Here, under the illustration of each section of the Workflow Status page, you’ll find the monitoring questions that the section answers. and One content type, or all content types? To keep the existing duration Leave Duration Per Task blank and make no change to Duration Units. If it has, adjust the settings of your filter accordingly. Go to the list > Item context menu > Workflows > Select the workflow to start it manually. After you save this request, the flow triggers, and then: View all pending approval requests by following these steps: If you're an approver in an approval flow, you receive an email whenever someone creates a request. You can’t stop the workflow from running whenever a triggering event occurs. Note: You can use the Expand Groups check box to specify whether distribution groups listed should be assigned only one task for the entire group or one task per member. Status, Requested By, Consolidated Comments, Due Date. Type Send into the search box of the Choose an action card, and then select the Send an email - Office 365 Outlook action. 3. Task lists and history lists: Existing or new? Open the item in the installed Office program on your computer. If you are an administrator, Go to Site Settings > Site Collection Features > Activate Workflows feature. Access instance history for up to 60 days. Select a task list to use with this workflow. Which tasks have already been created and assigned, and what is their current status? In this segment, we identify the decisions you need to make and the information you need to assemble before you add a version of the Approval workflow. (Any text that you enter here will be added in the Consolidated Comments area.). I need to create a memo review workflow using SharePoint Online. In SharePoint Designer. Automatic reminders are sent to participants who fail to meet task deadlines. (After you add the workflow, be sure that appropriate permissions are set for the new lists.). Find, and then select the Get manager (V2) - Office 365 Users action. Go to the list or library where the item is stored. For information about selecting start options, see the PLAN segment of this article. However, I need to get a response from all 3 before the task completes. If the current instance of a workflow is no longer needed, it can be stopped. Control content approval by using an Approval workflow, Add an Approval workflow (for only one list or library), Add an Approval workflow (for a whole site collection), Monitor, adjust, or stop a running Approval workflow, REVIEW Approval workflow results and create reports, CHANGE, disable, or delete an Approval workflow, A subscription to make the most of your time, About the workflows included with SharePoint. Click the title of the task in the Tasks list. For an illustration of the page where you’ll enter the details of the reassignment, and for further instructions, go to section 7 in this segment, Reassign the Approval task to someone else. Make any additions or removals that you want. For more details, see the Learn segment of this article.). Enter the names or addresses in the order in which the tasks should be assigned. Note: Content Approval using Power Automate will be explained in the next post. Enter send email into the search box on the Choose an action card. You’ll find the details about claiming a group task in the Complete segment of this article. For more information, see About the workflows included with SharePoint. This time we get the pre-approver's manager. for Example, HR documents needs to be approved by approver1 but finance documents need to be approved by approver2. That sort of review process is called content approval. If the workflow runs in all lists and libraries in the site collection. Before you create the flow, create a SharePoint Online list. Content approval and publishing approval You might have lists or libraries in which you want new items and/or new versions of current items to be reviewed for the accuracy of their content, or for the appropriateness of their form and style, before they’re made visible to everyone who has access to the list. (Instructions follow the illustration.). In this process, a site member acts as a proxy for the outside participant: Include the email address of the outside participant in the appropriate Assign To stage on the second page of the association form. To extend the task duration Use both durations fields to specify the number and type of units by which you want to extend the duration. ), Alternatively, Owners can choose to configure specific workflows so that they can be started only by members of the Owners group. So if the workflow is configured to end at the first rejection, then deleting the task ends the workflow. When the workflow is started automatically, the person who originally added it receives the start and stop notifications without needing to be specified in this field. Also, you might want at various times in the future to make further changes to the configuration. Having a formal workflow in place for document review, expenses approval and other similar day-to-day business processes is ubiquitous across most organizations. 