Then she moved to Microsoft performing strongly in various marketing management roles across Visio, SharePoint, Office and Project for almost 10 years. She also graduated from Microsoft marketing excellence university.
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SharePoint workflow creation basics. What is a SharePoint workflow? What are the permissions and privacy considerations throughout the process? Who are the users involved in the process? What are the existing documents used within the process? What are the pre-conditions and post conditions of this process? What are the related processes? What are the existing pain points in the process, such as tracking and reporting, forms to fill out, involved users notifications, exception handling?
Default SharePoint workflow. How to create workflow in SharePoint for a library? There are 5 types of SharePoint workflows that can be used for the following business scenarios.
SharePoint approval workflow. This workflow guides a proposed item or document among designated users who have to approve or reject it. SharePoint feedback workflow. SharePoint signature workflow. SharePoint publishing approval workflow. The workflow is used for SharePoint sites with restricted permissions to publish content. With this feature, users from approvers group accept or decline the request to change or update a page.
SharePoint three-state workflow. This workflow lets users track progress of a project or task through three phases states. The workflow initiator assigns a task to the reviewer, which is notified with email alert. After the task review the workflow progresses to the next phase.
SharePoint Designer is a free tool available from Microsoft that allows building more complicated workflows with parallel and multi-stage serial approvals. The thing about SPD is that it might take a while to familiarize yourself with how it works and the tool itself can be quite tricky and temperamental at times. Click here to learn more about Flow. Lastly, there are 3rd party workflow tools that are available for you, that integrate with SharePoint.
Option 1: No workflow Yep, it is an option! Option 2: Content approval feature A step up would be to utilize a built-in Content Approval feature. Option 3: Out of the Box workflows There is a number of out of the box built-in workflows available for you in SharePoint, which allow you to build simple, but more elaborate workflows. Here is what is available: Approval Workflow Collect Feedback Workflow Collect SignaturesWorkflow Disposition Approval Workflow Three-state Workflow I am not a huge fan of these out of the box workflows , hence, never really written any posts on them.
Option 6: 3rd party tools Lastly, there are 3rd party workflow tools that are available for you, that integrate with SharePoint. Email Address Required. Changes to items in lists or libraries trigger actions in the workflow.
For example, you could design a workflow that launches an additional approval workflow, if the cost of an item exceeds a specific amount. You can also define a workflow for a set of related documents.
For 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. A Document Set allows a group of documents to be treated as a single unit, so a workflow action for a Document Set will run on each of the items in that Document Set. Understand approval workflows in SharePoint Documents and Libraries. Overview of workflows included with SharePoint.
What processes can I automate by using a SharePoint workflow? Approval route a document or item for approval or rejection. Collect Signatures route a document, workbook, or form for digital signatures. Three-State track an issue, project, or task through three states or phases. Publishing Approval automate content routing for review and approval. To add or start a workflow, you must have the correct permission for the list, library, or site collection where the workflow runs: To add a workflow By default, you must have the Manage Lists permission to add a workflow.
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