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When to use Approvals and when to use "Content approval for submitted items" (on a SharePoint List)?

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Posted on by Community Power Pla... Microsoft Employee

I am creating a Flow to provision team workspaces based on items in a SharePoint list - ie. one person applies for a new team workspace, another person approves it, and then the workspace is provisioned.

I'm a little puzzled on what would be best practice:

a) use Content approval for submitted items on the SharePoint list (and then create a Flow to alert the approver of new items)

b) use Approval and for example the flow action "Create Approval" and alert the approver by mail or in an adaptive card in teams

c) use both of these

I have learned (by trial and error and research) that a) and b) are two quite different things and in no way related to each other. I have also learned that it is possible to update the content approval state (a) from an Approval (b) Flow. Also, approving some list items directly in the SharePoint list (a) does NOT update the state on the Approval (b).

So what I'm looking for is some tips on when to use what, and maybe some of you have tinkered with the same issue and can help me shed som light on this...?

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Building flows

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v-alzhan-msft Microsoft Employee on at

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Hi @OlaS ,

The content approval always be used for approval for files in the sharepoint library, if you want to start an approval on an item, you could take a try with the "Start an wait for an approval" action.

Document for use "Start an wait for an approval" action for the request:

https://docs.microsoft.com/en-us/power-automate/modern-approvals

You need to enable content approval in sharepoint, example for content approval for file in the sharepoint:

https://powerusers.microsoft.com/t5/Building-Flows/SharePoint-Approval-with-Create-or-Modify-as-trigger/m-p/86604/highlight/false#M8552

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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Community Power Pla... Microsoft Employee on at

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Thanks for the reply, Alice! It seems like both of these strategies do work, but it also seems like these two does not talk to eachother at all. So I am still a bit puzzled. Is Approvals the "new" and "Content approval..." the "old"?

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