Process Automator – User Guide

Version: 1.0.0
Last Updated: January 2026
For: End Users

Overview

The Process Automator is a SharePoint application that helps you submit requests, track their progress through approval workflows, and complete assigned tasks. This guide will walk you through everything you need to know as an end user.

Getting Started

Accessing the Application

1. Navigate to the SharePoint page where the Process Automator is installed
2. The application will load with a navigation menu on the left side
3. You’ll see different processes available to you (e.g., “Leave Request”, “Purchase Order”, “IT Support”)

First Look

When you open the application, you’ll see:

• Left Sidebar: Lists all available processes with two sections each:
  • My Requests: Forms you’ve submitted
  • My Tasks: Tasks assigned to you for approval/review
• Main Area: Displays your selected view with forms, requests, or tasks

Understanding the Interface

Navigation Menu

The left sidebar organizes processes into groups. For each process, you’ll see:

My Requests

• All forms you have submitted
• Track the status of your submissions
• View, edit (if not submitted), or delete your requests

My Tasks

• Tasks assigned to you for action
• Tasks waiting for your approval or review
• Completed tasks you’ve already processed

Main Content Area

Depending on what you select, the main area shows:

• List View: Table of your requests or tasks
• Form View: The form for submitting or viewing a request
• Task View: Details of a task you need to complete

Submitting a New Request

Step 1: Navigate to the Process

1. Click on the process in the left navigation menu
2. Click on “My Requests” for that process
3. Click the “New” button in the top command bar

Step 2: Fill Out the Form

1. Complete all fields marked with a red asterisk (*) – these are required
2. Read any instructions or guidance text provided
3. Some fields may appear or become required based on your selections (conditional fields)

Field Types You’ll Encounter:

• Text Fields: Single-line text (e.g., Name, Title)
• Text Areas: Multi-line text for longer responses
• Dropdowns: Select from a list of options
• Date Pickers: Click the calendar icon to select dates
• People Pickers: Search for and select users or groups
• Checkboxes: Select multiple options
• Radio Buttons: Select one option from a list
• Toggles: Yes/No or On/Off switches
• Lookups: Select items from other SharePoint lists

Step 2b: Working with Subgrids (Related Items)

Some forms may have additional tabs for related lists (e.g., “Line Items” or “Expenses”).

1. Click the relevant tab next to the main “Details” tab.
2. Click “Add” to create a new row/item.
3. Fill out the pop-up form for that item and click Save.
4. Repeat for as many items as needed.
5. All items will be saved together when you submit the main request.

Step 3: Add Attachments (if allowed)

If the form allows attachments:

1. Look for the “Attachments” tab
2. Click “Add files” to the upload area
3. You can attach documents, images, PDFs, etc.
4. Remove files by selecting the file and clicking the delete icon if needed

Step 4: Review and Submit

1. Review all your entries for accuracy
2. Check that all required fields are filled
3. Click the “Submit” button in the top command bar
4. Wait for the confirmation message

What Happens Next:

• Your request is saved to SharePoint
• If configured, a Power Automate workflow is triggered
• The workflow retrieves the workflow plan for your request
• Tasks are automatically created for approvers based on the workflow stages
• You’ll be redirected to your requests list
• You’ll see your request with status “Pending”

Viewing Your Requests

Accessing Your Requests

1. Click on a process in the left navigation
2. Click “My Requests”
3. You’ll see a list of all your submissions for that process

Understanding the List View

The list displays columns such as:

• Title: The title of your request
• Workflow Status: Current workflow status
• Stage Name: Where your request is in the approval process
• Request Date: When you submitted the request
• Completed Date: The process completion date

Available Actions

Use the command bar at the top:

• New: Create a new request
• Refresh: Reload the list to see updates
• Search: Find specific requests by title
• Filter: Filter by status, date range, etc.
• Delete: Remove draft requests (only requests not yet in workflow)

Opening a Request

• Click any row to open and view the full details
• Or select a row and click “View” in the command bar

Tracking Request Progress

Request Detail View

When you open a request, you’ll see several tabs:

