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Document Management With SharePoint - Part 3

Written By: Knox Cameron -- 8/24/2011 -- join -- contribute -- (2389) comments -- printer friendly version

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Categories: Design, Document Management, Features, Integration with other products , Programming and Customizations, SharePoint 2010, SharePoint Foundation 2010, Workflow

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Document library view after workflow complete

Voilą! The workflow has completed and filled in the city for the selected client into the document properties. You could now reference that city inside the document using Quick Parts as discussed earlier.

Let's also add a column to the library for the consultant working on the document, and extend the same workflow to find the consultant's picture and add it as another column in the library.

First, add a column to select the consultant for the document from the SharePoint user list: column name Consultant, type Person or Group.

New consultant column

Now add a column for the picture, name ConsultantPicture, type Hyperlink or Picture, Format URL as Picture.

New consultant picture column

Edit the properties of the document to select a consultant, but leave the ConsultantPicture column empty.

Editing the document properties to select a consultant

We now need to edit the workflow we previously created. Go back to SPD where the workflow is still open.

  • If you closed SPD, re-open it, and open your site. Select Lists and Libraries on the left, then select the library you are working with from the list in the middle.
  • You will then see a screen of information about the library, which includes a list of the workflows attached to the library, as well as the "Custom Actions" which includes the button we added to the ribbon to run the workflow.

SharePoint Designer screen showing information about the list

  • Select the workflow you want to edit from the workflows list, in this case called "Button - Lookup City".
  • You will then see a screen of information about the workflow. Select the link Edit workflow under the Customization heading.
  • Yes, you could have used the Workflows heading on the left when you first opened the site to go straight to a list of workflows. However, you can have multiple workflows in the site with the same name attached to different lists, and you couldn't tell them apart in that view. Going via the list ensures you get the right workflow!

In the workflow, again use the Actions drop-down to add an action Set Field in Current Item. It doesn't matter if this new action goes above or below the existing one. They can both be in the same workflow step. This time, select ConsultantPicture as the field to be set.

Workflow set consultant picture field

Again, click on the value placeholder, then use the function button next to it to open the lookup dialog. This time, select User Profiles as the Data source and Picture as the field. (While you have the Field from source drop-down open, note the other information that we can retrieve from user profiles as well!)

Get value from user profile

Again, we need to tell SharePoint how to pick which user profile to use by matching against something in the current item. In this case, we need to match the user profile account name to the login name of the user selected in the consultant column for the current document.

Under Find the List Item, in the field drop down select Account Name (which is the only option). Click the function button for Value. Select the Current Item as Data source, Consultant as the field, and Return field as Login Name.

Selecting user profile record by consultant lookup

Select OK.

Completed lookup for consultant picture

Select OK again.

Completed workflow in SharePoint Designer

Publish the revised workflow using the button in the ribbon. Then return to SharePoint and use the Lookup City button to run the workflow again for the document. (Later, you can use Custom Actions for the library in SharePoint Designer to rename this button to something more appropriate!) This time the workflow goes and gets the picture and adds it to the list as well.

Library view with picture added by workflow

Next Steps

  • Think about what other information you could pull in from SharePoint to use in views or in documents.
  • Experiment with using Quick Parts and Fields in Word to include information from SharePoint in documents.
  • Experiment with workflows to add information into library columns for documents, for use in views or in the documents.
  • Look at part 1 and part 2 of this series, if you haven't already, for information about using metadata in views and customizing views in SharePoint Designer.
  • Look for other tips about using SharePoint Designer.
  • Look for other tips about using writing and using workflows.
  • Return to MSSharepointTips to read about other topics and ideas.
  • Check out MSSQLTips.com for great information about Microsoft SQL Server.

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