Built In Approvals in a SharePoint Lists

Question

I have enabled the Configure approvals in SharePoint list but would like to limit who can approve these and limit who the approvals can be sent to. how would I do this?

Answer 1

Dear BG_3103,

Thank you for your inquiry about configuring approvals in SharePoint lists.

1. Limiting Who Can Approve Items

Users with either “Approve” permission or “Full Control” permission can approve items in a SharePoint list. To assign these permissions to specific users:

1. Go to your SharePoint list.
2. Click on the gear icon in the top-right corner and select List Settings.
3. Under Permissions and Management, click Permissions for this list.
4. Click the Grant Permissions button.
5. Enter the names or email addresses of the users/groups you want to add.
6. Select the permission level as Approve or Full Control.
7. Click Share.

2. Enabling Email Notifications for Submitted Items

By default, SharePoint does not send email notifications for submitted items in the approval process. However, you can set up a Power Automate flow to achieve this and you can setup the users who is going to receive emails. You can refer to the steps outlined in the following thread for detailed guidance:
Approval in SharePoint List - Microsoft Community

Please let us know if you need further assistance.

Thank you for your time and patience, and we hope you have a great day!

Best regards,
Community Moderator | Sophia

Answer 2

Dear BG_3103,

Thank you for your inquiry about configuring approvals in SharePoint lists.

1. Limiting Who Can Approve Items

Users with either “Approve” permission or “Full Control” permission can approve items in a SharePoint list. To assign these permissions to specific users:

1. Go to your SharePoint list.
2. Click on the gear icon in the top-right corner and select List Settings.
3. Under Permissions and Management, click Permissions for this list.
4. Click the Grant Permissions button.
5. Enter the names or email addresses of the users/groups you want to add.
6. Select the permission level as Approve or Full Control.
7. Click Share.

2. Enabling Email Notifications for Submitted Items

By default, SharePoint does not send email notifications for submitted items in the approval process. However, you can set up a Power Automate flow to achieve this and you can setup the users who is going to receive emails. You can refer to the steps outlined in the following thread for detailed guidance:
Approval in SharePoint List - Microsoft Community

Please let us know if you need further assistance.

Thank you for your time and patience, and we hope you have a great day!

Best regards,
Community Moderator | Sophia

This appears to be incorrect on our system. Site members with "Edit" permissions can be assigned as an approver and can approve.