SharePoint Workflow Prepared By: Eng. Rasha Farouk

Main Topics: What is workflow ? Using SharePoint workflow. How to start SharePoint workflow? SharePoint list templates. Out Of the Box workflow. Approval. Three-State. Collect feedback. Collect Signature. Disposition Approval.

Main Topics: Workflow history. SharePoint Designer Workflow. Events. Actions. Conditions. Steps. Forms. Variables.

What is workflow ? Workflow is the automation of manual business process. Workflow Benefits : Contain cost. Redirect labor Make processes more reliable.

Using SharePoint workflow -1 Track data with lists. Notify users of changes with alert. Track tasks, contacts and events with outlook. Automate and track tasks. Attach documents to list items. Store documents in document library.

Track and organizing information Collaborate with other users : –Assign tasks –Track issues –Track progress Using SharePoint workflow -2

Workflow is series of steps Benefits: Ensure compliance with required procedure. Create audit trial “a system that traces the detailed transactions relating to any item in an accounting record”. Assign and track task to workflow participant. Using SharePoint workflow -3

Choices for starting SharePoint workflow: Manually Automatically when user create an item Automatically when an item changes How to start SharePoint workflow?

Task List: Generic work items Applicable to many scenario Project Task List: Track related tasks that make up project View as Gantt Chart Issue List : Track Problems and resolution SharePoint list templates

Out-Of-the-Box Workflows Approval. Three-State. Collect Feedback. Collect Signature. Disposition Approval.

Approval workflow Manage approval of content Single or multiple approvers notification of approval tasks Reviewers can : –Approve –Reject –Request changes

Three-State workflow Generic Workflow Define three state when you configure Example; Development, Testing, Deployment Draft, Review, Final Workflow assign task at each state Task Completion transition to next state

Collect feedback workflow Sometimes some content isn’t drafted in a single attempt or by a single person. In such scenarios, the Collect Feedback workflow provides support to get feedback and comments from several people within the organization. Get feedback in serial or parallel.

Collect feedback workflow When you create a document or a list item, SharePoint will initiate the workflow and assign tasks to the people specified in the workflow. Each person who opens the assigned task to provide feedback can interact with three actions: –Send feedback –Request change in an item –Reassign task

Collect signature workflow Imagine a proposal within the organization that needs to be sent to management. People within the organization might or might not like to sign it. The Collect Signatures workflow provides the options to either sign or ignore upon the user preference. Route to selected participants to collect signatures

Disposition Approval workflow Works with information management policies augment deletion or archival of old content is designed to support records management needs within an organization. This workflow manages the document expiration and retention process by allowing participants to decide whether to retain or delete expired documents or items.

Workflow History Audit trial in hidden list. Workflow log event to workflow history list. By default, SharePoint remove history items after 60 days.

SharePoint Designer Workflow Create workflow with wizard. Wizard include many condition and action. Benefits: –Easy to develop –Doesn’t require development skills –Free Limitation –Can’t access custom activities –Can’t write custom code –No debugging

SharePoint Designer Workflow SharePoint designer workflow consist of : Events Actions Conditions Steps Forms Variables

Workflow Events Event start workflow Item changes User add item User start workflow manually

Workflow Actions Action is unit of work –Send –Assign task

Workflow conditions Rules to control execution of actions based on workflow’s current state. Allow Boolean AND and OR.

Workflow Steps Steps is collection of conditions and actions Conditions in steps use if, else if

Workflow Variables and Forms Variables: Store value Communicate between conditions, actions and steps Forms allow: Input from user when start workflow

Demo1 Create Out Of The Box workflow “Approval workflow”

Demo2 Create workflow using SharePoint Designer