Bend the
Approval Workflow
to Your Will
With SharePoint Designer
House Keeping
 Complete session evaluations in Guidebook
 Decks will be posted. Be patient.
 Complete Vendor Bingo to w...
Thank you #SPSTC
sponsors!
Tamara Bredemus
• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me
• @TamaraBred
• HeyTa...
Agenda
 Quick look at Approval Workflow in browser
 Examine Approval Workflow in SharePoint Designer
 Create your own i...
Approval Workflow in the Browser
Real quick cause this is boring
Approval
Workflow in
the Browser
List tab
Workflow settings
Add a workflow
Approval
Workflow in
the Browser
Select a workflow template
Name this workflow
No
out-of-the box SharePoint 2013
Workflow ...
Approval
Workflow in
the Browser
Select a workflow template
Name this workflow
Task Approval Workflow
Approval
Workflow in
the Browser
Select Task List
Select History List
Select Start Options
Manual
New
Change
Click Next
Approval
Workflow in
the Browser
Fill in the form
Approval
Workflow in
the Browser
Options only available upon
creation…
End on First Rejection
End on Document Change
Enabl...
Approval
Workflow in
the Browser
Enable Content Approval
Error out if not set to Yes
Must set Content Approval to Yes
Turning on Content Approval sets existing items to Approved
Approval
Workflow in
the Browser
User starts workflow –
Start from the ellipse
Approval
Workflow in
the Browser
User starts workflow –
Start from the ribbon
Approval
Workflow in
the Browser
User reviews/changes
initiation form
Press start
Not shown if start on new or
change
Approval
Workflow in
the Browser
Workflow is now In Progress
Click In Progress to see
status of workflow
Approval
Workflow in
the Browser
Email sent to initiator
Approval
Workflow in
the Browser
Email sent to approver
Approval
Workflow in
the Browser
Email sent to approver
Must open email to see
Open this Task button
Approval
Workflow in
the Browser
Email sent to approver
Approval
Workflow in
the Browser
Creates a task in the
Workflow Tasks list
Approval
Workflow in
the Browser
Complete workflow from
task list
This looks great
Approval
Workflow in
the Browser
Email to initiator if approved
Approval
Workflow in
the Browser
Email to initiator if rejected
Approval
Workflow in
the Browser
Approval Status set in list
Workflow status set to
Approved
Approval
Workflow in
the Browser
Workflow Status
Approval
Workflow in
the Browser
Workflow Status
Approval
Workflow in
the Browser
Workflow Status
Approval Workflow in SharePoint Designer
Approval
Workflow in
SharePoint
Designer
Action –
Start Approval Process
Approval
Workflow in
SharePoint
Designer
Action -
Start Approval Process
Approval
Workflow in
SharePoint
Designer
Action -
Start Approval Process
Approval
Workflow in
SharePoint
Designer
Action -
Start Approval Process
Approval
Workflow in
SharePoint
Designer
Copy and Modify
Do NOT edit the out-of-the box Approval workflow
Approval
Workflow in
SharePoint
Designer
Copy and Modify –
Enter a name & description
Content Type defaults to all
Select ...
Approval
Workflow in
SharePoint
Designer
Copy and Modify –
Approval
Workflow in
SharePoint
Designer
Copy vs Action
Approval
Workflow in
SharePoint
Designer
Copy –
Parameter: Approvers
Approval
Workflow in
SharePoint
Designer
Copy –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Users
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Due Date
When should the Credit Committee
app...
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Action –
Initiation Form Parameters
Approval
Workflow in
SharePoint
Designer
Approval
Workflow in
SharePoint
Designer
Task Information
Approval
Workflow in
SharePoint
Designer
Change name to something
meaningful
Type something meaningful
Approval
Workflow in
SharePoint
Designer
Add owner if needed
Approval
Workflow in
SharePoint
Designer
Select a user for Owner
Approval
Workflow in
SharePoint
Designer
Select a user for Owner
Approval
Workflow in
SharePoint
Designer
Select a user for Owner
Approval
Workflow in
SharePoint
Designer
Select a user for Owner
Approval
Workflow in
SharePoint
Designer
Select a user for Owner
Approval
Workflow in
SharePoint
Designer
Settings
Approval
Workflow in
SharePoint
Designer
Customizations
Approval
Workflow in
SharePoint
Designer
Change the completion
conditions for this task
process
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Delete conditions
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Insert If task outcome equals
value Condition
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Insert If task outcome equals
value Condition
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Approval
Workflow in
SharePoint
Designer
Change number of approvers
Approval
Workflow in
SharePoint
Designer
Customizations
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
Four emails
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
When a Task is Pending –
Current Task: External
...
