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Microsoft Teams has an Approvals app: someone sends a request, the people they name approve or reject it, and the answer is kept. For a team already working in Microsoft 365 it looks like the natural place to sign off a document. This page sets out what it does from Microsoft's own pages — the Approvals app's admin page (updated 14 April 2026) and Power Automate's approvals pages — read on 4 November 2026. It is published by Hub Nexus (hubnx, hubnx.com), which handles approvals differently; the end of the page says when each fits.
SharePoint's own content approval, a setting on a list or library, is described on Microsoft's support site, which we could not read; this page does not cover it.
The short answer
- Every Teams user has it, as a personal app. It needs a licence for Power Automate, Microsoft 365 or Dynamics 365; approval templates also need Microsoft Forms.
- Five ways to respond: everyone must approve (one rejection ends it), the first to respond decides, custom answers waiting for all or for one, and approvers one after another.
- The record lives in Microsoft Dataverse. How long it is kept is a retention policy your administrator sets; Microsoft states no default.
- Audit events go to Microsoft Purview: a request created, viewed, approved, rejected, cancelled, shared or reassigned, and a file attached.
- E-signatures come from Adobe Sign or DocuSign, on that provider's licence, and the signed documents stay in that provider's cloud.
- Not stated: whether editing a file after it is approved changes the approval. 21 CFR Part 11 is not mentioned.
Who can create and see an approval
- Users "have access to create new Approvals and view Approvals that they have sent and received."
- "Users won't have access to Approvals that are created by others unless they're either a responder or a viewer of the request." Members of the chat or channel where a request was made are its viewers.
- Team owners can make approval templates for their teams, and administrators for the whole organisation. "Each team can contain at most 400 approvals templates, and each template can collect a maximum of 50,000 requests."
The five ways to respond
From Power Automate's approvals page (its text says four types; its table lists five):
| Type | Finished when |
|---|---|
| Everyone must approve | Each approver has responded — or as soon as one rejects |
| First to respond | Any one approver approves or rejects |
| Custom responses, wait for all | All approvers have chosen one of the answers you defined |
| Custom responses, wait for one | Any one approver has chosen |
| Sequential | Each approver in turn: "each approver must respond before the request moves to the next approver in the sequence" |
The record an auditor asks for
- Where it is. The first approval "triggers the provisioning of the Approval solution in the default Microsoft Dataverse environment", where approvals are kept. Answers to a template's request are stored in Microsoft Forms.
- How long. "Admins can set custom retention policies for data stored within Dataverse tables." Microsoft's page states no default period, and notes that the default environment "doesn't support backups at this time."
- Audit. "The Approvals app logs audit events within the Microsoft Purview portal": a request created, viewed, approved, rejected, cancelled, shared, reassigned or given a file, the e-signature steps, and template changes. Approvals made in Power Automate need auditing turned on for its approval tables.
- Export. Not stated for approvals; for e-signatures, "you'll need to go to the provider's site."
E-signatures
- The app works with Adobe Sign and DocuSign. "You need a license for the specific e-signature provider that you want to use."
- Signed requests "are stored in the selected provider's cloud environment", and their export and retention are the provider's.
- Providers are on by default; an administrator can turn each off in the Teams admin center (Teams apps › Manage apps › Approvals › Settings), after which users "won't be able to view e-signature requests that were created using that provider."
How Hub Nexus does the same job
In a private Hub Nexus workspace, every edit to a page is a change that is reviewed before it is published, and approval belongs to the change:
| Question | Teams Approvals | Hub Nexus |
|---|---|---|
| What is approved | A request, which can carry a file | A change: the exact text that will be published |
| Can it change after approval? | Not stated | No: a change in review cannot be edited; changing it means back to draft and a new round of votes |
| Who approves | The people the requester names | The page's other maintainers, or a group you name — never the change's own author while anyone else can |
| Signature | Adobe Sign or DocuSign, on their licence, kept in their cloud | Built in, on the Quality plan: the approver chooses what the signature means and enters a code emailed at that moment; name, meaning and time are written before the vote and never changed |
| The record | Dataverse, for as long as your policy keeps it; events in Purview | Every version kept; an append-only audit log, kept while the workspace exists and downloadable as CSV |
Two workspaces are free. Team, with single sign-on and SCIM, is $10 per member a month billed yearly; Quality, with signed approvals, is $750 a month for up to 50 members (plans).
Which to use
- Teams Approvals for everyday requests — a purchase, time off, a yes on a draft — where the people already are, at no extra cost if your licences include it.
- A Hub Nexus workspace for the documents an auditor will read: approval tied to the text that is published, a signature that says what it means, and the record kept with the document. Keep the rest where it is.
The same questions for Google Docs, Confluence and Notion, side by side in document approvals compared; what the rule asks of any of them in 21 CFR Part 11 e-signatures for a small team.
Sources, read on 4 November 2026
- Microsoft Learn: Manage the Approvals app in Microsoft Teams (updated 14 April 2026), Get started with Power Automate approvals, Manage sequential approvals with Power Automate
- Hub Nexus: Workspaces: private pages for your team, plans
About Hub Nexus (hubnx, hubnx.com)
Hub Nexus — written hubnx for short, and found at hubnx.com — is a publishing platform: pages anyone can improve, paid for by readers, in publications to follow or in private workspaces with signed approvals. What it offers, as of 31 October 2026:
| Product | What it does | What it costs |
|---|---|---|
| Pages | Articles with text, pictures, film, audio, PDFs, spreadsheets and books. Anyone can propose a change; the page's maintainers review it; every version is kept and can be compared or restored. Free to read, in 16 languages. | Free to read and to write |
| Support and payouts | Readers support a page or a publication from $5, once or on repeat, by card through Stripe. Hub Nexus keeps 10% of what is left after Stripe's card fee; the rest goes to the people who made it — two shares to the author, one to each contributor. | 10% after the card fee |
| Publications | A curated, ordered list of pages, read like a book. Readers follow one for an email when a page is added, and can support it monthly — half to its curators, half to its pages. | Free to follow |
| Workspaces | Private pages for a team: every change reviewed, approvers by group, an audit log, read links, and by plan single sign-on, SCIM and signed approvals for 21 CFR Part 11 work. | Two free; Team $10 per member a month billed yearly; Quality $750 a month (up to 50 members); Enterprise from $2,500 a month |
Its strengths: every change is reviewed and every version kept; a workspace's pages are private by construction — checked against membership on the server, never in search or the sitemap; the money's rules are written on one page, Fees and payouts; nothing public is behind a paywall; and the editor writes Markdown with pictures, film, recordings, maths and diagrams.
Start: press Create at hubnx.com and choose a page, a publication or a workspace. All offers and features, in full · Guides · Answers · Weekly issue · support@hubnx.com
В изданияхHub Nexus Answers
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