A SharePoint multi-level approval workflow routes a request through two or more approval stages before the process is complete. For example, a purchase request might go to a department manager, then Finance, then a director.

In Power Automate, the simplest way to create a SharePoint sequential approval workflow is to use the built-in Sequential Approval approval type. Each approver receives the request in the order you specify, and the next approval stage does not begin until the previous approver responds. Microsoft also supports separate approval actions and conditions when different stages require different logic.

This guide shows how to build a multi-level approval workflow, how to handle rejection and conditional stages, and what to plan for when the workflow becomes part of a larger business process.

What Is a SharePoint Multi-Level Approval Workflow?

A SharePoint multi-level approval workflow sends a SharePoint item through multiple approval stages.

For example:

SharePoint request submitted
↓
Level 1: Department Manager
↓
Level 2: Finance
↓
Level 3: Department Director
↓
Request approved

If an approver rejects the request, the workflow can stop at that stage, update the SharePoint item, and notify the requester.

A multi-level approval describes the number of approval stages. A sequential approval describes the order in which those stages occur. A multi-level workflow can therefore use sequential approval when each level must be completed before the next one begins.

Power Automate provides a native Sequential Approval option in the Start and wait for an approval action. Microsoft describes this approval type as requesting approvals one at a time in a specific order, with each approver responding before the request moves to the next approver.

Example: Three-Level SharePoint Approval Workflow

Suppose an organization uses a SharePoint list for purchase requests.

The workflow could operate like this:

Request submitted → Manager approval → Finance approval → Director approval → Approved

If the manager rejects the request:

Request submitted → Manager rejects → Status changes to Rejected → Requester notified

If the request is $3,000, the workflow might only require the manager’s approval.

This combination of multiple stages and conditional logic is common in purchase requests, contracts, employee requests, expense approvals, document reviews, and policy sign-offs.

When Do You Need Multiple Approval Levels?

A single approval may be enough when one person has authority to make the decision. Multiple levels become useful when different people need to review the request based on amount, risk, department, compliance requirements, or organizational policy.

Common examples include:

• Purchase requests: Manager approval followed by Finance or executive approval for higher-value purchases.
• Contract approvals: Business owner review followed by legal and executive approval.
• Expense approvals: Manager approval followed by Finance review when an expense exceeds a threshold.
• Document approval: Author review followed by compliance and publication approval.
• Employee requests: Manager approval followed by HR or another department.
• Policy approval: Subject-matter review followed by compliance and executive sign-off.

Before adding an approval stage, define what authority or risk that stage addresses. Every additional stage adds another point at which a request can wait.

Sequential vs. Parallel Approval in SharePoint

Multi-level approvals can be structured in different ways.

Sequential approval

Approvers act one after another.

Manager → Finance → Director

The Finance approval does not begin until the manager completes the approval. The director does not receive the request until the Finance stage is complete.

Power Automate’s Sequential Approval type is designed for this pattern.

Parallel approval

Multiple approvers receive approval requests without waiting for another approver to finish.

Manager
↙︎ ↓ ↘︎
Finance | Legal | Security

Parallel approval can be appropriate when several people need to review the same request independently.

Which should you use?

Use sequential approval when the order matters or a later approver should only review a request after an earlier stage has approved it.

Use parallel approval when reviewers can evaluate the request independently and waiting for one reviewer before contacting another would add unnecessary delay.

What You Need Before Building the Workflow

Before creating the flow, prepare the SharePoint list or library and define how the approval process should work.

1. A SharePoint list or library

The list or library should contain the item being approved.

For a purchase request, useful columns might include:

• Request title
• Requester
• Department
• Amount
• Manager
• Finance approver
• Director approver
• Approval status
• Approval comments
• Current approval level

2. Approvers

Decide whether approvers are fixed or determined dynamically.

A fixed workflow might always send requests to the same Finance manager.

A dynamic workflow might use a SharePoint Person column or retrieve a manager based on the requester’s account.