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
When a Task is Pending –
Else Workflow Context:
...
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
Four emails
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
When a Task Expires–
Current Task: Assigned To
Approval
Workflow in
SharePoint
Designer
Change behavior of a single
task
When a Task is Deleted–
Current Task: Assigned To
Approval
Workflow in
SharePoint
Designer
Customizations
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
Approval
Workflow in
SharePoint
Designer
Change the behavior of the
overall task process
9 Emails
Branding all emails is like herding baboons
Approval
Workflow in
SharePoint
Designer
Back to the summary page
Approval
Workflow in
SharePoint
Designer
Back to the summary page
Approval
Workflow in
SharePoint
Designer
Publish
Approval
Workflow in
SharePoint
Designer
Publish
Approval
Workflow in
SharePoint
Designer
Publish
Approval
Workflow in
SharePoint
Designer
Available in the browser
Lack of planning = Crisis to crisis unhindered by
plan
Like a pile of baboons
?
? ?
??
Questions
What did we cover?
 Quick look at Approval Workflow in browser
 Examine Approval Workflow in SharePoint Designer
 Creat...
Thank You!
• Please fill out your evaluation
• Thank your sponsors
• Find Me
• @TamaraBred
• HeyTamara.com
• Tamara.Bredem...
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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.
  • 7 & 8
  • 7 & 8
  • 7 & 8
  • 7 & 8
  • 7 & 8
  • 7 & 8
  • Bend Sharepoint Approval Workflow to your Will

    1. 1. Bend the Approval Workflow to Your Will With SharePoint Designer
    2. 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. 3. Thank you #SPSTC sponsors!
    4. 4. Tamara Bredemus • SharePoint since 2008 • Solution Architect, Trainer, Blogger • Code Free • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
    5. 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. 6. Approval Workflow in the Browser Real quick cause this is boring
    7. 7. Approval Workflow in the Browser List tab Workflow settings Add a workflow
    8. 8. Approval Workflow in the Browser Select a workflow template Name this workflow No out-of-the box SharePoint 2013 Workflow Templates
    9. 9. Approval Workflow in the Browser Select a workflow template Name this workflow Task Approval Workflow
    10. 10. Approval Workflow in the Browser Select Task List Select History List Select Start Options Manual New Change Click Next
    11. 11. Approval Workflow in the Browser Fill in the form
    12. 12. Approval Workflow in the Browser Options only available upon creation… End on First Rejection End on Document Change Enable Content Approval
    13. 13. Approval Workflow in the Browser Enable Content Approval Error out if not set to Yes Must set Content Approval to Yes
    14. 14. Turning on Content Approval sets existing items to Approved
    15. 15. Approval Workflow in the Browser User starts workflow – Start from the ellipse
    16. 16. Approval Workflow in the Browser User starts workflow – Start from the ribbon
    17. 17. Approval Workflow in the Browser User reviews/changes initiation form Press start Not shown if start on new or change
    18. 18. Approval Workflow in the Browser Workflow is now In Progress Click In Progress to see status of workflow
    19. 19. Approval Workflow in the Browser Email sent to initiator
    20. 20. Approval Workflow in the Browser Email sent to approver
    21. 21. Approval Workflow in the Browser Email sent to approver Must open email to see Open this Task button
    22. 22. Approval Workflow in the Browser Email sent to approver
    23. 23. Approval Workflow in the Browser Creates a task in the Workflow Tasks list
    24. 24. Approval Workflow in the Browser Complete workflow from task list This looks great
    25. 25. Approval Workflow in the Browser Email to initiator if approved
    26. 26. Approval Workflow in the Browser Email to initiator if rejected
    27. 27. Approval Workflow in the Browser Approval Status set in list Workflow status set to Approved
    28. 28. Approval Workflow in the Browser Workflow Status
    29. 29. Approval Workflow in the Browser Workflow Status
    30. 30. Approval Workflow in the Browser Workflow Status
    31. 31. Approval Workflow in SharePoint Designer
    32. 32. Approval Workflow in SharePoint Designer Action – Start Approval Process
    33. 33. Approval Workflow in SharePoint Designer Action - Start Approval Process
    34. 34. Approval Workflow in SharePoint Designer Action - Start Approval Process
    35. 35. Approval Workflow in SharePoint Designer Action - Start Approval Process
    36. 36. Approval Workflow in SharePoint Designer Copy and Modify
    37. 37. Do NOT edit the out-of-the box Approval workflow
    38. 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. 39. Approval Workflow in SharePoint Designer Copy and Modify –
    40. 40. Approval Workflow in SharePoint Designer Copy vs Action
    41. 41. Approval Workflow in SharePoint Designer Copy – Parameter: Approvers
    42. 42. Approval Workflow in SharePoint Designer Copy – Initiation Form Parameters
    43. 43. Approval Workflow in SharePoint Designer Action – Users
    44. 44. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    45. 45. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters Due Date When should the Credit Committee approvals be completed?
