel

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by looking for the requested stats.

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By Click on the request,

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you will find the approval

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window as in approva.

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You must vérifie if the

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request data are correct.

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You can Inside a comment if necessary.

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If you believe that the

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request should not be approved,

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you can performe other actions sutses.

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Reject reeseigne if everything looks correct,

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click on approve.

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You can see the request

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status change to approved.

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