3. Approval order

Define the sequence before building the flow.

For example:

Manager → Finance → Director

Document what happens if someone rejects the request and whether the requester can resubmit it.

4. Approval status

Create a status field so users can see what is happening without opening the Power Automate run history.

Useful values include:

• Submitted
• Awaiting Manager Approval
• Awaiting Finance Approval
• Awaiting Director Approval
• Approved
• Rejected

5. Escalation requirements

Decide what should happen if an approver does not respond.

Options include:

• Reminder email
• Teams notification
• Escalation to a manager
• Reassignment
• Cancellation after a defined period

Power Automate supports long-running approval scenarios, but escalation and reminder behavior still needs to be designed into the workflow.

How to Build a SharePoint Multi-Level Approval Workflow in Power Automate

For a straightforward sequential process, use Power Automate’s native Sequential Approval option. Microsoft documents this approach for workflows where one approver must respond before the next approver receives the request.

Step 1: Create the SharePoint list

Create or open the SharePoint list that will contain the requests.

For example, a purchase request list might contain:

The Person columns allow the workflow to determine who should receive each approval.

Step 2: Create an automated cloud flow

Open Power Automate and create an Automated cloud flow.

For a SharePoint list, use the SharePoint trigger that matches your process, such as:

When an item is created

If an existing item can be resubmitted after an edit, you may instead use:

When an item is created or modified

Be careful with the second option. If the flow updates the same SharePoint item that triggered it, that update can trigger the flow again. Build conditions that prevent unintended repeat runs.

Microsoft’s approval examples use SharePoint list events as the starting point for approval flows.

Step 3: Set the initial status

After the trigger, update the SharePoint item so users can see that the request is being reviewed.

For example:

Approval Status = Awaiting Manager Approval

You can also record the current approval level.

This makes the process visible from SharePoint rather than requiring users to inspect Power Automate run history.

Step 4: Add the Sequential Approval action

Add a new action and search for:

Start and wait for an approval

Select the action provided by the Approvals connector.

For the approval type, select:

Sequential Approval

Microsoft’s current documentation shows Sequential Approval as a built-in approval type in the Start and wait for an approval action.

Step 5: Configure the approval stages

Give the approval a descriptive title, such as:

Purchase Request Approval: [Request Title]

Add relevant information to the approval details:

• Requester
• Department
• Amount
• Business justification
• Link to the SharePoint item

Then configure the approvers in the order they should act.

For example:

Assigned To 1: Department Manager
Assigned To 2: Finance Approver
Assigned To 3: Department Director

Microsoft’s Sequential Approval configuration allows additional approval steps to be added to the same approval action.

The resulting process is:

Manager receives request → Manager approves → Finance receives request → Finance approves → Director receives request

The approval action does not proceed to the next approver until the previous stage has responded.

Step 6: Process the approval result

After the Sequential Approval action, add the actions that should occur after the approval process finishes.

For an approved request, you might:

1. Update Approval Status to Approved
2. Record the approval date
3. Record approval comments
4. Notify the requester
5. Start the next business process

For a rejected request, you might:

1. Update Approval Status to Rejected
2. Record the rejection comments
3. Record the approver
4. Notify the requester
5. Stop the process or send the request back for correction

Power Automate approval actions expose information such as responses, approvers, and comments for subsequent flow actions.

Step 7: Test every approval path

Do not test only the successful path.

Test at least these scenarios:

Test 1: All approvals succeed

Manager approves → Finance approves → Director approves → Status becomes Approved.

Test 2: First approver rejects

Manager rejects → Later approvals are not requested → Status becomes Rejected.

Test 3: Middle approver rejects

Manager approves → Finance rejects → Director is not contacted → Status becomes Rejected.

Test 4: Final approver rejects

Manager approves → Finance approves → Director rejects → Status becomes Rejected.

Test 5: Approver does not respond

Confirm what happens when an approval remains pending and verify that your reminder or escalation process works as intended.