1. An Example. BEFORE the workflow runs (plan, add, start) (You’ll find the instructions for claiming a group task in the Complete segment of this article.). This post covers only the out-of-box approval process. Notice the two yellow message bars at the top of the document: Server Read-Only This document is open in read-only mode — that is, you can read the document, but you can’t make any changes in it. This image summarizes the preceding steps: While we use SharePoint Online and Office 365 Outlook in this walk-through, you can use other services such as Zendesk, Salesforce, or Gmail. Site collection administrators can view at a glance: How many workflows based on each workflow template currently exist in the site collection. The steps to approve a request are identical to the steps to pre-approve a request. (To do this, select the Require Manage Lists Permissions to start this workflow check box, on the first page of the association form.). Pre-approve a request. For information about reasons for creating a new history list (as opposed to choosing an existing one), see the PLAN segment of this article. Use the task form to complete, delete, or reassign the task. After the workflow starts, however, the item for review can be checked out to protect it from changes. The Workflow Status page for that instance opens. Create the available reports for a workflow. Note: When a new workflow that will start automatically is added, the Due Date for All Tasks field on the second page of the association form should usually be left blank, because any explicit date value specified there won’t automatically adjust itself in relation to the date on which the workflow starts each time. One list or library, or the whole site collection? For more detailed instructions about how to use the task form, see the Complete segment of this article. If you allow manual starts, anybody who has the necessary permissions can start the workflow on any eligible item at any time. ), Contact information for questions and problems, If applicable, a note about single tasks assigned to entire groups or distribution lists (You’ll find instructions for claiming a group task in the Complete segment of this article.). Select Add an action on the If yes branch of the condition. If you want to add, start, monitor, and maintain workflows If you aren’t already familiar with these tasks, you might find it useful to work your way through this article, segment by segment, the first time that you design and add a workflow. The site member to whom the task is actually assigned sends a copy of the item to the outside participant. Add any stages that you want beyond the first one that you’ve just configured. Do content types that inherit from this one also get this workflow? Each document or other item stored in a SharePoint list or library belongs to one or another content type. Assuming, you have a list called ListA, then create a … A workflow can be set up to be started manually only, or automatically only, or either way: When you manually start an Approval workflow on a specific document or item, another form, the initiation form, is presented. That sort of review process is called content approval. (The Owners group has the Manage Lists permission by default; the Members group and the Visitors groups do not. Automatic runs can be activated based on either or both of two triggering events: when any item is added to or created in a list or library, or when any item in a list or library is changed. To move the due date out by extending the task duration Use both duration fields to specify the number and type of units by which you want to extend the duration. Add or any stages that you want beyond the one or ones that are currently configured. On the Workflows: Item Name page, under Running Workflows, you’ll find a list of instances currently running on the item. You can also run reports about the overall performance of the workflow across instances. Go to the Complete segment of this article for the details about how to complete them. Note: This action must be added to the IF NO, DO NOTHING branch below the Condition 2 card. On your mobile phone with the Power Automate app installed, select Approve from the request approval email. Select Update flow to save the work we've done. The basic Approval workflow that’s included with SharePoint products functions as a template. And each time that you start the workflow manually on an item, you can modify any of these settings. For your requirement, you can use a People or Group column with multiple selections to do it. For more information about including outside participants, see the Complete segment of this article. In this example, the item is a Microsoft Word document. Enter update into the search box on the Choose an action card, and then select the Update item - SharePoint action. That way, you’ll be aware of all of the options that may be open to you. If you’re assigning a task to someone outside of your SharePoint organization A quick example If you want to run your workflow only on items that are authored by a writer from outside your team, then starting it only manually will keep it from running automatically on items authored by you and your teammates. This SharePoint workflow tutorial, we will discuss how to create a document approval workflow in SharePoint 2013/2016 or SharePoint Online by using out of box feature using the browser itself.. If you find that you’re repeatedly sorting and/or filtering in the same way, you might find it useful to create a custom view that automates that particular arrangement. If you select this option, the two options that follow it become unavailable: Start this workflow when a new item is created and Start this workflow when an item is changed. Note that the first two items (Delete Item and This workflow task applies to Item Title) don’t appear in the task form when it’s opened from inside the item for review. A list that contains the different teams as items. In the same two pages of the association form that were originally used to add the workflow, make and save the changes that you want. You’ll find the instructions for claiming a group task in the Complete segment of this article. Which workflows appear in this list is controlled by the These workflows are configured to run on items of this type control, located just below the list. If you want to make any changes that will apply each time the workflow runs, or if you want to change workflow settings that don’t appear in this form, see the CHANGE segment of this article. Allow Option that enables the workflow to continue to operate normally. The outside participant reviews the item and sends back their response to the site member. Meanwhile, all