Microsoft SharePoint: Add approvals to any document library [MC912181]

As an extension to the previous communication MC757613 (Updated) Microsoft SharePoint: Add approvals to any SharePoint list (originally sent March 2024, updated August 2024), we will soon add approvals to document libraries in Microsoft SharePoint Online.

This message is associated with Microsoft 365 Roadmap ID 420336.

[When this will happen:]

Targeted Release: We will begin rolling out early November 2024 and expect to complete by late November 2024.

General Availability (Worldwide, GCC): We will begin rolling out early December 2024 and expect to complete by late January 2024.

[How this will affect your organization:]

Before this rollout: Users are not able to add approvals to document libraries in SharePoint Online.

After this rollout, users will be able to configure approvals by going to the Automate dropdown menu from the command bar in SharePoint Online document libraries and then selecting the Configure Approvals option to enable and disable approvals on the library. Note: When editing files, any in-flight approvals will be cancelled if changes are saved. To discourage edits of in-progress approvals, files will open in view-only mode in Microsoft Word, Excel, and PowerPoint for the web, and the same Windows desktop applications will show that the document is Marked as final.

After approvals are enabled, a user can create a file and submit it for approval. By creating an approval request and specifying the approver, the request will appear in the Approvals app in Microsoft Teams or can be approved directly in the library in SharePoint. Once approved, the file metadata is updated.

Note: Disabling approvals will only hide the relevant columns. In-progress approvals will still be actionable in Teams. At any time, you can manually add approvals columns back into your views.

Configure approvals in SharePoint Online:

Enable configured approvals:

Approvals column:

Disable configured approvals:

This feature is on by default.

[What you need to do to prepare:]

This rollout will happen automatically by the specified date with no admin action required before the rollout.

Inform your users of the new Approvals functionality for libraries and lists. Share the support documentation Approvals in lists, which will be updated before this rollout begins to include library support.