When planning a SharePoint Workflow, sometimes you just need to let the user initiate it manually. But the standard interface is awkward. First the user must find the item dropdown, then select "Workflows", then (assuming they pick the right one). they must click on it...and then click "Start". That's too many steps and leaves too much to chance. Here's a better way...
In SharePoint, a List is one of the most usual ways to store data. We can have multiple lists using the same kind of data (i.e. the Finance and Sales department lists could share the same kind of employee data -- name, address, experience in years and experience level). Now in such a scenario, what if one wants to implement a single centralized workflow which would apply the same automation process to both lists?
Targeted email notification is a basic need in today's business process automation. Using SharePoint workflow, this can be achieved using SharePoint Designer 2007 (MOSS 2007 or WSS3) whenever a document is uploaded. The content of the email can be improved by including a link in the body of the email to the document item in process.
SharePoint 2010 introduced Site Workflows; workflows that can be manually started by a Site Administrator and are not bound to a specific list or library. Site Workflows can be useful for automating periodic administrative jobs, or extending business workflows with periodic batch processes. I like to think of them of being sort of like a timer job, but for a specific Site. The problem with Site workflows is that there is no out-of-box ability to schedule them.
Creating efficient SharePoint Designer Workflow emails can be tricky. There are a couple of salient points you need to know in order to leverage this to its full extent. In this article we will discuss these points.
I created a SharePoint Designer Workflow for a list. It has a step where it sends an email if the item is modified. After the workflow is fired on an item change in the list, a strange issue started occurring. It started sending several copies of the same email. Over and over.
A seemingly mysterious problem started occurring a couple of months after implementing a workflow solution. The workflow statuses (Completed, Approved, Rejected, etc) started disappearing.
After doing a little research, it seems that, by default, the workflow status information is purged after 60 days.