of these changes are tracked and visible in the Tasks and History sections of the Workflow Status page, as shown here. You click the Request Change button at the bottom of the workflow task form, and then complete this form. Documents that contain sensitive information often require approvals. Note: If the request is pre-approved, the flow continues with these steps: Emails the final decision to the employee. Messages reflecting your changes are sent to the people who are currently assigned tasks in this run. In the Body box on the Send an email card, use the Comments token from the Approvals - Start an approval action. (Again, the Owners group has the Manage Lists permission by default; the Members group and the Visitors groups do not.). The workflow automates, streamlines, and standardizes the whole process. As long as an item remains in the same list or library, and until the same workflow is run again on that same item, the history of the most recent instance can be accessed from the list or library. All future tasks in the current instance will reflect your changes. For more information, see the Microsoft Software Developer Network (MSDN) Help system. Whether each workflow template itself is currently active or inactive in the site collection. On the Workflow Settings page, click the Remove, Block, or Restore a workflow link. Your pending approval requests appear on the Received tab. The workflows included with SharePoint products function as master templates on which the specific, individual workflows that you add to your lists, libraries, and site collection are based. To reassign the Approval task to someone else, click this button. If you include a group address or distribution list among your workflow participants, you can have the workflow assign one task to each member of the group, or assign only one task to the entire group (but still send a notification of that single task to each member). The canceled tasks are still listed both in the Tasks area and in the Workflow History area. Supply any information that the person to whom you’re assigning the task will need to complete the task. Select Add an action in the IF YES branch. ), If the tasks and history for this workflow will contain sensitive or confidential data that you’ll want to keep separated from the general Tasks list, then you should definitely indicate that you want new, separate lists for this workflow. Do content types that inherit from this one also get this workflow? To reject a request, follow the steps for approving a request, but select Reject, instead of Approve. You give each version its own name and its own settings, which you specify in the association form when you add that particular version. It's a good idea to periodically save changes to your flow as you go. To learn how one of your workflow versions is performing generally — over time and over multiple instances — you can create either or both of two predefined reports: Activity Duration Report Use this report to see averages of how long it’s taking for each activity within a workflow to complete, as well as how long it takes each complete run or instance of that workflow to complete. Workflow. In the following section, you’ll find a list of questions that will prepare you to complete the association form. The Workflow Status page for that instance opens. (By default, the Members group and the Owners group both have this permission, but the Visitors group does not. An Approval workflow is a SharePoint feature that routes a document or other item stored in a SharePoint list or library to one or more people for their approval or rejection. When you have all of the settings in the initiation form the way you want them, click Start to start the workflow. There are several workflow templates that have the word ‘Approval’ in their names. You could set up the workflow to start automatically every time an item in the list is changed and every time a new item is added. For information about reasons for creating a new task list (as opposed to choosing an existing one), see the PLAN segment of this article. Type approval into the Choose an action search box. When you review Anna’s new document, you feel that the Introduction is too long. Parallel reviews or serial reviews? Note: This action must be added to the IF NO, DO NOTHING branch below the Condition card. If you see the following message, telling you that the workflow needs the file to be checked in, click the Check In button. In this process, a site member acts as a proxy for the outside participant. Task lists and history lists: Existing or new? To delete this task from the current instance of the workflow, click this button. If you add the workflow for a single list or library, you can set it up to run either on all content types or on a single content type only. What is the current status of this instance? Entering a name here doesn’t result in the assignment of a workflow task. Now click on Versioning Settings which is under General Settings in the list or library settings page. You’ll find the instructions for claiming a group task in the Complete segment of this article.). To add or remove participants, or to change the order of tasks Add, remove, and/or rearrange the order of participant names or addresses in theParticipants field. To get to the Workflow Status page, you can also click either the View the status of this workflow link in a “has started” email notification or the View the workflow history link in a “has completed” email notification for the specific instance you’re interested in. Sends an approval request email to the approvers. Change future tasks (tasks not yet assigned), Permissions All four of the command links in the following illustration appear on the Workflow Status page of anyone who has the Manage Lists permission. Each participant chooses among several possible responses: to approve or reject the item, to request a change in the