How to create workflow with SharePoint designer

What is SharePoint Designer:

Microsoft SharePoint Designer (SPD), formerly known as Microsoft Office SharePoint Designer, is a specialized HTML editor and web design freeware for creating or modifying Microsoft SharePoint sites, workflows and web pages.

What it does:

  • Create sites & subsites
  • Create a list or library
  • Modify the site layouts with custom coding
  • Create workflows for sites, lists, and libraries

 

In this Blog I will mainly focus on how to create workflow for Sites, Libraries and list using SharePoint designer.

Installation

SharePoint Designer 2013 is a free download. To download and install SharePoint Designer 2013 follow these steps:

  • Open your web browser and navigate to the Microsoft Download Center: http://www.microsoft.com/download.
  • Type SharePoint Designer 2013 in the search field.
  • Click the link for “SharePoint Designer 2013”.
  • Read the overview, system requirements, and installation instructions. Make sure your system is compatible.
  • Select your platform type: 64-bit (x64) or 32-bit (x86) as shown in the figure.
  • Follow the instructions to install SharePoint Designer 2013.

Once installed open the SharePoint designer and it should look like:

sharepoint designer1

Workflow statement

If a document is uploaded in the shared document library which contains in its name ‘Asset’ then initiate a review process and assign a ‘Task’ for review. Also move the asset to ‘WorkFlow ‘ Library.

Creating work flow

  1. Open SharePoint designer
  2. Open the SharePoint site for which work flow need to be createdsharepoint23. Synch SharePoint designer with the SharePoint site
  3. sharepoint3
    • Provide the url just copied and open
    • It will take to following page with site information
  4. sharepoint4
  5. Chose list of libraries from the left panel , it will show the libraries available in that sitesharepoint5
  6. Chose work flow form left hand pane , by default it goes to list-workflow but it can be changed by selecting top pane optionssharepoint6
  7. Go to list work flow and chose the Library on which the work flow will run, in this case ‘Shared Document’. Provide name and description of the workflow.sharepoint7
  8. Create condition and corresponding action to design the workflowsharepoint8
    • Copy item to WorkFlowDemo library id the name contains Assetsharepoint9
    • Assign a task to review the assetsharepoint10sharepoint11
    • Click on To-do-item to give a name and description to the tasksharepoint12
  9. Configure Workflow properties
    1. Click on workflow on left hand pane and new workflow will be visible
    2. Click on the new workflow the following page will be presentedsharepoint13
    3. Chose ‘Start workflow automatically when an item is created’
  10. Save and publish the workflow from top menu

    Run workflow

    1. Log in to your SharePoint site
    2. Go to the library on which the workflow is designed and add a document that contains ‘Asset’ in it namesharepoint14
    3. Verify the same has been copied to other Library( here ‘WorkFlowDemo’)shareoint15
    4. Go to task and verify that a task has been createdsharepoint16

      Conclusion

      SharePoint designer has capability to create complex workflow, task assignment and notification mechanism. This document has shown how to create a simple workflow on list using SharePoint designer. But SharePoint designer can be used to create workflow on other items like task list or in the entire site. It is a very powerful tool and can provide capability to create business flow around the document management.

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