Bend Sharepoint Approval Workflow to your Will
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The document provides a comprehensive overview of creating and customizing approval workflows using SharePoint Designer and the browser. It includes step-by-step instructions for modifying initiation forms, adjusting approval requirements, and managing email notifications. The session also emphasizes the importance of sponsors and offers a platform for participants to evaluate their experience.
Bend Sharepoint Approval Workflow to your Will
- 1. Bend the Approval Workflow to Your Will With SharePoint Designer
- 2. House Keeping Complete session evaluations in Guidebook Decks will be posted. Be patient. Complete Vendor Bingo to win cool prizes Thank the Sponsors & Volunteers Have Fun!
- 4. Tamara Bredemus • SharePoint since 2008 • Solution Architect, Trainer, Blogger • Code Free • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
- 5. Agenda Quick look at Approval Workflow in browser Examine Approval Workflow in SharePoint Designer Create your own initiation form Change number of approvals required Modify emails Questions
- 6. Approval Workflow in the Browser Real quick cause this is boring
- 7. Approval Workflow in the Browser List tab Workflow settings Add a workflow
- 8. Approval Workflow in the Browser Select a workflow template Name this workflow No out-of-the box SharePoint 2013 Workflow Templates
- 9. Approval Workflow in the Browser Select a workflow template Name this workflow Task Approval Workflow
- 10. Approval Workflow in the Browser Select Task List Select History List Select Start Options Manual New Change Click Next
- 11. Approval Workflow in the Browser Fill in the form
- 12. Approval Workflow in the Browser Options only available upon creation… End on First Rejection End on Document Change Enable Content Approval
- 13. Approval Workflow in the Browser Enable Content Approval Error out if not set to Yes Must set Content Approval to Yes
- 14. Turning on Content Approval sets existing items to Approved
- 15. Approval Workflow in the Browser User starts workflow – Start from the ellipse
- 16. Approval Workflow in the Browser User starts workflow – Start from the ribbon
- 17. Approval Workflow in the Browser User reviews/changes initiation form Press start Not shown if start on new or change
- 18. Approval Workflow in the Browser Workflow is now In Progress Click In Progress to see status of workflow
- 19. Approval Workflow in the Browser Email sent to initiator
- 20. Approval Workflow in the Browser Email sent to approver
- 21. Approval Workflow in the Browser Email sent to approver Must open email to see Open this Task button
- 22. Approval Workflow in the Browser Email sent to approver
- 23. Approval Workflow in the Browser Creates a task in the Workflow Tasks list
- 24. Approval Workflow in the Browser Complete workflow from task list This looks great
- 25. Approval Workflow in the Browser Email to initiator if approved
- 26. Approval Workflow in the Browser Email to initiator if rejected
- 27. Approval Workflow in the Browser Approval Status set in list Workflow status set to Approved
- 28. Approval Workflow in the Browser Workflow Status
- 29. Approval Workflow in the Browser Workflow Status
- 30. Approval Workflow in the Browser Workflow Status
- 31. Approval Workflow in SharePoint Designer
- 32. Approval Workflow in SharePoint Designer Action – Start Approval Process
- 33. Approval Workflow in SharePoint Designer Action - Start Approval Process
- 34. Approval Workflow in SharePoint Designer Action - Start Approval Process
- 35. Approval Workflow in SharePoint Designer Action - Start Approval Process
- 37. Do NOT edit the out-of-the box Approval workflow
- 38. Approval Workflow in SharePoint Designer Copy and Modify – Enter a name & description Content Type defaults to all Select specific content type allow more columns to be used in the workflow Associate site columns to workflow
- 39. Approval Workflow in SharePoint Designer Copy and Modify –
- 42. Approval Workflow in SharePoint Designer Copy – Initiation Form Parameters
- 44. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 45. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters Due Date When should the Credit Committee approvals be completed?
- 46. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 47. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 48. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 49. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 50. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
- 53. Approval Workflow in SharePoint Designer Change name to something meaningful Type something meaningful
- 54. Approval Workflow in SharePoint Designer Add owner if needed
- 55. Approval Workflow in SharePoint Designer Select a user for Owner
- 56. Approval Workflow in SharePoint Designer Select a user for Owner
- 57. Approval Workflow in SharePoint Designer Select a user for Owner
- 58. Approval Workflow in SharePoint Designer Select a user for Owner
- 59. Approval Workflow in SharePoint Designer Select a user for Owner
- 62. Approval Workflow in SharePoint Designer Change the completion conditions for this task process
- 63. Approval Workflow in SharePoint Designer Change number of approvers Delete conditions
- 64. Approval Workflow in SharePoint Designer Change number of approvers Insert If task outcome equals value Condition
- 65. Approval Workflow in SharePoint Designer Change number of approvers Insert If task outcome equals value Condition
- 66. Approval Workflow in SharePoint Designer Change number of approvers
- 67. Approval Workflow in SharePoint Designer Change number of approvers
- 68. Approval Workflow in SharePoint Designer Change number of approvers
- 69. Approval Workflow in SharePoint Designer Change number of approvers
- 71. Approval Workflow in SharePoint Designer Change behavior of a single task Four emails
- 72. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Pending – Current Task: External Participant is empty
- 73. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Pending – Else Workflow Context: Initiator
- 74. Approval Workflow in SharePoint Designer Change behavior of a single task Four emails
- 75. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task Expires– Current Task: Assigned To
- 76. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Deleted– Current Task: Assigned To
- 78. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 79. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 80. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 81. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 82. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 83. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 84. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
- 85. Approval Workflow in SharePoint Designer Change the behavior of the overall task process 9 Emails
- 86. Branding all emails is like herding baboons
- 87. Approval Workflow in SharePoint Designer Back to the summary page
- 88. Approval Workflow in SharePoint Designer Back to the summary page
- 92. Approval Workflow in SharePoint Designer Available in the browser
- 93. Lack of planning = Crisis to crisis unhindered by plan Like a pile of baboons
- 95. What did we cover? Quick look at Approval Workflow in browser Examine Approval Workflow in SharePoint Designer Create your own initiation form Change number of approvals required Modify emails
- 96. Thank You! • Please fill out your evaluation • Thank your sponsors • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
Editor's Notes
- #9: SP 2013 does not have OOTB Workflows
- #11: SP 2013 does not have OOTB Workflows
- #12: Manual startForm will appear to usersUsers may change values
- #63: Specifically, these actions will run every time an individual task is completed. You can customize the logic here using the workflow commands in SharePoint Designer, like conditions, actions, and else-if statements. You can also add task behavior actions, like the Set Content Approval Status and End Task Process.
- #71: From the summary page, if you change the behavior of a single task, you’re taken to another full-screen workflow editor where you see the individual task events, such as when it’s assigned, pending, expires, and so on. Tons of emails to modify
- #78: Use this to perform actions at different stages of the workflow. You can also do this at the top level.
- #80: Another email. That’s 5 so far.
- #82: More emailThat’s 66 emails
- #86: 7 & 8 First notification makes 9.
- #88: 7 & 8
- #89: 7 & 8
- #90: 7 & 8
- #91: 7 & 8
- #92: 7 & 8
- #93: 7 & 8