item, to reassign the task, or to cancel or delete the task. Tasks that have been deleted and tasks that haven’t yet been assigned don’t appear in this section. and then click Site settings. How many instances of workflow versions based on each workflow template are currently running in the site collection. Select neither, either, or both of these options. For more information about including outside participants, see the Complete segment of this article. It can’t be used for official audits or for any other legal, evidentiary purpose. We use these items later when you configure the SharePoint - When a new item is created trigger. First we’ll show you how to get to that page, then we’ll show you how to use the options and information that you find there. Taken together, the two entries identify the period before the change task is due. You can create this as an automatically starting workflow when an item is added to a list or any other trigger for that matter that works for your needs. One is named Plan Approval and the other is named Budget Approval. I have created a sequential workflow using visual studio 2012 for sharepoint 2013. Enter names or addressed for the people you want the workflow to assign tasks to. Later, we'll use this list to request approval for vacations. If you're an approver in an approval flow, you receive an email whenever someone creates a request. (The Owners group has the Manage Lists permission by default; the Members group and the Visitors groups do not. When you have all of the fields in the form the way you want them, click OK. All active tasks in the current instance are updated. To remove the due date entirely Type the number 0. Specify the way or ways in which this workflow can be started. There are a wide variety of ways to further customize the workflows included with SharePoint products. To make it available for use, a site administrator must activate them at the site collection level. (You can access the record for any instance for up to 60 days after the instance completes.). After you confirm your decision (rejection of the request), the flow runs the following steps: Single approver modern approvals walkthrough, Get the manager for the person who created the vacation request, Add an update action for pre-approved requests, Update SharePoint with pre-approval rejection, Starts when an employee creates vacation request in a. The initiation form contains most of the settings from the second page of the association form. Terminate (all tasks deleted from Tasks list but retained in History). If you have more than one stage, the stages will be performed one after another. ), To have only one task assigned to each entire group that you enter in the Assign to field, clear this check box. Will this workflow control content approval? If your list or library contains a large number of items, you can use sorting and/or filtering to find the item you’re looking for more quickly. A few things to note: This option is available only for an Approval workflow that runs on all content types in a single list or library, and not for any workflow that runs on items of a single content type only. She finds the information about the specific change that has been requested in the Change Requested of text (number 2). When you first add an Approval workflow to your list, library, or site collection, you can specify how many participants to include, and indicate whether their tasks are assigned one after another (in serial) or all at once (in parallel). Complete the second page of the association form. Configure the Update item card to suit your needs. Enter the names or addresses in the order in which you want the tasks to be assigned. (The triggering event or events are specified in the first page of the association form, during the original association and configuration of the workflow. How do you plan, add, run, and maintain this type of workflow? Meanwhile, for information about how you can keep track of the progress of the current instance of the workflow, go to the MONITOR segment of this article. To make permanent changes to the settings for an existing workflow, you open and edit the association form that you originally used to add it. You can’t edit or change entries in these four fields, but you might find the information in them useful. (This action isn’t reversible.). Note: SharePoint 2010 workflows have been retired since August 1, 2020 for new tenants and removed from existing tenants on November 1, 2020. Here’s a diagram of a very simple version of the Approval workflow. The workflow assigns the first task or tasks, and meanwhile sends start notifications to you and to anyone listed in the CC field of the initiation form. If all of the tasks will be assigned at the same time Accordingly, there is a specialized Publishing Approval workflow for use in publishing sites, as well as a site template (named Publishing Site with Workflow) that includes a version of that workflow already customized for use in web publishing. For more information, see Create or customize a site content type and Add a content type to a list or library. (Any text that you enter here will be added in the Consolidated Comments area.). To remove an entire stage Click in the Assign To field for that stage, and then press CTRL+DELETE. If you want to print only selected segments, make sure that only those segments are expanded when you print. Note that overdue tasks and overdue-task notifications don’t appear in this area. That way, you’ll always be kept up to date. Monitor workflows for the whole site collection. Finally, you might at some point wish to disable the workflow for a shorter or longer period, but not remove it — or you might, indeed, want to remove it entirely. Before you add a workflow, you plan where you want to add it (for a single list or library, or for the entire site collection) and the details of how it will work. Go to the home page for the