SharePoint Designer Workflow Steps

SharePoint Designer allows user to manage the SAP data directly from their SharePoint environment while still leveraging the full workflow functionality. SharePoint Designer allows user to create the workflow, save it and publish it on the server.

This section displays the steps involved from creating to publishing a workflow.

To create a SharePoint workflow and publish it SAP,

1. Select the list in which workflow is to be added. Then select Create a Workflow in SharePoint Designer option from Workflow Settings dropdown.

   

2. In the Add a new workflow to your list window, enter a name. You can also enter a short description about the workflow. Select OK.
3. Email Runner page is displayed for this workflow in order to view and manage its settings.

   

4. Select Open task list link under the Customization section.

   

5. The Tasks page is displayed to view and manage settings for the list. Please note down the ListID for the future use.

   

6. Go back to Email Runner workflow page and select Edit workflow link.

   

7. Select Action > Task Actions > Start Approval Process.

   

8. Select the these users hyperlink under Step 1. The Select Task Process Participants window is displayed to select the users from the list who would be responsible to take actions. For example : Approvers, Administrators etc.

   

9. Select the Approval(x) link and then select the Change the behavior of a single task link in the page which defines the task process.

   

10. In the Task Behavior window, go to the When a Task is Pending section and configure the email notification for the task by selecting the Current task: Assigned To link.

    

11. The Define E-mail message window appears. Set the values for To and Subject fields for the email notifications that will be sent for any new task. Copy the Email Runner’s SharePoint Workflow engine email template content as shown in the highlighted section.

    

    Enter the ListID as saved earlier in the Task page that manages the settings of the list. Select Add or Change Lookup to select the Current task.

    

    After adding the current task, again select Add or Change Lookup to select the Workflow Context. Here the Current Site URL points to the URL of SharePoint server.

    

12. After the Subject line is define, set the value for the To field and select OK. This address should be configured in Email Runner incoming email settings to receive email notification.

    

13. Select Save to save the workflow and then select Publish to publish it to the server.

    

    For any new task created, an email notification is sent out to insightsoftware email id as configured above.