Details Tab

• Shows the complete form with all the data you submitted
• Read-only once the request enters the workflow
• Editable only if the request hasn’t been submitted to workflow yet

Timeline (if workflow is active)

• Visual representation of the workflow stages
• Shows where your request is currently
• Displays upcoming stages
• See Using the Timeline for details

Task History Tab

• Lists all tasks created for your request
• Shows who was assigned, their decision, and when
• See Viewing Task History for details

Attachments Tab (if enabled)

• View and download attached files
• Cannot modify attachments once submitted

Request Statuses

Your request can be in different states:

• Not Started: Initial draft, not yet in workflow
• Pending: Workflow is on-going
• End: Workflow completed
• Approved: Final approval granted
• Rejected: Request was rejected
• Cancelled: Request was cancelled

Managing Attachments

Viewing Attachments

1. Open a request
2. Click the “Attachments” tab
3. See all files attached to the request

Attachment Restrictions

• Cannot add or remove attachments once the request is submitted to workflow
• Only the original requester can add attachments during form creation
• All users with access to the request can view, and add attachments

Supported File Types

Typically, all common file types are supported:

• Documents (Word, PDF, Excel, PowerPoint)
• Images (JPG, PNG, GIF)
• Compressed files (ZIP)
• Text files
• Check with your administrator for specific restrictions

Working with Tasks

What Are Tasks?

When you submit a request with a workflow:

1. The Power Automate flow receives the request
2. The flow returns a workflow plan with stages
3. The system creates tasks for each stage
4. Tasks are assigned to users or groups based on the plan

Task Assignment

Tasks are created for:

• Individual Users: Specific person must complete the task
• SharePoint Groups: Any member of the group can complete the task

Viewing Your Tasks

1. Click on a process in the left navigation
2. Click “My Tasks”
3. You’ll see two views:
   • Pending: Tasks waiting for your action
   • Completed: Tasks you’ve already finished

Task List Columns

• Title: Description of the task
• Description: Additional context or instructions
• Assigned To: Who should complete this task
• Status: Pending, Approved, Rejected, or Cancelled
• Outcome: The decision made (after completion)
• Approver: Who completed the task
• Timestamp: When the task was completed

Filtering Tasks

• Use the Search box to find specific tasks
• Filter by Status (Pending/Completed)
• The list automatically shows only tasks assigned to you or groups you belong to

Completing Assigned Tasks

Step 1: Open the Task

1. Go to “My Tasks” for the relevant process
2. Click on a Pending task to open it
3. The task detail view will open

Step 2: Review the Request

The task view shows multiple tabs:

Task Tab

This is where you complete the task:

• Description: Instructions from the workflow or requester
• Comments: Required – Add your feedback or notes
• Status: Choose your decision (see below)

Details Tab

• View the original request form
• All fields are read-only
• Review all submitted information before making a decision

Timeline

• See where this request is in the overall workflow
• Understand what stages come next

Task History

• View decisions made by previous approvers
• See comments from other stages

Attachments Tab (if applicable)

• View and download supporting documents
• Review any files submitted with the request
• Upload supporting files

Step 3: Add Comments

1. In the Comments field, provide your feedback
2. Comments are required – explain your decision
3. Be clear and professional
4. Comments are visible in the task history

Examples of Good Comments:

• “Approved. Budget has been allocated for this quarter.”
• “Rejected. Please provide more detailed justification.”
• “Approved with conditions. Please ensure delivery by end of month.”

Step 4: Make Your Decision

In the Task tab, select a status:

Approve

• Move the request to the next stage
• The workflow continues automatically
• Next approver receives a new task

Reject

• Decline the request
• The workflow may:
  • End the process
  • Send back to the requester (Start stage)
  • Go to a specific rejection stage (configured in workflow plan)
• Request status changes to “Rejected”

Cancel

• Cancel the entire workflow
• No further action will be taken
• Request status changes to “Cancelled”

Note: If you initiated the request, and a change request is sent to you, you can only Approve or Cancel (Reject is not available).

Step 5: Submit Your Decision

1. Review your selection and comments
2. Click “Save” in the top command bar
3. The task will be completed and saved
4. You’ll be redirected back to your task list

What Happens Next:

• Your decision is recorded in the task history
• The task status changes from “Pending” to your outcome
• If approved:
  • Request moves to the next workflow stage
  • A new task is created for the next approver
  • Automated notifications may be sent (if configured)
• If rejected or cancelled:
  • Request status updates accordingly
  • No further tasks are created
  • The requester can view the outcome

Viewing Task History

What Is Task History?

Task history is a complete record of all decisions made on your request, including:

• Every task created for the request
• Who was assigned each task
• What decision they made
• When they completed it
• Their comments

Accessing Task History

1. Open any request
2. Click the “Task History” tab
3. View the chronological list of tasks

Task History Columns

• #: Sequential task number
• Title: Task name/description
• Assigned To: Original assignee
• Status: Current status (Pending, Approved, Rejected, Cancelled)
• Outcome: Final decision (Approved, Rejected, Cancelled)
• Approver: Person who completed the task
• Comments: Feedback provided by the approver
• Timestamp: Date and time of completion

Viewing Task Details

• Click on any task in the history to see full details
• A side panel opens with complete task information
• View in read-only mode (no editing)

Benefits of Task History

• Transparency: See all decisions and reasoning
• Accountability: Know who approved or rejected at each stage
• Audit Trail: Complete record for compliance
• Reference: Review past comments and decisions

Change Requests Overview

When an approver reviews your request, they may request changes before moving it forward in the workflow. If an approver has requested changes, you will be able to modify your request and resubmit it for approval.

Important: You can only make changes to a request that is already in the workflow if an approver has specifically requested changes. You cannot modify requests on your own initiative once they have been submitted.

When Can You Make Changes?

You can make changes to your request when:

• An approver has reviewed your submission
• The approver has requested modifications or additional information
• The request has been sent back to you for changes
• A task has been created for you to address the requested changes

How to Make Changes

When changes have been requested:

1. Navigate to “My Requests” for the relevant process
2. Open the request that needs changes. Select Edit to open in edit mode.
3. Make the necessary changes to the form fields as requested by the approver
4. Click “Save” to save your changes

After you make the requested changes:

1. Navigate to “My Tasks” for the process
2. Find the task related to your changed request
3. Open the task and review the changes you made
4. Mark the task as “Change Completed” to confirm the changes are complete
5. Add comments explaining what changes you made
6. Click “Save”

This step is critical: Marking the task as change completed signals that you have completed the requested changes, and the request is ready to be reviewed again by the next approver.

Key Points to Remember:

• You cannot modify requests unless changes have been requested by an approver
• Making changes alone does not move the workflow forward
• You must approve the task to indicate changes are complete
• The request will return to the approver for re-review after you approve the task
• If you don’t approve the task, the request will remain in its current state
• This process maintains the audit trail and ensures proper oversight of modifications

Using the Timeline

What Is the Timeline?

The timeline is a visual representation showing:

• All stages in the workflow plan
• The current stage (highlighted)
• Completed stages
• Upcoming stages
• The final “End” stage

Understanding Timeline Stages

Each stage represents a decision point:

• Stage Name: e.g., “Manager Approval”, “Finance Review”, “Final Approval”
• Approver: Who is assigned to complete this stage
• Due Days: Expected completion time (if configured)
• Description: Additional context about the stage

Current Stage Indicator

• The active stage is highlighted or marked differently
• Previous stages appear completed
• Future stages appear inactive
• When the workflow ends, “End” is highlighted

Using the Timeline

1. Open any request in the workflow
2. Click the “Details” tab
3. View the visual progress bar
4. See exactly where your request is

Benefits:

• Quick status check at a glance
• Understand how many stages remain
• Know who is currently reviewing
• Set expectations for completion time

Printing Requests

When to Print

Print a complete record when:

