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You can automate this entire content approval process using an approval flow. When approved, the content approval status of the document is automatically set to Approved; if rejected, the flow sets the content approval status of the document to Rejected.
In the SharePoint library, from the command bar, select Automate > Power Automate > Create a flow. Next, select the template: When a new file is added in SharePoint, complete a custom action.
Every version, major or minor, takes up as much space as the current document, at least in my SharePoint version. SharePoint 2013 is reported to only store the differences in versions, so a document with versions will use less space. I assume you know the basics about how to enable versioning – if not this may be helpful.
How to create an approval workflow with power automate?
With Power Automate, you can manage the approval of documents or processes across several services, including SharePoint, Dynamics 365, Salesforce, OneDrive for Business, Zendesk, or WordPress. To create an approval workflow, add the Approvals – Start an approval action to any flow. After you add this action, your flow can manage the approval
Do you need to approve a document in SharePoint?
Documents that contain sensitive information often require approvals. With the content approval feature in SharePoint, you can put a simple approval process for documents in a specific document library. Using this content approval process, documents pending approval will not be visible to users until they are approved.
What happens when a document is not approved?
The document status has been switched to Rejected. If the submitter goes into the library and chooses My Submissions view, the document will be right there with Rejected status and rejection comments. Once again, since the document is not approved, it is only visible to submitter and approver at the moment.
When to use content approval and publishing approval?
Content approval and publishing approval You might have lists or libraries in which you want new items and/or new versions of current items to be reviewed for the accuracy of their content, or for the appropriateness of their form and style, before they’re made visible to everyone who has access to the list.