bend sharepoint approval workflow to your will
DESCRIPTION
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.TRANSCRIPT
Bend theApproval Workflow
to Your WillWith SharePoint Designer
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!
Thank you #SPSTC sponsors!
Tamara Bredemus• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me• @TamaraBred
• HeyTamara.com
Not Your Mom
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
Approval Workflow in the BrowserReal quick cause this is boring
Approval Workflow in the BrowserList tab
Workflow settings
Add a workflow
Approval Workflow in the BrowserSelect a workflow template
Name this workflow
No
out-of-the box SharePoint
2013
Workflow Templates
Approval Workflow in the BrowserSelect a workflow template
Name this workflow
Task Approval Workflow
Approval Workflow in the BrowserSelect Task List
Select History List
Select Start Options
Manual
New
Change
Click Next
Approval Workflow in the BrowserFill in the form
Approval Workflow in the BrowserOptions only available upon creation…
End on First Rejection
End on Document Change
Enable Content Approval
Approval Workflow in the BrowserEnable 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 BrowserUser starts workflow –
Start from the ellipse
Approval Workflow in the BrowserUser starts workflow –
Start from the ribbon
Approval Workflow in the BrowserUser reviews/changes initiation form
Press start
Not shown if start on new or change
Approval Workflow in the BrowserWorkflow is now In Progress
Click In Progress to see status of workflow
Approval Workflow in the BrowserEmail sent to initiator
Approval Workflow in the BrowserEmail sent to approver
Approval Workflow in the BrowserEmail sent to approver
Must open email to see
Open this Task button
Approval Workflow in the BrowserEmail sent to approver
Approval Workflow in the BrowserCreates a task in the Workflow Tasks list
Approval Workflow in the BrowserComplete workflow from task list
This looks great
Approval Workflow in the BrowserEmail to initiator if approved
Approval Workflow in the BrowserEmail to initiator if rejected
Approval Workflow in the BrowserApproval Status set in list
Workflow status set to Approved
Approval Workflow in the BrowserWorkflow Status
Approval Workflow in the BrowserWorkflow Status
Approval Workflow in the BrowserWorkflow Status
Approval Workflow in SharePoint Designer
Approval Workflow in SharePoint DesignerAction –
Start Approval Process
Approval Workflow in SharePoint DesignerAction -
Start Approval Process
Approval Workflow in SharePoint DesignerAction -
Start Approval Process
Approval Workflow in SharePoint DesignerAction -
Start Approval Process
Approval Workflow in SharePoint DesignerCopy and Modify
Do NOT edit the out-of-the box Approval workflow
Approval Workflow in SharePoint DesignerCopy 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
Approval Workflow in SharePoint DesignerCopy and Modify –
Approval Workflow in SharePoint DesignerCopy vs Action
Approval Workflow in SharePoint DesignerCopy –
Parameter: Approvers
Approval Workflow in SharePoint DesignerCopy –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Users
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Due Date
When should the Credit Committee approvals be completed?
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint DesignerAction –
Initiation Form Parameters
Approval Workflow in SharePoint Designer
Approval Workflow in SharePoint DesignerTask Information
Approval Workflow in SharePoint DesignerChange name to something meaningful
Type something meaningful
Approval Workflow in SharePoint DesignerAdd owner if needed
Approval Workflow in SharePoint DesignerSelect a user for Owner
Approval Workflow in SharePoint DesignerSelect a user for Owner
Approval Workflow in SharePoint DesignerSelect a user for Owner
Approval Workflow in SharePoint DesignerSelect a user for Owner
Approval Workflow in SharePoint DesignerSelect a user for Owner
Approval Workflow in SharePoint DesignerSettings
Approval Workflow in SharePoint DesignerCustomizations
Approval Workflow in SharePoint DesignerChange the completion conditions for this task process
Approval Workflow in SharePoint DesignerChange number of approvers
Delete conditions
Approval Workflow in SharePoint DesignerChange number of approvers
Insert If task outcome equals value Condition
Approval Workflow in SharePoint DesignerChange number of approvers
Insert If task outcome equals value Condition
Approval Workflow in SharePoint DesignerChange number of approvers
Approval Workflow in SharePoint DesignerChange number of approvers
Approval Workflow in SharePoint DesignerChange number of approvers
Approval Workflow in SharePoint DesignerChange number of approvers
Approval Workflow in SharePoint DesignerCustomizations
Approval Workflow in SharePoint DesignerChange behavior of a single task
Four emails
Approval Workflow in SharePoint DesignerChange behavior of a single task
When a Task is Pending –
Current Task: External Participant is empty
Approval Workflow in SharePoint DesignerChange behavior of a single task
When a Task is Pending –
Else Workflow Context: Initiator
Approval Workflow in SharePoint DesignerChange behavior of a single task
Four emails
Approval Workflow in SharePoint DesignerChange behavior of a single task
When a Task Expires–
Current Task: Assigned To
Approval Workflow in SharePoint DesignerChange behavior of a single task
When a Task is Deleted–
Current Task: Assigned To
Approval Workflow in SharePoint DesignerCustomizations
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process
Approval Workflow in SharePoint DesignerChange the behavior of the overall task process 9 Emails
Branding all emails is like herding baboons
Approval Workflow in SharePoint DesignerBack to the summary page
Approval Workflow in SharePoint DesignerBack to the summary page
Approval Workflow in SharePoint DesignerPublish
Approval Workflow in SharePoint DesignerPublish
Approval Workflow in SharePoint DesignerPublish
Approval Workflow in SharePoint DesignerAvailable 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
Create your own initiation form
Change number of approvals required
Modify emails
Thank You!• Please fill out your evaluation
• Thank your sponsors
• Find Me• @TamaraBred
• HeyTamara.com
Not Your Mom
Sunday 3pmPay what you will
Die Laughing Fundraiser
Hilton Airport3800 American Bvld
Bloomington, MN 55425