Remote Work Tools

Microsoft Teams Approval Workflow Stuck in Pending — Fix Guide for 2026

Microsoft Teams approval workflows help remote teams automate document reviews, expense submissions, time-off requests, and other business processes. When these workflows get stuck in pending status, it disrupts operations for distributed teams across time zones. This guide provides practical troubleshooting steps to get your Teams approval workflows moving again.

Understanding Microsoft Teams Approval Workflows

Teams approval workflows integrate with Microsoft Power Automate to create streamlined request-and-approval processes. These workflows typically involve a requestor submitting a form or document, which then routes to one or more approvers for review. The status can show as pending, approved, or rejected.

Remote workers rely on these workflows for essential operations: expense reimbursement, purchase approvals, contract reviews, and leave requests. When workflows hang in pending status, team productivity suffers significantly.

Common Causes of Approval Workflows Stuck in Pending

Several factors can cause Microsoft Teams approval workflows to remain stuck:

Step-by-Step Troubleshooting Process

Step 1: Verify Flow Status in Power Automate

Begin by checking the flow status directly in Power Automate:

  1. Navigate to flow.microsoft.com and sign in with your work account
  2. Select “My flows” from the left navigation pane
  3. Locate the specific approval flow associated with your stuck workflow
  4. Check the status column — look for “Failed,” “Suspended,” or error indicators

If the flow shows as suspended or has a failed status, click the flow name to access detailed error messages. Power Automate provides run history with specific failure reasons.

Step 2: Check Approver Permissions and Licensing

Distributed teams often have members with varying Microsoft 365 license levels. Approval workflows require specific licensing for approvers:

  1. Open the approval details within Teams by finding the original approval request message
  2. Click on the approval card to expand details
  3. Verify the assigned approver has Microsoft 365 Business Basic, Standard, or Premium licensing
  4. Confirm the approver has not been removed from the organization’s Azure Active Directory

If the approver lacks proper licensing, the workflow cannot process. Contact your IT administrator to upgrade their license or reassign the approval to another team member.

Step 3: Reauthenticate Flow Connections

Flow connections can become stale, especially after password resets or security token expirations:

  1. In Power Automate, navigate to the affected flow
  2. Click “Edit” to open the flow designer
  3. Look for warning icons next to connections (typically showing yellow triangles)
  4. Click each connection and select “Sign in” to refresh authentication
  5. Save the flow and run a test approval

This reauthentication process resolves the majority of stuck approval workflows caused by connection failures.

Step 4: Review and Fix Form Data Issues

Submission data problems frequently cause workflows to stall:

  1. Access the original submission through the Teams approval request
  2. Check each required field for complete information
  3. Verify data types match expectations (dates in proper format, numbers without text, etc.)
  4. Look for special characters that might cause parsing errors

If you identify data issues, the requestor must resubmit with corrected information.

Step 5: Examine SharePoint and Data Source Connections

Many approval workflows pull data from SharePoint lists or other data sources:

  1. Open the flow in Power Automate designer
  2. Identify all SharePoint or database connections used
  3. Verify the underlying list or library still exists and the user has access
  4. Check for column changes that might break flow triggers

SharePoint list modifications often break connected flows. Recreate the flow action with updated list references if necessary.

Step 6: Check Microsoft 365 Admin Center for Policy Blocks

Organization-wide security policies can interrupt approval workflows:

  1. Sign into the Microsoft 365 Admin Center (admin.microsoft.com)
  2. Navigate to Settings > Services & add-ins > Power Platform
  3. Review any Data Loss Prevention policies that might block flow operations
  4. Check the Microsoft 365 message center for recent policy changes affecting Power Automate

Coordinate with your tenant administrator to adjust policies if they block legitimate approval workflows.

Preventative Measures for Remote Teams

Implement these practices to minimize future workflow disruptions:

Establish backup approvers: Configure workflows with alternate approvers when primary approvers are unavailable due to time zones or leave.

Monitor flow health: Set up notifications for flow failures using Power Automate’s built-in monitoring features.

Document workflow ownership: Maintain clear documentation of which team member owns each approval workflow for quick troubleshooting.

Regular license audits: Quarterly reviews ensure all team members have appropriate licensing for their approval responsibilities.

When to Escalate to Microsoft Support

If troubleshooting steps fail to resolve the stuck approval workflow, gather these details before contacting Microsoft support:

Microsoft support can investigate tenant-level issues that may not be visible through standard administration interfaces.

Quick Reference: Resolution Checklist

Use this checklist when facing stuck approval workflows:

Microsoft Teams approval workflows remain essential infrastructure for remote and distributed teams. By understanding common failure points and following systematic troubleshooting procedures, you can minimize downtime when workflows get stuck in pending status. Regular monitoring and proactive license management help prevent these issues from impacting team productivity.

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