• The workflow is completed
• You need a hard copy for records
• Creating documentation for audits
• Sharing outside the system

How to Print

1. Open any request
2. Select a request and click “Print” in the top command bar
3. A print preview panel opens

What’s Included in the Print

The printout contains:

• Request Title
• Complete Form: All form fields and values
• Task History: Full list of all tasks with:
  • Task number, title, and description
  • Assigned to and approver
  • Status and outcome
  • Comments
  • Timestamp

Printing the Document

1. Review the print preview
2. Click “Print” button in the preview panel
3. Your browser’s print dialog opens
4. Choose your printer or save as PDF
5. Adjust print settings as needed
6. Click “Print” to complete

Tip: Save as PDF to create a digital archive of the request.

Tips and Best Practices

Submitting Requests

1. Fill Carefully: Double-check all information before submitting
2. Provide Context: Use description fields to explain your request
3. Attach Documents: Include supporting files to help approvers
4. Review First: Preview the form before final submission

Completing Tasks

1. Act Promptly: Complete assigned tasks in a timely manner
2. Review Thoroughly: Check all form details and attachments before deciding
3. Be Clear: Provide specific comments explaining your decision
4. Ask Questions: If unclear, contact the requester or previous approvers
5. Check Timeline: Understand where the request is in the process

Tracking Progress

1. Check Regularly: Visit “My Requests” to monitor updates
2. Use Timeline: Quickly see where your request stands
3. Read History: Review task history for insights
4. Be Patient: Complex workflows may take time
5. Follow Up: Contact approvers if tasks are delayed

Communication

1. Use Comments: Leverage task comments for communication
2. Be Professional: Keep all comments respectful and clear
3. Provide Details: Specific feedback helps requesters improve
4. Document Reasons: Explain rejections clearly
5. Suggest Improvements: Offer constructive feedback when declining

Common Scenarios

Scenario 1: Submitting a Leave Request

1. Go to “Leave Request” → “My Requests”
2. Click “New”
3. Fill in:
   • Start Date
   • End Date
   • Leave Type (Vacation, Sick, etc.)
   • Reason
   • Manager (auto-filled if configured)
4. Click “Submit”
5. Manager receives a task to approve
6. Check Timeline to track progress

Scenario 2: Approving as a Manager

1. Go to “Leave Request” → “My Tasks”
2. Click on pending task
3. Review the Form tab to see leave details
4. Switch to Task tab
5. Add comments: “Approved. Coverage arranged.”
6. Select Status: Approve
7. Click “Save”
8. Request moves to next stage (if any)

Scenario 3: Rejecting a Purchase Request

1. Open the pending task
2. Review budget and justification
3. Switch to Task tab
4. Add comments: “Rejected. Exceeds quarterly budget. Please resubmit next quarter.”
5. Select Status: Reject
6. Click “Save”
7. Request status becomes “Rejected”
8. Requester sees rejection in task history

Scenario 4: Tracking a Submitted Request

1. Go to “My Requests”
2. Find your request in the list
3. Double-click to open
4. Click “Timeline” tab to see current stage
5. Click “Task History” to see who approved so far
6. Return periodically to check for updates

Scenario 5: Printing Completed Request

1. Open the completed request
2. Verify workflow reached “End” stage
3. Review Task History is complete
4. Click “Print” button
5. Review print preview
6. Click “Print” in preview panel
7. Choose “Save as PDF” in browser dialog
8. Save the PDF for your records

Frequently Asked Questions

Can I edit a submitted request?

No. Once a request enters the workflow (status is not “Start”), it becomes read-only. This ensures audit trail integrity. If you need changes, contact an approver to reject it, then submit a new request.

How do I know when my request is approved?

Check the Timeline tab to see current stage. When the stage reaches “End” and task history shows all approvals, your request is complete. You may also receive email notifications if configured.

Can multiple people complete the same task?

It depends on the workflow configuration:

• Individual Assignment: Only that person can complete it
• Group Assignment: Any group member can complete it
• Multiple Required: Add the people in a series of approval stages

What if an approver is on vacation?

