SharePoint Workflow

Question

How do I use a workflow in SharePoint? Please guide me.

Naimish Makwana · Answer

Workflows in SharePoint are like automated assistants that follow your set rules to ensure each step happens correctly and at the right time1. Here are the general steps to create a workflow: Define Objectives : Identify what you want the workflow to accomplish. This could be anything from automating document approvals to managing project tasks2. Identify Process and Participants : Determine the steps that need to be taken to achieve the objectives and who will be involved in each step2. Design Workflow Steps and Actions : Using SharePoint Designer or another tool, create the workflow with the necessary triggers, actions, and conditions1. Create Workflow Templates : If you’ll be using similar workflows in the future, you can save time by creating reusable workflow templates2. Here’s a simple example of how to create a workflow in SharePoint: Navigate to the list or library where you want to add the workflow. At the top of the list, select Integrate > Power Automate > Create a flow 3. Select a flow template from the right-hand panel. Some commonly used flows appear3. Customize the flow as needed, adding or modifying actions, conditions, and more. Save and test your flow to make sure it works as expected. Remember, workflows can be as simple or complex as needed, and they can be customized to suit a wide variety of business processes. Always ensure that your workflows comply with your organization’s policies and guidelines. If you need more detailed help, please provide more specific information about your scenario. Thanks

Sigar Dave · Answer

Please provide some more details. Are you referring to SharePoint On-Premise or SharePoint Online? If SharePoint On-Premise then which version of it? I can provide you a very generic answer on this otherwise. Using workflows in SharePoint helps automate business processes such as document approval, feedback collection, or task assignments. Here's a step-by-step guide to creating and using workflows in SharePoint: Step 1: Choose a Workflow Platform SharePoint offers different platforms for creating workflows: SharePoint Designer : For creating workflows in SharePoint 2013/2016. Microsoft Power Automate : A modern tool that integrates with SharePoint Online for creating workflows (formerly Microsoft Flow). For this guide, we’ll focus on Microsoft Power Automate . Step 2: Access Power Automate Navigate to Power Automate : Go to Power Automate and sign in with your Microsoft 365 credentials. Create a New Workflow : Click on "Create" on the left sidebar. Step 3: Create a Workflow from a Template Select a Template : Power Automate offers various templates for SharePoint workflows (e.g., "When a new item is created in SharePoint, send an approval email"). Choose a template that matches your needs. Configure Template : Follow the prompts to connect to your SharePoint site and list/library. Customize the workflow actions (e.g., email recipients, approval messages, etc.). Step 4: Create a Custom Workflow If you prefer to create a custom workflow: Choose Automated Flow : Click on "Automated flow" for an event-triggered workflow or "Instant flow" for manually triggered workflows. Set Trigger : Choose a trigger (e.g., "When an item is created" or "When an item is modified"). Connect to your SharePoint site and list/library. Add Actions : Click on "New step" to add actions. Select from various actions like sending an email, creating a task, or updating an item. Step 5: Example Workflow - Approval Process Trigger : When an item is created. Choose “When an item is created” trigger. Connect to your SharePoint list/library. Action 1 : Start an approval process. Search for "Start and wait for an approval". Configure the approval type (e.g., Approve/Reject – First to respond). Set the details for the approval request (title, assigned to, etc.). Action 2 : Condition based on approval. Add a “Condition” control. Set condition (e.g., if "Outcome" is "Approve"). Add actions for each condition (e.g., send an email for approval, update SharePoint item status). Step 6: Save and Test Your Workflow Save : Click "Save" to save your workflow. Test : Create a new item in your SharePoint list/library to trigger the workflow. Monitor the workflow execution in Power Automate to ensure it works as expected. Step 7: Monitor and Manage Workflows Monitor Runs : Go to "My flows" in Power Automate. Select your workflow and view run history to monitor execution and troubleshoot any issues. Edit Workflow : If needed, edit your workflow to make adjustments. Additional Tips: Permissions : Ensure you have the necessary permissions to create and manage workflows in SharePoint. Training : Consider Power Automate training to maximize your workflow automation capabilities. Templates : Explore and modify existing templates to suit your needs. By following these steps, you can create and manage workflows in SharePoint to automate your business processes effectively.