    46. 46. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    47. 47. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    48. 48. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    49. 49. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    50. 50. Approval Workflow in SharePoint Designer Action – Initiation Form Parameters
    51. 51. Approval Workflow in SharePoint Designer
    52. 52. Approval Workflow in SharePoint Designer Task Information
    53. 53. Approval Workflow in SharePoint Designer Change name to something meaningful Type something meaningful
    54. 54. Approval Workflow in SharePoint Designer Add owner if needed
    55. 55. Approval Workflow in SharePoint Designer Select a user for Owner
    56. 56. Approval Workflow in SharePoint Designer Select a user for Owner
    57. 57. Approval Workflow in SharePoint Designer Select a user for Owner
    58. 58. Approval Workflow in SharePoint Designer Select a user for Owner
    59. 59. Approval Workflow in SharePoint Designer Select a user for Owner
    60. 60. Approval Workflow in SharePoint Designer Settings
    61. 61. Approval Workflow in SharePoint Designer Customizations
    62. 62. Approval Workflow in SharePoint Designer Change the completion conditions for this task process
    63. 63. Approval Workflow in SharePoint Designer Change number of approvers Delete conditions
    64. 64. Approval Workflow in SharePoint Designer Change number of approvers Insert If task outcome equals value Condition
    65. 65. Approval Workflow in SharePoint Designer Change number of approvers Insert If task outcome equals value Condition
    66. 66. Approval Workflow in SharePoint Designer Change number of approvers
    67. 67. Approval Workflow in SharePoint Designer Change number of approvers
    68. 68. Approval Workflow in SharePoint Designer Change number of approvers
    69. 69. Approval Workflow in SharePoint Designer Change number of approvers
    70. 70. Approval Workflow in SharePoint Designer Customizations
    71. 71. Approval Workflow in SharePoint Designer Change behavior of a single task Four emails
    72. 72. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Pending – Current Task: External Participant is empty
    73. 73. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Pending – Else Workflow Context: Initiator
    74. 74. Approval Workflow in SharePoint Designer Change behavior of a single task Four emails
    75. 75. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task Expires– Current Task: Assigned To
    76. 76. Approval Workflow in SharePoint Designer Change behavior of a single task When a Task is Deleted– Current Task: Assigned To
    77. 77. Approval Workflow in SharePoint Designer Customizations
    78. 78. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    79. 79. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    80. 80. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    81. 81. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    82. 82. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    83. 83. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    84. 84. Approval Workflow in SharePoint Designer Change the behavior of the overall task process
    85. 85. Approval Workflow in SharePoint Designer Change the behavior of the overall task process 9 Emails
    86. 86. Branding all emails is like herding baboons
    87. 87. Approval Workflow in SharePoint Designer Back to the summary page
    88. 88. Approval Workflow in SharePoint Designer Back to the summary page
    89. 89. Approval Workflow in SharePoint Designer Publish
    90. 90. Approval Workflow in SharePoint Designer Publish
    91. 91. Approval Workflow in SharePoint Designer Publish
    92. 92. Approval Workflow in SharePoint Designer Available in the browser
    93. 93. Lack of planning = Crisis to crisis unhindered by plan Like a pile of baboons
    94. 94. ? ? ? ?? Questions
    95. 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. 96. Thank You! • Please fill out your evaluation • Thank your sponsors • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
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