site collection (not the home page for a site or subsite within the collection). The task will remain incomplete and assigned to you. To request a change to the item that you’re reviewing, click this button. Complete the first page of the association form. 3. On the Workflow Settings page, click the Add a workflow link. (This action isn’t reversible.). In this example, the item is the document named Keynote Draft and the workflow is Approval 3. Claim and complete a group task (optional). In the area just below the Workflow Visualization, click the Update active tasks of Approval link. If this is the first time that this workflow version has run, you might want to use the instructions in the REVIEW segment of this article to view the events in the instance and discover whether the workflow functions as you want it to. Note: The final approver gets the vacation request only after the request has been pre-approved. If you set up your workflow to start automatically, you usually shouldn’t use this option. If you are using SharePoint 2010, see SharePoint 2010 workflow retirement. That is: If today is June 10, and I’m assigned a task today that has a three-day duration, but which also has a calendar due date of June 11, then the task will be due on June 11 (the calendar due date) and not on June 13 (the end of the three-day duration). In the same way, after you submit your own form, any comments that you include in the Comments box (4) will also appear in the Consolidated Comments box for subsequent participants. (The Members group and the Owners group both have the Edit Items permission by default; the Visitors group does not. If you add the workflow for the entire site collection, however, you must set it up to run on a single site content type only. (Also, if you want to include the complete graphics in your printed copy, print in landscape orientation and not portrait orientation.). On the page for the selected content type, under Settings, click Workflow Settings. (Managing over-long lists can slow down performance. On the Workflow Status page, in the area just below the Workflow Visualization, click End this workflow, and then click Yes to confirm. For your reference: All about Approval workflows. On the Site Settings page, under Web Designer Galleries, click Site Content Types. Go to Site Settings > Site Collection Features > activate the Workflows feature. ), Start manually from within a Microsoft Office program. Using this template, you can add multiple Approval workflows to your sites. (Later, when you’re ready to view the report, you’ll find it at the location you specified in the preceding step.). The name will identify this workflow to users of this site collection. Any new information that you supplied is included in the Delegated by text in the new task notification (number 1 in the following illustration). If you attempt to designate a second workflow in the same list or library for this function, you will be prompted to choose one or the other. 08. Click on other “value” link, click on Approved. I have multiple approvers (3 at a time) to review and approve/reject a document. If the tasks will be assigned one at a time This action gets the manager for the person who created the vacation request in SharePoint. Finally, if there is ever anything that you want to change about the way the workflow functions, you can open and edit the association form that you completed when you first added the workflow. Use the Get the manager for the person who created the vacation request steps we did earlier to add, and then configure another Get manager action. Meanwhile, it also sends start notifications (distinct from task notifications) to the person who originally added the workflow and to anyone listed in the CC field of the second page of the association form. Add this workflow to child content types? The order of the names or addresses doesn’t matter. Cancellation and Error Report Use this report to see whether a workflow is frequently being canceled or encountering errors before completion. SharePoint workflows can help you automate your business processes, making them both more consistent and more efficient. In the opened item, click the Open this task button on the message bar. One stage or multiple stages? You can set up the workflow to be started automatically by any of the following events: Someone attempts to publish a major version of an item. The process involved visiting the document library, looking at the properties of a file, going to the “more” option, then “approvals,” then approving the change. The workflow automates, streamlines, and standardizes the whole process. 1st/2nd line manager or any other person). If you select this option, your workflow will run automatically on an item only when someone attempts to publish a major version of that item. Once you’re familiar with the information and the article layout, you’ll be able to go straight to the segment you need on any return visits. If you’re already familiar with how to add this type of workflow and only need a reminder about the specific steps, you can go straight to the appropriate Add segment (List/library or Site collection) of this article. If you want someone else to complete a workflow task that has been assigned to you, click the Reassign Task button in the workflow task form. 07. Requirement: Create an approval workflow that triggers when a document is added or modified in the SharePoint document library. But in the latest SharePoint Online version, though SharePoint designer is used but it is not recommended and Microsoft recommend to use Power Automate or OOB Content Approval workflow. Be sure to use the Email token from the Get manager category on the Add dynamic content from the apps and services used in this flow card. How does one select multiple approvers in SharePoint online workflow? Open the workflow completion notification for the instance that you want to review, and