Bend Sharepoint Approval Workflow to your Will

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    15-Jan-2015
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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.

Transcript of Bend Sharepoint Approval Workflow to your Will

  • 1. Bend the Approval Workflow to Your Will With SharePoint Designer

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