SharePoint Designer Custom Workflows: Making the Approval Process Dynamic Jonathan Weaver June 15, 2018 #SPSHNL

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Jonathan Weaver jweaver@kctechgroup.com @j_weaver74 SharePoint Consultant, Solution Architect WaterOne, Smarter Consulting 20+ years in IT industry DEV, BA, QA, SharePoint Into logic puzzles SuDoKu, Rubik’s Cubes, Jigsaw Puzzles Logic and If/Then puzzles Workflows, Forms, Business Process Management

Agenda Business Scenario Basic Approvals SharePoint Designer Questions Approval Process Users Customization Customize Task Email Add Task Link to List Item Questions

Business Scenario I need to have 2 people approve/reject the task simultaneously, but they both must respond before moving on to the next approver. If either approver rejects, capture comments and mark the task as failed.

Basic Approvals Serial – One at a time Parallel – All at same time Upside – Create a chain of approvers and stop it whenever someone rejects it. Downside – One at a time Parallel – All at same time Upside – Can send out to a whole mailing list at same time Downside – First to respond wins Stages How does Outlook work? All approvals at once Each approval is individual and doesn’t affect the others

SharePoint Designer Create Approval Process

SharePoint Designer “These Users” section Groups

SharePoint Designer Approval (n) section

SharePoint Designer Approval (n) section Completion Conditions

SharePoint Designer Approval (n) section Behavior of single task

SharePoint Designer Approval (n) section Behavior of overall task process

Let’s create a basic Approval DEMO Let’s create a basic Approval

SharePoint Designer: Approval Process Create Approval Process – We need 2 of these to run at the same time.

SharePoint Designer: Approval Process Approval (n) section Behavior of single task

SharePoint Designer: Approval Process Approved or Rejected?

SharePoint Designer: Approval Process Now do something as a result If Rejected – Send an email and stop the workflow If Approved – Continue on with workflow

SharePoint Designer: Approval Process Include the comments in the email

Changing Approval Task Email Adding a link into the OOB Task email

OOB vs Custom

Open Approval Task and Change Behavior of Single Task

Change the Task Email Template

Adding Approval Task Link to List Item Adding a link to the Workflow Task into the List Item

Add Task URL field to List Item

Open Approval Task and Change Behavior of Single Task

Update Task Process

Workflow Status Screen What does it all mean?

SharePoint Designer: Approval Process

Infowise Nintex Forms/Workflows SharePoint Designer JavaScript Other Tools I Use Infowise Nintex Forms/Workflows SharePoint Designer JavaScript

Questions?

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Jonathan Weaver jweaver@kctechgroup.com @j_weaver74