Bend theApproval Workflow

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Tamara Bredemus• SharePoint since 2008

• Solution Architect, Trainer, Blogger

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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

• Tamara.Bredemus@rbaconsulting.com

Not Your Mom

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