Microsoft Teams Approvals: How to Reassign with Ease

Imagine this: You’re on a tight deadline, and an urgent approval request lands in your Microsoft Teams inbox. It's for a project you’re responsible for, but you're swamped with work. The panic sets in. You think, “If only I could reassign this to someone else!” Well, here's the kicker: You can.

Reassigning approvals in Microsoft Teams is not only possible but an incredibly useful feature. In the fast-paced digital workplace, reassignment ensures that no task gets held up just because someone is unavailable or too busy. You’re about to discover how this seemingly small feature can transform your workflow, save you time, and—most importantly—keep projects moving forward efficiently.

How It All Began

Before reassigning approvals became a mainstream feature, many users struggled with bottlenecks in their workflow. Picture this scenario: A manager goes on vacation, and their approvals pile up. The team is stuck, waiting for a decision. That was the reality in many organizations until reassigning approvals came into play.

So, how does it work? In Teams, approvals are linked to workflows and Power Automate, meaning that if someone can’t complete an approval request, they can easily pass it on to someone else. Whether it’s a document that needs signing, an expense report that needs authorizing, or any other approval-based process, reassignment solves the problem of task stagnation.

Now, let’s get into the nitty-gritty of how you can reassign approvals yourself.

Step-by-Step Guide to Reassigning Approvals in Microsoft Teams

1. Locate the Approval
   First, head to your Teams app and navigate to the Approvals tab. Find the specific approval request you want to reassign. This tab is like your command center for tracking approvals—those you’ve sent and received.

2. Open the Request
   Click on the request to open it. You’ll see detailed information regarding who created it, the necessary approval steps, and any attached documentation.

3. Click on ‘More Options’
   Now comes the fun part. Click the ellipsis (three dots) next to the approval request. From this dropdown, select “Reassign.” This feature allows you to pass the responsibility to another team member without any disruption.

4. Choose the New Approver
   You’ll be prompted to select a new approver from a list of your contacts. Simply type in their name, choose the appropriate person, and confirm.

5. Notify the New Approver
   Microsoft Teams will automatically notify the person you’ve reassigned the task to. They’ll receive an alert in their inbox, prompting them to review and complete the approval.

6. Monitor the Progress
   You’re not done yet! Once you’ve reassigned the task, you can monitor the progress. The approval’s status will update in real-time, so you can track it to completion.

But wait—there's more! You can automate the reassignment process to further streamline workflows. Using Power Automate, you can set rules that automatically reassign tasks based on criteria like time zones, workload, or even absences.

Real-World Examples of Reassigning Approvals in Action

Consider this: A project manager is out of office for a week, but an important deal is stuck in their approval queue. If the deal doesn’t get signed, the company risks losing a client. Thanks to reassigning approvals in Teams, another manager can step in, sign off, and the deal gets closed on time.

Or think of a finance department that deals with a large volume of expense reports. The department head can quickly become overwhelmed with hundreds of requests. With reassignment, they can distribute the workload across multiple team members, ensuring faster approvals and less burnout.

Benefits of Reassigning Approvals in Teams

1. Increased Efficiency
   Reassigning approvals prevents tasks from falling through the cracks when someone is unavailable. This means fewer delays and smoother processes across your team.

2. Reduced Bottlenecks
   In many organizations, approval workflows are prone to bottlenecks, especially when key decision-makers are unavailable. Reassignment keeps tasks moving without interruptions.

3. Enhanced Collaboration
   By distributing approvals more evenly, reassignment fosters a greater sense of teamwork and accountability within departments.

4. Customizable Workflows
   Using Power Automate, you can set up automatic reassignment rules. For example, if an approver doesn’t respond within a specified timeframe, the request can automatically be reassigned to another qualified team member. This level of customization is invaluable in large organizations where many approvals are time-sensitive.

How to Set Up Automatic Reassignment with Power Automate

Power Automate integrates with Microsoft Teams, making reassignment even more powerful. Here’s how you can set up automatic reassignment:

1. Open Power Automate
   Go to the Power Automate portal and select “Create” from the left-hand side.

2. Create a Flow
   Choose the flow type that best suits your needs (e.g., automated or instant flow). For automatic reassignment, you’ll want to use an automated flow that triggers when certain conditions are met.

3. Set Conditions
   Define the condition that will trigger the reassignment. For instance, “If an approval request isn’t responded to within 48 hours, reassign it to another manager.”

4. Select New Approver
   In the flow, you can specify who the request should be reassigned to. This can be based on role, availability, or even geographical location.

5. Activate the Flow
   Once you’ve set everything up, activate the flow and watch the magic happen. Approvals will now be reassigned automatically, saving you the hassle of manually checking for pending requests.

Common Pitfalls and How to Avoid Them

Despite the many benefits of reassigning approvals, there are some common pitfalls you should watch out for:

1. Forgetting to Follow Up
   While reassignment helps streamline the process, you should still keep an eye on the request to ensure it’s completed in a timely manner. Automated reminders can help with this.

2. Reassigning to the Wrong Person
   Be careful when selecting the new approver. Always double-check that the person you’re reassigning the task to has the authority and bandwidth to complete the task.

3. Overusing Reassignment
   While reassignment is a powerful tool, it should not be overused. Reassigning too frequently can lead to confusion and a lack of accountability. It’s best to reassign tasks only when absolutely necessary.

Conclusion: Unlocking the Full Potential of Teams Approvals

Reassigning approvals in Microsoft Teams isn’t just a workaround for when someone is busy—it’s a strategic tool that can boost productivity, improve workflow efficiency, and foster better collaboration across departments. Whether you’re manually reassigning tasks or automating the process with Power Automate, this feature can help your team stay on top of important decisions, even when key players are unavailable.

Next time you’re overwhelmed by approval requests, don’t let them slow you down. Instead, use the reassignment feature to keep the momentum going and ensure that no task gets stuck.