then click the View the workflow history link. Usually, any document to be approved will have three or more approvers. Adds the vacation request to the approval center and then emails the request to the pre-approver. You can make your new version of the Approval workflow available in a single list or library only, or you can make it available throughout the entire site collection. Open the list or library for which you want to add the workflow. If your task is an Approval task, however, keep right on reading! Select New step, and then select Condition in the list of actions. Open the home page for the site collection (not the home page for a site or subsite within the collection). Configure the Start an approval card to suit your needs. For 60 days after the workflow is completed, the list of all workflow events that occurred in the course of this run (or instance) of the workflow is still available on the Workflow Status page, for informal reference. For example, in a calendar list the tab is named Calendar. Note: The Open this Task button on the Ribbon in the task notification message appears only when the message is opened in the full, installed version of Outlook, and not when it’s opened in the Outlook Web Access web application. 2. This currently works in the workflow I wrote in SharePoint Designer 2010, but we are migrating to SharePoint 2013 and my company wants all the workflows written in Nintex. • Multi-level approval workflow - approval paths allow an administrator to easily set up multiple approvers (e.g. Before you begin this process, note that the workflow may be set up to end immediately if any change is made to the item. You can use any of the more than 200 services with which Power Automate integrates to drive your flows. An item already stored in the list or library is changed. (Again, the Owners group has the Manage Lists permission by default; the Members group and the Visitors groups do not.). While the workflow runs, individual participants complete their assigned tasks. Once configured, a Flow becomes available form the Flow menu that send starts and approval process, however it is missing one key feature. When the outside participant’s response arrives, the site member completes the task in on behalf of the outside participant. You’ll be assigned an approval task again after Anna completes the change task). In the list or library where the item is located, click the In Progress link for the item and workflow that you want. If you workflow will assign only a single task to each group or distribution list, mention here that a single member of each such group should claim the task before completing it. Automatically whenever a specified triggering event occurs. Complete the first page of the association form. (Again, the Owners group has the Manage Lists permission by default; the Members group and the Visitors groups do not.). Use the Workflow Status page to monitor workflow progress. Will this workflow control content approval? 04. If the tasks will be assigned one at a time (in serial) When the report is complete, you can click the link shown in the following illustration to view it. Action – Set WF Variable – Set WF status to: “Document is Approved”. If the tasks will be assigned one at a time (in serial) (There is also a very similar Publishing Approval workflow, created especially for use in SharePoint sites that publish webpages to the Internet. From the workflow completion notification. It’s faster and easier for the system to maintain several shorter lists than one very long one. Anna checks out the item, makes the requested changes, then saves her changes and checks the item back in. When the form is complete, click Send. If you’re not sure that this has already been done, check with your SharePoint administrator. If you’ve made any changes, run a test instance of the workflow to double-check the effects of the changes. The workflow ends with a status of Workflow Cancelled. All running instances are immediately terminated, and the column for that workflow no longer appears on the page for the list or library. (Instructions follow the illustration.). Note: If you know that a workflow task has been assigned to you, but the notification message hasn’t appeared in your email Inbox, make sure that the notification hasn’t been misrouted by your junk email filter. In fact, you can do so for up to 60 days, from either of two entry points: the list or library, or the workflow completion notification. The order of the names or addresses doesn’t matter. 2. 12. Open the list or library in which the workflow runs. Otherwise, click OK to finish and close the dialog box. If you’re assigning a task to someone outside of your SharePoint organization The advantage of an automatic start is that no one has to remember to start the workflow. If your site will have numerous workflows, or if some workflows will involve numerous tasks, consider requesting new lists for each workflow. 6. Permissions All four of the command links in the following illustration appear on the Workflow Status page of anyone who has the Manage Lists permission. The document /list item can be rejected by anyone of the approvers. If applicable, a note about single tasks assigned to entire groups or distribution lists. Hello, I have a folder based library and approvers differ based on the folder. (They might find the Complete segment of this article useful.). The remaining two sections in this segment provide instructions for both methods. Either way, the value in the Approval field for the item is updated based on the outcome of the workflow. My goal is:- - When I publish a major version of a document, the System recognizes the approvers of the folder and sends him an approval task.- - The solution must be flexible so that when I create a new folder, I set the approvers for this folder and don’t need to change the workflow.
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