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SharePoint forms and workflows

Select the list that you want to associate with the new workflow. On the Create List Workflow dialog box, enter a name and description for the workflow and then make sure that the Platform Type is set to SharePoint Workflow, as shown in the figure. Click OK to create the workflow. Figure: The ribbon button for creating a new list workflow Figure: Create List Workflow dialog box Now that the workflow is created, you can add Actions, Conditions, Stages, Steps, and Loops to build your workflow.

These workflow components are available in the ribbon of SharePoint Designer , as shown in the figure. A Reusable workflow or Site workflow can be created using the same procedure with the following modification. Instead of selecting the List Workflow button in the ribbon select the Reusable Workflow or Site Workflow button when creating the workflow.

The SharePoint Workflow platform uses stages to group and run actions. SharePoint Designer creates a single stage by default but you can add as many stages to a workflow as necessary. Each stage has a single entry and exit point and can be grouped into a flowchart style design. Condition statements can be used to control the flow from one stage to the next in a workflow. In addition to conditions that control stage transitions there are additional conditions to control which Actions run or don't run within a workflow stage.

SharePoint Designer provides the following conditions for use within custom workflows:. The following walk-through will show you how add stages to a workflow and use Transition to stage conditions based on the list items color value.

Each stage will have a simple Log to History List actions with a different message to identify which stage was processed. The stages will be added into the Workflow Demo-WF that was created in the previous walk-through.

If the Insert Stage button is greyed out, click the title bar of the existing stage to select the whole stage container or click the background behind the stage. If the focus is on something inside an existing stage the Insert Stage option is not available. You might have to refresh the list a couple of times before the workflow column shows a link to Red Stage.

SharePoint Workflows use a timer job to keep in-sync with the Workflow Manager service and it sometimes takes a few minutes for even a simple workflow to complete. Initiation forms can be used with a SharePoint workflow to pass additional information into the workflow from the user who starts it.

SharePoint Designer offers a wizard-driven interface for creating parameters and generating the Initiation form. The web form that SharePoint Designer creates can be further customized.

One drawback to using Initiation form parameters is that they work only if the workflow is manually started on an item. If a workflow is set to automatically start when an item is modified or created, then there is no opportunity for the user to interact with the Initiation form.

The following shows the workflow settings and configuration tab in SharePoint designer with the Start Options and Initiation form outlined: The following walk-through will show you how to add an Initiation parameter to the Workflow Demo-WF created in the previous walk-throughs in this lesson.

SharePoint designer 2013/2010/2007

Site Workflows are not associated with any particular list or library but are associated with the whole site. These type of workflows can be useful if you want to perform actions across multiple lists or libraries. The Call to HTTP Web Service action is very useful and can be used in any workflow where you want to access SharePoint items other than the one the workflow was started from.

Since this example uses a Site Workflow we'll be making a call to an existing SharePoint list to enumerate the items within it.

Additional REST commands can be used to filter, sort or even update items. This example simply retrieves all of the items in the Workflow Demo list. Full coverage of the REST based interface is outside the scope of this course. Variables are used inside of SharePoint Workflows to store information that can be retrieved later in the workflow. The Dictionary type allows the variable to store multiple items that can be retrieved through an index or a key. This will make it easier to get to the results in a later stage of the workflow.

The variable listItems is a dictionary type variable that, at this point in the workflow, should contain the items retrieved from the SharePoint list. Note that the Count Items in a Dictionary action creates an output integer type variable named count. We'll use the count variable to limit the iterations in a looping action that will be added in a later step.

The index variable will be used to access the individual items in the listItems dictionary during the loop.

A separate action will be added later in the workflow to increment the index variable so that it can point to the next item in the dictionary. SharePoint dictionary items start with an index of 0 so by setting the variable to 0 you can access the first item with the variable.

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Renaming the Loop container is optional but it does make the workflow more readable. You have to have parentheses around the index number that will be used to select a specific list item from the list. Later steps will increment the index for the next iteration of the loop. The item variable will store the current list item during each iteration of the loop. For the lookup field we are entering the SharePoint column name that has the data you want in the list item. For this example we are using the Title column but we could replace that with any column we want from the list or library.

The itemTitle variable will store the current list item's Title that we will write to the Workflow History List in next action. The output variable from this action will be used in the next action to increment the index for the next iteration in the loop.

Setting the Workflow status is optional but it is a useful way to output where the Workflow is in processing actions. Sign In Search. Previous Lesson: Content Approval.

Lesson Goals Learn about workflow basics. Learn how to run a workflow. Learn how to view a workflow's history. Learn how to add Actions to a workflow. Learn how to add Conditions to a workflow. Learn how to add parameters to a workflow initiation form.

Learn how to create a Site workflow. Learn how to use a Looping container in a Workflow. Workflow Basics Workflows are a popular way to perform automated work in SharePoint. Custom List Workflows SharePoint Designer is a perfect tool for creating custom workflows for lists and libraries.

Lesson: Creating Custom Workflows with SharePoint Designer 2013

Create a new custom list in your site named "Workflow Demo". Click the Settings menu and choose the Add an app item. Click the Create button to complete creating the list. Type "Colors" in the Column name field and select Choice for the data type option. Click the OK button to complete creating the column. Type "Workflow Output" in the Column name text-box field.

Click the OK button to create the column. Open SharePoint Designer and then open your team site in Designer. Leave the workflow open in SharePoint Designer for the next walk-through.

The following is a grouped list of Actions available in a default installation of SharePoint Server for the SharePoint Workflow platform The SharePoint Workflow platform has similar but different list of actions: Click the Action drop-down button from the Workflow tab toolbar and select the Log to History List action. Click the message link inside the Log to History List action added from the previous step. Type "Hello from workflow" inside the text box field.

Hover and click the orange bar below the Log to History List action. Click the field link inside the Set Field in Current Item action. Choose the Workflow Output field from the drop-down list. Click the value link inside the Set Field in Current Item action. Hover and click the orange bar below the Transition to stage section of the Workflow Stage container.

Type "Go" in the text box that appears when you start typing and press the Enter key to have SharePoint Designer insert the Go to a stage action. Click the stage link and choose End of Workflow from the drop-down of the Go to a stage action. Blog 0.

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Designing and Architecting Solutions Determine the best design for your SharePoint implementation by gaining a deeper understanding of how the platform works. October 6th, by Luis Kerr. Leave a Reply Cancel reply Your email address will not be published.

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SharePoint Fest.The design view of the workflow should look similar to the following image at this point. Click the message link inside the Log to History List action added from the previous step. Right-click the orange bar in the Transition to stage area of the original Send HTTP Request stage and choose the Go to a stage option from the drop-down. Click the link and then click the fx link inside the LoopNTime Properties dialog.

Type "index" in the Name field and choose Integer in the Type drop-down and click the OK Click the value link in the Set Workflow Variable action and type the number "0" in the text field and press Enter.

The intent of this chapter is to introduce the basics and is not intended as a thorough deep dive into the subject.