Microsoft recommends testing approval workflows before putting them into production.

How to Create Conditional Approval Levels

Not every request needs every approval level.

For example:

This requires conditions in addition to the approval process.

A common structure is:

Request submitted
↓
Manager approval
↓
Is amount greater than $5,000?
→ No → Approved
↓ Yes
Finance approval
↓
Is amount greater than $25,000?
→ No → Approved
↓ Yes
Director approval
↓
Approved

This is where Power Automate conditions become particularly useful. The approval stages are no longer simply a fixed sequence. The flow evaluates information in the SharePoint item and determines whether another stage is required.

For more complex workflows, keep each condition clearly labeled and test every possible path.

How to Handle Rejected SharePoint Approvals

A rejection should have an explicit outcome.

At minimum, update the SharePoint item so users can tell that the workflow has stopped.

A useful rejection record might include:

Then notify the requester.

The notification should explain:

• What was rejected
• Which approval stage rejected it
• Who rejected it, where appropriate
• Any comments
• What the requester should do next

If the process allows corrections, you can create a separate Send Back for Revision path rather than treating every non-approval as a permanent rejection.

Power Automate also supports custom approval responses. Microsoft gives “Need more info” as an example of a custom response alongside Accept and Reject.

How to Handle Approval Reminders and Escalations

A common problem with multi-level approval workflows is not the approval logic itself. It is the waiting.

An approval can remain pending because the approver is:

• Out of the office
• Unaware of the request
• Unsure who owns the decision
• Waiting for additional information
• No longer responsible for that role

Define an escalation policy before the workflow goes live.

For example:

Day 0: Approval request sent
Day 2: Reminder sent
Day 4: Second reminder sent
Day 5: Escalate to manager
Day 7: Notify workflow owner

The exact schedule should reflect the organization’s SLA.

Do not assume that adding another approval action automatically creates escalation. Reminder and escalation behavior must be designed into the workflow.

Common Problems With SharePoint Multi-Level Approval Workflows

1. Approvals stall

A workflow can remain pending when an approver does not respond.

Solution: Define reminder and escalation behavior before deployment.

2. Users cannot tell where a request is

Power Automate run history is useful for administrators, but business users should not have to open flow runs to determine whether a request is waiting for Finance.

Solution: Maintain an Approval Status and Current Approval Level column in SharePoint.

3. The workflow becomes difficult to maintain

A simple two-stage workflow can become complicated when you add:

• Conditional approval levels
• Different approvers by department
• Escalations
• Reminders
• Resubmissions
• Exceptions
• Multiple notification paths

Solution: Keep approval logic modular, use clear action names, and document the approval path.

4. The workflow depends too heavily on one employee

Production workflows can become difficult to administer when ownership or connections depend on one person’s account.

Instead of assuming the original creator must remain with the organization, plan for shared administration and appropriate ownership from the beginning. Microsoft documents options for managing and changing cloud-flow ownership, including solution-aware approaches and service-principal ownership scenarios.

5. A SharePoint update triggers the flow again

If the trigger is When an item is created or modified, actions that update the same item can cause another flow run.

Solution: Add trigger conditions or other logic that distinguishes the original request from workflow updates.

Power Automate vs. Configurable SharePoint Approval Workflows

Power Automate can handle many SharePoint approval scenarios, particularly when the process fits Microsoft’s standard approval model.

The decision becomes more involved when an organization needs many workflows with different approval rules, extensive conditional logic, on-premises deployment, or business-user ownership.

Power Automate’s Approvals connector is a standard connector, and Microsoft documents several approval types, including Sequential Approval and custom responses.

The important question is not whether Power Automate can create a multi-level approval workflow. It can. The question is how much workflow logic your organization needs to build and maintain around those approvals.

Where NITRO Studio Fits

NITRO Studio is Crow Canyon’s no-code/low-code platform for building forms, workflows, and business applications on Microsoft 365, Teams, and SharePoint.