Contact your administrator. They may be able to:

• Reassign the task to someone else
• Add a substitute approver

Can I cancel my own request?

Once a workflow has started on a request, you cannot directly cancel. Contact the current approver and ask them to select “Cancel” when completing the task.

Why can’t I see someone else’s request?

For privacy and security, you can only see:

• Requests you submitted (“My Requests”)
• Tasks assigned to you (“My Tasks”)

Administrators have broader access for management purposes.

How long are requests kept?

Retention depends on SharePoint configuration. Check with your administrator about archival and retention policies for your organization.

Troubleshooting

Cannot Submit Form

Problem: Submit button is disabled or form won’t save

Solutions:

• Check all required fields (marked with *)
• Ensure conditional fields are filled if they appear
• Verify date fields have valid dates
• Check that people picker fields have selected users
• Look for error messages below fields
• Try refreshing the page and filling the form again

Cannot See My Request

Problem: Request not appearing in “My Requests”

Solutions:

• Click Refresh in the command bar
• Check you’re viewing the correct process
• Verify the request wasn’t deleted
• Try clearing search filters
• Ensure you’re logged in with the correct account

Task Not Showing

Problem: Expected task not in “My Tasks”

Solutions:

• Check you’re looking at the right process
• Verify you’re assigned to the task or a member of the assigned group
• Click Refresh to reload the task list
• Check if the task was already completed
• Look in “Completed” view if you already finished it
• Confirm the previous stage was approved

Cannot Complete Task

Problem: Save button disabled or task won’t save

Solutions:

• Ensure Status is selected
• Fill in the Comments field (required)
• Check for validation error messages
• Try refreshing the page
• Verify you have permission to complete the task
• Contact your administrator if issues persist

Workflow Seems Stuck

Problem: Request not progressing to next stage

Solutions:

• Check task history – was the last task completed?
• Verify the approver completed the task successfully
• Look for rejected or cancelled tasks
• Contact the person assigned to the current task
• Check with your administrator about workflow configuration

Cannot Open An Attachment

Problem: Cannot open attached files

Solutions:

• Check your internet connection
• Try a different browser
• Verify you have permission to view the request
• Large files may take time – wait and try again
• Clear browser cache
• Contact IT support if problem continues

Print Preview Not Working

Problem: Print preview doesn’t open or shows errors

Solutions:

• Disable browser pop-up blockers
• Try a different browser
• Check if JavaScript is enabled
• Reload the page and try again
• Save as PDF from your browser instead

Getting Help

If you need assistance:

1. Check This Guide: Review relevant sections above
2. Ask Colleagues: See if others have faced similar issues
3. Contact Administrator: Reach out to your SharePoint admin
4. IT Support: Submit a support ticket for technical issues
5. Training: Request additional training if needed

What to Include in Support Requests

When contacting support, provide:

• Process name (e.g., “Leave Request”)
• Request ID or title
• What you were trying to do
• Error messages (take screenshots)
• Browser and device information
• Steps to reproduce the issue

Quick Reference Card

Submitting a Request

1. [Process name] → My Requests → New
2. Fill form → Add attachments
3. Submit

Completing a Task

1. [Process name] → My Tasks → Click pending task
2. Review Form and Timeline
3. Add Comments → Select Status → Save

Tracking a Request

1. [Process name] → My Requests → Open request
2. Timeline tab: See current stage
3. Task History tab: See all decisions

Printing a Request

1. Open request → Print button
2. Review preview → Print/Save PDF

Getting Help

• Check “My Requests” for status
• Review “Task History” for decisions
• Contact administrator for issues

Glossary

Approver: Person assigned to review and complete a task

Attachment: File uploaded with a request

Form: The input screen for submitting requests

Power Automate: Microsoft automation tool that triggers workflows

Request: A submission you create through a form

Stage: A step in the workflow process

Task: An action item assigned to someone for approval/review

Timeline: Visual representation of workflow progress

Workflow: The automated approval process for requests

Workflow Plan: The defined stages and approvers for a specific request