Bend Sharepoint Approval Workflow to your Will

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Join us as we explore the out-of-the box SharePoint Approval Workflow in SharePoint Designer 2013.




In this session we will learn:

•​How to customize the many approval emails
•How to change the number of approvals required to complete the workflow
•How to use information provided by the user to customize the approval process
•And much more…

Take this information back to the office and become the workflow Rock Star you’ve always wanted to be.

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  • SP 2013 does not have OOTB Workflows
  • SP 2013 does not have OOTB Workflows
  • Manual startForm will appear to usersUsers may change values
  • 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.
  • 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
  • Use this to perform actions at different stages of the workflow. You can also do this at the top level.
  • Another email. That’s 5 so far.
  • More emailThat’s 66 emails
  • 7 & 8 First notification makes 9.
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Transcript

  • 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!
  • 3. Thank you #SPSTC sponsors!
  • 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
  • 36. Approval Workflow in SharePoint Designer Copy and Modify
  • 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 –
  • 40. Approval Workflow in SharePoint Designer Copy vs Action
  • 41. Approval Workflow in SharePoint Designer Copy – Parameter: Approvers
  • 42. Approval Workflow in SharePoint Designer Copy – Initiation Form Parameters
  • 43. Approval Workflow in SharePoint Designer Action – Users
  • 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
  • 51. Approval Workflow in SharePoint Designer
  • 52. Approval Workflow in SharePoint Designer Task Information
  • 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
  • 60. Approval Workflow in SharePoint Designer Settings
  • 61. Approval Workflow in SharePoint Designer Customizations
  • 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
  • 70. Approval Workflow in SharePoint Designer Customizations
  • 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
  • 77. Approval Workflow in SharePoint Designer Customizations
  • 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
  • 89. Approval Workflow in SharePoint Designer Publish
  • 90. Approval Workflow in SharePoint Designer Publish
  • 91. Approval Workflow in SharePoint Designer Publish
  • 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
  • 94. ? ? ? ?? Questions
  • 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