3 September 2024, 0 Comments
Approvals App in Microsoft Teams
In the ever-evolving landscape of modern workplaces, efficiency and streamlined processes are paramount. Microsoft Teams, a hub for collaboration and communication, introduces the Approvals app—a tool designed to simplify and expedite approval workflows.
The Approvals app in Microsoft Teams is a built-in feature that allows users to create, manage, and track approval requests. It centralizes the approval process, making it easier for teams to handle requests without leaving the Teams environment. Whether it’s approving a project plan, a budget proposal, or a time-off request, the Approvals app ensures that all necessary permissions are obtained efficiently and transparently.
How to Use the Approvals App
Using the Approvals app in Teams is straightforward and intuitive. Access the Approvals app by navigating to the Teams interface. On the left-hand sidebar, click on the “More added apps” icon, which appears as three dots. From the list of available apps, select “Approvals.” You can also pin the app to your sidebar for quick access in the future.
- Open the Approvals app and click on the “New approval request” button.
- Fill in the necessary details, such as the request title, description, and any relevant attachments. These attachments can include documents, images, or links that support the request.
- Select the approvers. You can choose individuals or groups within your company who need to review and approve the request.
- Set a due date. This ensures that approvers are aware of the timeline and can prioritize the request accordingly.
- Click “Send” to submit the request. Approvers will receive a notification and can review the request within the Teams app or via email.
Once a request is sent, you can manage and track its progress through the Approvals app dashboard. The dashboard provides an overview of all pending, approved, and rejected requests, allowing you to stay informed about the status of each submission. You can also send reminders to approvers if a request is nearing its due date.
Benefits of the Approvals App
The Approvals app offers several benefits that enhance productivity and efficiency in the workplace:
- Centralized Process: By consolidating all approval requests in one place, the app eliminates the need for multiple communication channels, reducing the risk of missed or overlooked requests.
- Transparency: The tracking feature provides visibility into the status of each request, ensuring that all parties are informed and accountable.
- Time-Saving: The streamlined process reduces the time required to obtain approvals, allowing teams to focus on more critical tasks.
- Documentation: The app maintains a record of all approval requests and their outcomes, which can be useful for audits and future reference.
- Customization: Users can tailor approval forms to suit specific needs, including adding custom fields and attachments to provide comprehensive information.
Watch the Approvals App in action.
Possible uses of the Approvals App within your workplace.
The versatility of the Approvals app makes it suitable for various scenarios in the workplace. Below are some examples of how it can be used:
Project Plan Approvals
When embarking on a new project, it’s essential to have a clear and approved plan. Using the Approvals app, project managers can submit their project plans for review by key stakeholders. This ensures that all aspects of the project, including objectives, timelines, and resources, are agreed upon before work begins. The app’s tracking feature allows managers to monitor the approval process and address any concerns promptly.
Budget Proposals
Financial decisions require careful consideration and approval from multiple parties. The Approvals app simplifies this process by allowing finance teams to submit budget proposals for review. Attachments such as spreadsheets and financial reports can be included to provide detailed insights. Approvers can review the proposal, ask questions, and provide feedback directly within the app, streamlining the decision-making process.
Time-Off Requests
Managing employee time-off requests can be a cumbersome task, especially in large organizations. The Approvals app offers a seamless solution where employees can submit their leave requests, specifying dates and reasons. Managers can review and approve these requests while keeping track of team availability. This ensures that staffing levels are maintained and that there are no conflicts in the schedule.
Policy Change Approvals
Organizations often need to update or introduce new policies. The Approvals app can be used to manage the review and approval process for these changes. HR teams can submit policy documents for review by senior management, ensuring that all necessary revisions are made before implementation. The app’s centralized platform makes it easy to track feedback and approvals, reducing the time needed to enact new policies.
Vendor Contract Approvals
For procurement teams, managing vendor contracts is a critical task. The Approvals app allows procurement officers to submit contracts for review and approval by the legal and finance departments. This collaborative approach ensures that all contractual terms are thoroughly vetted, and any discrepancies are addressed before finalizing agreements with vendors.
