Comparing Out-of-box Options in Microsoft Lists Automation
If you’ve been wrestling with manual processes in SharePoint or feeling overwhelmed by the prospect of building complex Power Automate flows, you’re not alone. The good news? Microsoft Lists (which are SharePoint lists) comes packed with a few different out-of-the-box automation features that can be used to create simple workflows without writing a single line of code.
In this post and associated video at the bottom, I’m comparing these built-in Microsoft Lists automation options, strengths and limitations, and helping you determine when these tools are sufficient—and when you need to level up to custom solutions.
🎯 Why Out-of-the-Box Automation Matters
Why should you care about these basic automation features, when Power Automate exists, and it can be used to create flows any time?
The answer is simple: accessibility and speed. These out-of-box tools are designed for business users and power users who need results quickly without becoming automation experts. They’re perfect for those moments when you need a solution today, not next month, and in situations where it’s not necessary to learn advanced flow-building techniques.
Understanding what’s available out-of-the-box also helps you make informed decisions about when to invest time in more complex custom solutions. Sometimes a simple rule or quick step is all you need—other times, you’ll quickly hit their limitations and know it’s time to build something more sophisticated and time intensive.
📝 Configure Approvals
Let’s start with one of the most common automation needs: approvals. Microsoft has been quietly revolutionizing how approvals work in Lists, moving away from the slightly confusing classic SharePoint approval system to something much more intuitive.
The New Configure Approvals Experience
Gone are the days of navigating through classic settings pages and dealing with conflicting configurations. The modern approach is refreshingly straightforward:
- Access: Simply click “Configure Approvals” (make sure no specific item is selected)
- Setup: The system automatically adds an Approval Status column to your list
- Request: Click “Request Approval” on any item to initiate the process
You can add up to 10 approvers per request, choose whether approvals must happen in a specific order, and decide if you need responses from all approvers or just one. This covers many real-world approval scenarios without requiring custom flow development. Keep in mind that this can also work in conjunction with Quick Steps, as discussed in my previous post: SharePoint Quick Steps: Automation Simplified
Smart Status Management
When you edit an item that’s already been approved, the system intelligently warns you that changes will reset the approval status. This prevents the common scenario where approved content gets modified without proper oversight.
🚦 Rules
Rules have undergone significant improvements recently, and they’re now one of the most versatile automation tools in your arsenal. Think of rules as your personal assistant, watching for specific changes and taking action automatically.
Understanding Rule Triggers
Rules operate on three fundamental triggers:
- Item Creation: When new content is added
- Item Modification: When existing content changes
- Item Deletion: When content is removed
The real power lies in the conditions you can set. The “Always” option sends notifications regardless of what changed—useful for staying informed about all activity. The “If” condition is where things get interesting, allowing you to trigger actions only when specific columns change to particular values.
Beyond Simple Notifications
While email notifications are the most obvious use case for rules, don’t overlook their ability to set values in other columns based on changes. For example, you could automatically set an “Interview Date” when a “Progress” column changes to “Active.” This creates cascading updates that keep your data consistent without manual intervention.
The interface improvements have made rules much more user-friendly, with intuitive dropdowns replacing the previously confusing setup process. This democratizes automation, putting powerful tools in the hands of business users who previously would have needed IT support.
See my previous post: SharePoint Quick Steps: Automation Simplified
⚡ Quick Steps: Manual Automation Done Right
Quick Steps bridge the gap between fully automated processes and manual tasks. They’re perfect for actions you want to perform frequently but not automatically—think of them as smart shortcuts that appear contextually based on your data.
The Power of Conditional Visibility
What sets Quick Steps apart is their ability to appear only when certain conditions are met. A “Send Email” quick step might only show up when a Progress column is set to “Active,” reducing clutter and preventing mistakes. This contextual approach makes interfaces cleaner and more intuitive for end users.
Beyond Individual Items
The “Current list” quick step is particularly powerful because it operates on the entire list rather than individual items. This opens up possibilities for bulk operations and list-level maintenance tasks that would otherwise require multiple manual steps.
⏰ Set a Reminder: Date-Based Microsoft Lists Automation
The “Set a Reminder” feature tackles one of the most common needs in Microsoft Lists automation: time-based notifications. Whether you’re tracking project deadlines, renewal dates, or follow-up requirements, this tool provides a straightforward solution.
The Intelligence Behind the Scenes
What makes this feature particularly useful is how it integrates with existing date columns in your lists. The system calculates appropriate timing and sends reminders at specified intervals before important dates. This prevents the common scenario where critical deadlines sneak up on you.
The reminder system is similar to the built-in content scheduler functionality but more flexible in its application. You can apply it to any list with date columns, making it universally useful across different business scenarios.
🎯 Knowing When to Graduate to Custom Solutions
While these out-of-the-box tools are powerful, they have limitations. Recognizing these boundaries is crucial for making good planning and architectural decisions:
Limitation Signals
- Email Customization: Custom emails with your own content and dynamic data
- Complex Logic: Multiple conditions and branching scenarios
- Integration Needs: Connecting to external systems beyond basic approvals
- Advanced Reporting: Detailed tracking and analytics requirements
The Graduate Path
When you hit these limitations, you’re ready to explore Power Automate’s full capabilities, custom flow development, and potentially Power Apps for more sophisticated user interfaces. The beauty of starting with out-of-the-box tools is that they provide a solid foundation for understanding your requirements before investing in custom development.
🔑 Strategic Implementation in Microsoft Lists Automation: Making It Work in Practice
Success with these automation tools comes down to strategic implementation. Start simple, identify patterns in your daily work, and gradually build complexity as your confidence grows.
The Progressive Approach
- Begin with Rules: Set up basic notifications to reduce manual checking
- Add Quick Steps: Create shortcuts for your most common actions
- Implement Approvals: Formalize decision-making processes
- Layer in Reminders: Ensure nothing falls through the cracks
Change Management Considerations
Remember that automation changes how people work. The most elegant technical solution fails if users don’t adopt it. Focus on solving real pain points, provide clear guidance on new processes, and be patient as teams adjust to automated workflows.
🚀 The Future of List Automation
Microsoft’s investment in these user-friendly automation tools signals a clear direction: empowering business users to solve their own problems without requiring deep technical expertise. This trend is likely to accelerate, with more sophisticated features becoming accessible through simple interfaces.
The convergence of Microsoft Lists, Teams integration, and Power Platform creates unprecedented opportunities for seamless workflow automation. By mastering these foundational tools now, you’re positioning yourself to take advantage of future enhancements as they arrive.
💡 Final Thoughts: Starting Your Microsoft Lists Automation Journey
The path to effective automation doesn’t always start with the most advanced tools. Sometimes the best solution is the simplest one that actually gets implemented and used consistently. These out-of-the-box Microsoft Lists features provide that crucial starting point.
As you explore these tools, remember that every complex automation system started with simple requirements. Use these built-in features to validate your processes, understand your needs, and build confidence in automation before graduating to more sophisticated solutions.
Take my online course to learn more!
Here is my associated demonstration video: