This SharePoint tutorial explains content approval in SharePoint Online/2013/2016. If your lists or libraries contain some sensitive information and you want the contents or document to have approval before the content becomes visible to most site users, then we can use the SharePoint content approval feature.
Here we will see how we can use content approval in SharePoint and how we can approve or reject items in SharePoint list or document libraries.
Content approval in SharePoint
There may be some sensitive data that you may not want users to see without approval. In that case, you can use the Content Approval functionality. Once you enable this option, then the item will not be visible before approval. The content will be available after approval.
Content approval can be used on both lists and libraries in a SharePoint site. With content approval enabled, you have additional options to control the visibility of items. Content approval is enabled through the list/library settings page.
We can enable this by visiting the “Versioning Settings” like the above step.
In that page in the “Content Approval” section check Yes in “Require content approval for submitted items?“.
Once you enable this in the Draft Item Security option you can enable who can see the draft documents like:
- Any user who can read items
- Only users who can edit items
- Only users who can approve items (and the author of the item)
Once you will enable this option, whenever any user submits an item, it will be in “Pending” Approval Status.
It will also create a view as Approve/Reject Item where user can find items to Approve or Reject.
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 items or documents 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.
Approve/Reject Item in SharePoint List
Open the SharePoint list, Click on the (…) to open the ECB menu -> Advanced -> Approve/Reject.
Then you can Approve/Reject the item and also you can put optional comments.
Once Approve the item, the item will be available for other users in the Share. Any time you can Approve, Reject or Pending an item.
You may like following SharePoint list tutorials:
- Add an Index to List or Library Column in SharePoint Online/2013/2016
- SharePoint Online List Column Validation Examples
- SharePoint Calculated Column Tutorial (10 Examples)
- Working with custom apps SharePoint online and in SharePoint 2016/2013
- import excel spreadsheet into SharePoint list 2013
- The specified file is not a valid spreadsheet or contains no data to import SharePoint 2016/2013 or SharePoint Online
- Hide SharePoint Online/2013/2016 content type dropdown in task list edit form using jQuery
I hope this SharePoint tutorial explains what is content approval in SharePoint? How can we enable content approval in SharePoint Online/2013/2016 list or document libraries?
I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site EnjoySharePoint.com