1/13/2024 0 Comments Workflowy helpFor example, if your workflow is associated to a document library, or if it is filtered to the Document content type, a group of contextual Document Set actions appear. You can also define a workflow for a set of related documents. Changes to items in lists or libraries trigger actions in the workflow.įor example, you could design a workflow that launches an additional approval workflow, if the cost of an item exceeds a specific amount. Using the Workflow Designer, you create rules that associate conditions and actions with items in SharePoint lists and libraries. You can also create your own original workflow from scratch. If you need more flexibility with a built-in workflow, you can customize it further with a tool like SharePoint Designer 2013. ![]() Also from the status page, statistical reports on the general performance of this workflow can be created.Ĭhange If the workflow isn’t working quite like you want it to, you can open the original association form that you used to add it, and make your changes there. Review When the run is complete, its whole history can be reviewed on the Workflow Status page. If necessary, you can adjust current and future tasks from here, and even cancel or terminate this workflow run. Monitor While the workflow is running, you can view the Workflow Status page to see which tasks are complete and what other actions have occurred. (If you start it manually, you’ll have the opportunity to change some of the workflow’s association form settings on a briefer initiation form.) When the workflow starts, it creates tasks, sends notification messages, and begins to track actions and events. ![]() Start Start your new workflow, either manually or automatically, on a document or other item in a list or library. ![]() Plan Make sure that you know which options you want and what information you’ll need to have available when you use the initiation form to add your version of the workflow.Īdd Fill out the initiation form to add your workflow version to a list, library, or site collection. Individual sections on each of the steps follow. The following diagram provides a high-level view of the basic stages for planning, adding, running, and modifying a SharePoint workflow. See Edit and manage permissions for a SharePoint list or library. In case of a sub site with unique permissions, Owners will need to ensure the required permissions are assigned to the workflow users explicitly. (The Owners group and the Members group both have the Edit Items permission by default the Visitors group does not.)Īlternatively, Owners can choose to configure specific workflows so that they can be started only by members of the Owners group. To start a workflow Also by default, you must have the Edit Items permission to start a workflow that’s already been added. (The Owners group and the Members group have the Manage Lists permission by default the Visitors group does not.) To add a workflow By default, you must have the Manage Lists permission to add a workflow. To add or start a workflow, you must have the correct permission for the list, library, or site collection where the workflow runs: If you need to, cancel or terminate the workflow. Choose the workflow type, select your options, and let the workflow run. If someone is late in completing a task, or if some other issue comes up, most of the included workflows generate a notification to let you know about it. That means a lot of extra work and a constant stream of interruptions.īut when you use the SharePoint document approval workflow to run the process, all of that checking and tracking and reminding and forwarding is done by the workflow, automatically. Running this process manually can mean a lot of checking up and keeping track, forwarding documents and sending reminders - and each of those tasks has to be performed by you or by one or more of your colleagues. It’s a graphical map of a process, with instructions about what happens at each step.Ī SharePoint workflow is like an automated flowchart that takes a lot of the labor, guesswork, and randomness out of your standard work processes.įor example, look at the document approval-process in the illustration. You probably already know what a flowchart is. For more info, see SharePoint 2010 workflow retirement. ![]() Note: SharePoint 2010 workflows have been retired since Augfor new tenants and removed from existing tenants on November 1, 2020. If you’re using SharePoint 2010 workflows, we recommend migrating to Power Automate or other supported solutions.
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