Power Automate + SharePoint: 25 Workflow Templates to Transform Your Business

The Power of Automation

Power Automate transforms SharePoint from a document repository into an intelligent business platform. These workflow templates will jumpstart your automation journey.

Document Management Workflows

1. Document Approval Workflow

Automate document review and approval:

Trigger: New document added to library Actions:

• Extract metadata
• Route to appropriate approver
• Send approval request
• Update status on approval/rejection
• Notify document owner

  2. Version Control Notifications

  Keep stakeholders informed:

  Trigger: Document modified

Actions:

• Check if major version
• Identify subscribers
• Send summary of changes
• Include link to document

  3. Metadata Auto-Classification

  Automatically tag documents:

  Trigger: Document created

Actions:

• Analyze document content (AI Builder)
• Extract entities (dates, names, topics)
• Populate metadata columns
• Apply sensitivity label

  4. Document Expiration Management

  Manage document lifecycle:

  Trigger: Scheduled (daily)

Actions:

• Query documents near expiration
• Notify document owners
• Generate expiration report
• Archive/delete expired items

  5. PDF Conversion Workflow

  Convert documents to PDF:

  Trigger: New document in specific folder

Actions:

• Convert to PDF
• Move to archive library
• Update original with PDF link
• Notify requester

  Approval Workflows

  6. Multi-Stage Approval

  Complex approval routing:

  Trigger: Approval requested

Actions:

• Stage 1: Manager approval
• Stage 2: Department head
• Stage 3: Finance (if over threshold)
• Stage 4: Legal (if required)
• Final notification

  7. Parallel Approval

  Get multiple approvals simultaneously:

  Trigger: Item submitted

Actions:

• Send to all approvers
• Wait for all responses
• Aggregate results
• Proceed if all approve

  8. Delegation Management

  Handle absent approvers:

  Trigger: Approval pending > 2 days

Actions:

• Check approver's out-of-office
• Identify delegate
• Forward approval request
• Notify original approver

  Notification Workflows

  9. New Employee Onboarding

  Welcome new team members:

  Trigger: New item in employee list

Actions:

• Create user folder
• Grant permissions
• Send welcome email
• Create onboarding tasks
• Schedule orientation

  10. Meeting Notes Distribution

  Share meeting outcomes:

  Trigger: Meeting notes published

Actions:

• Extract attendee list
• Format summary
• Send email with highlights
• Create follow-up tasks

  11. Site Activity Digest

  Weekly activity summary:

  Trigger: Scheduled (weekly)

Actions:

• Aggregate site activity
• Count new documents
• List recent updates
• Send digest email

  Data Integration Workflows

  12. SharePoint to Dynamics 365

  Sync customer information:

  Trigger: SharePoint list item created

Actions:

• Map fields to Dynamics
• Create/update contact
• Log sync activity
• Handle errors

  13. Excel Data Import

  Automate data entry:

  Trigger: Excel file uploaded

Actions:

• Parse Excel content
• Validate data
• Create list items
• Generate import report

  14. External System Integration

  Connect to external APIs:

  Trigger: SharePoint item updated

Actions:

• Prepare API request
• Send to external system
• Handle response
• Update SharePoint status

  Content Management Workflows

  15. Content Review Reminder

  Ensure content freshness:

  Trigger: Scheduled (monthly)

Actions:

• Query items not reviewed in 6 months
• Send review request to owners
• Track review completion
• Escalate overdue reviews

  16. Broken Link Detection

  Maintain link integrity:

  Trigger: Scheduled (weekly)

Actions:

• Scan site for links
• Test each link
• Report broken links
• Notify site owners

  17. Image Optimization

  Optimize uploaded images:

  Trigger: Image uploaded

Actions:

• Compress image
• Generate thumbnails
• Update metadata
• Replace original

  Security Workflows

  18. Permission Change Alerts

  Monitor access changes:

  Trigger: Permission modified

Actions:

• Capture change details
• Notify site admin
• Log to audit list
• Alert if sensitive site

  19. External Sharing Approval

  Control external access:

  Trigger: External share requested

Actions:

• Verify business justification
• Route to security team
• Apply time-limited access
• Schedule access review

  20. Guest Access Cleanup

  Manage guest lifecycle:

  Trigger: Scheduled (monthly)

Actions:

• Identify inactive guests
• Send re-verification request
• Remove non-responsive guests
• Generate cleanup report

  Project Management Workflows

  21. Project Status Updates

  Automate status reporting:

  Trigger: Scheduled (weekly)

Actions:

• Aggregate task status
• Calculate completion percentage
• Generate status report
• Email stakeholders

  22. Task Assignment Notification

  Alert on new assignments:

  Trigger: Task assigned

Actions:

• Notify assignee
• Add to their task list
• Create calendar reminder
• Send to manager

  23. Project Completion Workflow

  Close projects properly:

  Trigger: Project marked complete

Actions:

• Archive project documents
• Generate final report
• Notify stakeholders
• Update portfolio list

  HR Workflows

  24. Leave Request Processing

  Automate time-off requests:

  Trigger: Leave request submitted

Actions:

• Route to manager
• Check leave balance
• Update calendar
• Notify HR

  25. Performance Review Cycle

  Manage review process:

  Trigger: Review cycle started

Actions:

• Create review documents
• Assign to managers
• Track completion
• Send reminders

  Implementation Tips

  1. Start Simple: Begin with high-value, low-complexity flows

2. Test Thoroughly: Use test environments

Handle Errors: Plan for failures

Document Everything: Maintain flow documentation

Monitor Performance: Track flow runs

Conclusion

Power Automate transforms SharePoint into an intelligent business platform. These templates provide a starting point for your automation journey.

Need help implementing these workflows? Our automation experts can customize these templates for your specific needs.