Route Microsoft 365 documents through approval automatically

Routes uploaded documents through the right approvers in sequence and files the result automatically.

How the work actually flows

It repeats. Exactly one path is taken; repeats move to next approver; a person has to approve before it continues.

Pattern: Structured Loop (21) · Exclusive Choice (4)

flowchart TD trig>"document uploaded for approval"]:::trig s0["lookup required approvers"]:::task s1(("ask next approver")):::human s2["check approval decision"]:::task s3[("file and log document")]:::store s4["notify uploader"]:::svc trig --> s0 s0 --> s1 s3 --> s4 hg(("approver approves or rejects")):::human s1 --> hg hg -->|"approved"| s2 hg -. "sent back" .-> s1 gx{"× approved or rejected"}:::gate s2 --> gx p00["continue to next approver"]:::task gx -->|"approved"| p00 p10["send rejection notice"]:::task gx -->|"rejected"| p10 p00 --> s3 p10 --> s3 lp{"all approvers finish or one rejects"}:::gate s2 --> lp lp -. "move to next approver" .-> s1 lp -->|"finished"| s3 out[/"approved filed document with audit trail"/]:::out pay{{"faster approvals with clear accountability"}}:::pay s4 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personA record or sheetOne path onlyRepeat or finishResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationAPI & Webhook Integration
Connects
Microsoft SharePointMicrosoft TeamsOutlookClickUp
Featured in

The problem it solves

You upload a contract or purchase order for approval and then have to chase each approver by email or chat to find out where it's stuck. Nobody has a clear record of who approved what or when, so tracking down a bottleneck eats up your afternoon.

Who it fits

Operations or HR teams that need documents like contracts or purchase orders approved by multiple people in order.

How it works

  1. A new document is uploaded to the pending approval folder
  2. The system looks up the right approvers for that department and document type
  3. Each approver gets a message with approve or reject options, in sequence
  4. If anyone rejects, the process stops and sends a rejection notice
  5. Once everyone approves, the document is filed, logged, and the uploader is emailed
What you get

Approvals moving without a single follow-up email

Documents you upload move through every approver in the right order automatically, and the finished file lands filed away exactly where it belongs.

What you get

An approved, filed document with a full log of who approved it and when.

What you need

A Microsoft 365 account, a database for the approval matrix, and a task tracker like ClickUp.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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