How can I temporarily restrict access to a file in SharePoint until it has been approved?

2023-07-21T14:06:23.6366667+00:00

I have a document (the minutes or meeting report) that every meeting will be made by different users, as we do not have one dedicated note taker but rotate. I want the note taker to create a new report in SharePoint, but that until the manager approves and releases it, only those two can acces and read the file.

I think I need to adjust the standard approval work flow in Power Automate, but I don't have the IT support here. Any suggestions would be very much appreciated!

SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
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  1. Zehui Yao_MSFT 5,811 Reputation points
    2023-07-24T06:12:20.41+00:00

    Hi, Keeman-Folador, mr. drs. M.J. (Martijn) It is a pleasure to be able to help you.

    Based on my understanding of the issue, I tested it locally. Hope this will helps. : )

    Per my test, you can go to the Versioning settings, check Yes in Require content approval for submitted items? to open approve feature.

    Then check Only users who can approve items (and the author of the item) in Who should see draft items in this document library?, 

    In this way, for files newly created, only the site owner and the creator of the file will be able to access the file before it is approved.

    Here are the steps for your reference:

    1.Go to Settings > Library settings > More Library settings.

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    2.Go to Versioning Settings, check Yes in Require content approval for submitted items?, and check Only users who can approve items (and the author of the item) in Who should see draft items in this document library?

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    1. Approve file in More and Approve/Reject.
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