Its Advanced Approvals component provides configurable approval levels and approval actions, allowing organizations to define approval processes without constructing every stage as a collection of Power Automate branches.

NITRO Studio can be deployed for SharePoint Online and SharePoint Server environments, including environments where organizations need more control over where workflow processing occurs.

This can be relevant when:

• The organization has many approval workflows.
• Approval processes change frequently.
• Business analysts need to maintain workflows.
• Workflows have many stages or conditions.
• Approval processes need standardized templates.
• The organization has on-premises or disconnected SharePoint requirements.

Power Automate remains a practical option when the approval process is relatively straightforward and the organization already has the skills and governance needed to maintain its flows.

Frequently Asked Questions

What is a multi-level approval workflow in SharePoint?

A SharePoint multi-level approval workflow routes a request through two or more approval stages before the process is completed. The stages can run sequentially, in parallel, or conditionally depending on the business requirements.

How do I create a sequential approval workflow in SharePoint?

In Power Automate, create a flow triggered by a SharePoint item or document, add the Start and wait for an approval action, select Sequential Approval, and configure the approvers in the required order. Each approver responds before the request moves to the next stage.

Can Power Automate handle multiple approval levels?

Yes. Power Automate supports Sequential Approval for multiple approvers who must respond in a defined order. You can also build separate approval actions and conditions when different stages require different workflow logic.

Can different approval levels have different approvers?

Yes. Each stage can be assigned to the person or people responsible for that stage. Approvers can also be determined dynamically from information in the SharePoint item or other connected systems.

Can I make an approval level conditional?

Yes. Power Automate conditions can determine whether a later approval is required. For example, a purchase request under $5,000 might require only manager approval, while a request over $25,000 might require manager, Finance, and director approval.

What happens when one approver rejects a sequential approval?

The workflow can branch based on the approval response. A rejection path can update the SharePoint item, record the comments, notify the requester, and stop additional approval stages from proceeding.

Can Power Automate approvals use custom responses?

Yes. Power Automate supports custom approval responses in addition to standard approval types. Microsoft gives examples such as Accept, Need more info, and Reject.

Can approvers approve from email or Teams?

Approval requests can be surfaced through supported Microsoft experiences, including email and Teams. Microsoft also documents an Approvals experience in Teams for viewing and responding to approvals. The standalone Power Automate mobile app reached end of support on August 31, 2026, so current documentation should use Teams and supported web experiences rather than directing new users to that standalone app.

What happens if an approver never responds?

The approval remains pending until the workflow’s approval criteria are met or the workflow reaches an applicable timeout. A production workflow should include a reminder or escalation strategy for overdue approvals rather than relying on the approver to respond indefinitely.

How many approval levels can a SharePoint workflow have?

There is not a simple universal number that defines a maintainable multi-level approval workflow. The practical limit depends on the complexity of the approval logic, number of conditions, notification requirements, exception paths, and how the workflow will be maintained.

If the workflow has many stages or complex rules, consider whether those rules should be represented as configurable approval levels rather than increasingly complex flow logic.

Do I need a premium Power Automate license for SharePoint approvals?

The Microsoft Approvals connector is classified as a standard connector. Licensing can still depend on the specific Power Automate features, connectors, ownership model, and other services used by the complete flow, so verify the current licensing requirements for your environment before deployment.

What is the difference between multi-level and sequential approval?

Multi-level approval means that a request has multiple approval stages. Sequential approval means those stages occur in a defined order, with each approver responding before the next stage begins.

A workflow can therefore be multi-level without being sequential. For example, three departments could review the same request at the same time. It becomes a sequential approval workflow when those departments must act one after another.

What is the best way to maintain a SharePoint multi-level approval workflow?

Start with a clearly documented approval path, use descriptive action names, keep status information in SharePoint, test every approval and rejection path, and establish shared ownership or appropriate administrative controls for production flows.

For organizations managing many complex SharePoint workflows, a configurable workflow platform can also reduce the amount of individual flow logic that business teams need to maintain.