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Alternative ways to initiate workflow

  Asked By: Ami    Date: Jul 07    Category: Sharepoint    Views: 9505

I understand that in OOTB SharePoint you can initiate a workflow with 3 events:

* An item is created
* An item is changed
* A user clicks a start workflow button on the site

However, I have a business requirement to automatically start a workflow based
on a calendar due date.

E.g. An item exists on a calendar, "update procedure document" on January 1.
January 1 comes around, and an instance of the workflow is created and work can

What are some creative ways to accomplish this given that nobody will interact
with the item to fire off a standard "created" or "changed" event? A SharePoint
job? Create tasks in a list that notify users to begin the workflow on a



7 Answers Found

Answer #1    Answered By: Jaya Deoghar     Answered On: Jul 07

I would still use the option to start  the workflow  when an item  is created. The
workflow would start when the calendar  event is created, and then the first
thing it does is to pause until a specific date  - set this date to the date of
the event.

Answer #2    Answered By: Candi Branch     Answered On: Jul 07
Answer #3    Answered By: Jan Chen     Answered On: Jul 07

If you have MOSS, you can use a "policy" to kick off the workflow. Basically,
you can uncheck all 3 options for initiating a workflow.
1. Go to document  library settings
2. Click Information management policy settings
3. Select "define a policy" and click OK
4. Put a checkbox next to "enable expiration"
5. In "a time period based on the item's properties" select your due  date you
referred to (it has to be an actual date  field) and put +1 days. Unfortunately,
it's never worked when I used +0 days.
6. "When the item  expires" choose Start this workflow, and choose the name of
your workflow

Answer #4    Answered By: Britni Shepard     Answered On: Jul 07

Looks like workflow  option is availble only for doc library, it is grayed out
for any other templates, is there a workaround?

Answer #5    Answered By: Girja Garg     Answered On: Jul 07

You can build the workflow  in sharepoint  designer and assign it to a
calendar from there. I just verified that the calendar  list was
available. I haven't done that one specifically, but I have assigned
workflows to kick off when tasks  are created  for instance. The OOB
workflows are pretty limited.

Answer #6    Answered By: Jarod Mathews     Answered On: Jul 07

I confirmed that it does work  when creating the
workflow first in SharePoint Designer.

The only thing I would add is to make sure one runs the timer job for content
expiration manually to test once it's all setup by:

Central Administration > Operations > Information management policy
configuration > Expiration then click on "Process Expired Items Now"

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