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Item Check in and workflows

  Asked By: Amie    Date: Mar 30    Category: Sharepoint    Views: 1355

I am having an interesting little problem.

First of all, I have a form that submits to an SP Form Library and some
workflows that run on that submission. The workflows are very simple.
They wait for a certain condition in the form to change (like a
concurrence checkbox) and then send an email to the next approver.

I sent an email to this list last week about coming up with ways to make
a more visible audit trail, so what I did was created some "Audit"
columns, and then I have the workflows update the audit column date
using the modified date of the Item.

For the most part this works. It seems that occasionally the workflow is
erroring "cannot update item - item is checked out". The library in
question does not have check out required, but I have noticed that if
one person has the form open, someone else will get an error that says
they can only open a read only copy. I am wondering if sometimes the
workflow is so quick to perform the action, that the submission by the
sure (basically checking the form back in) isn't completing...

With this in mind, I threw some 1 minute pauses into the workflows prior
to the email step to see if that fixes the problem. I am waiting to see
how that works, but thought I would shoot an email to this list to see
if anyone else had anything else I should take a look at.

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12 Answers Found

 
Answer #1    Answered By: Elijah Davis     Answered On: Mar 30

That would have been my exact suggestion. Also, for auditing have you turned on
versioning? Simple and shows you everything that happened to an item...

On your list  go to Settings-->List Settings: Versioning Settings. Turn it on.
Any changes to the item  are now tracked and show when you select the item and
view Version History.

 
Answer #2    Answered By: Akanksha Jain     Answered On: Mar 30

Well, these forms are sometimes almost mini doc libraries to the
users...they asked for a lot of attachment points and it is not unheard
of to have these files go in excess of 100mb (in fact I had a couple
users complain about the 5 or so second load times....wont get into that
here) so I would rather not eat that much space if at all possible. This
form has about 10-14 possible approvers, and 1-2gb per form  would not be
good....

I have been trying to ease the users into the idea of linking to
documents instead of attaching the whole thing...but that is going to be
slow coming. When that happens, then I think you are right and
versioning will become a viable option again.

 
Answer #3    Answered By: Bhupendra Borkar     Answered On: Mar 30

I have a questions about check  out process in the doc library  where the
versioning is turned on and standard SharePoint approval workflow  configured.
let's say a document ver. 1.0 was approved. Then user did the check out and
upload new version 2.0 of the same doc and checked  in. The workflow status still
shows status approved, but it's not the actual any more because approval was
done for a ver.1.0 not for a new checked 2.0 I just would like to say that view
of the new doc with ver. 2.0 and workflow "approved" - is very confusing for a
people. Is it any mechanism which I can use in order to show that it's old
workflow status and not related to the new version 2.0 ?

 
Answer #4    Answered By: Shobhana R.     Answered On: Mar 30

Configure the library  to require content approval and the set your workflow  to
update approval status upon completion.

 
Answer #5    Answered By: Winston Ayers     Answered On: Mar 30

I was thinking something like having the workflow  start every
time an item  is changed. If the workflow checks for approval status,
then it would refresh...

But that said, I like the below solution better!

 
Answer #6    Answered By: Moshe Harding     Answered On: Mar 30

Setting content approval is a great idea because then the status
of the item  goes back  to Pending when it's been altered in any way (in this
case, by checking  in a new version.) Set your workflows  to run  when the item is
created and when it is changed.

 
Answer #7    Answered By: Carly Meyer     Answered On: Mar 30

It works  good. But here is another issue when I
want to use a "send to" function for that approved document version to send  it
to another SharePoint library, lets say to the Open/publishing doc library  in
order to show this doc to everybody. So I open  a drop-down option and click
"send to Other location" , then I typed the destination library path. I always
receive blank error  message with yellow triangle. The "test location" for my
library path (URL) works fine. Thanks.

 
Answer #8    Answered By: Dewayne Clay     Answered On: Mar 30

Is the other document library  in this site collection or a different one? And
do you have Read Write privileges in that document library? As I remember Send
To only works  when you are copying to another library within the site collection
and you must have rights to add items to the destination.

 
Answer #9    Answered By: Angelina Newman     Answered On: Mar 30

...and (to add) the workflows  run under the identity of the person  who made the
change. If they don't have rights to add to that new list  the workflow  will
fail.

Try granularly setting the permissions. I copy  the basic Contribute permissions
to a new custom Permission level and alter them to remove deleting items (and
versions.

 
Answer #10    Answered By: Shannon Fleming     Answered On: Mar 30

I discovered that little tidbit when trying to create a read  only
archive for a form  once it was finished. I was a little surprised to
find that it was driven by the last approver, since it was that workflow
that did the move, even though the workflow  stamps the event as being
performed by the system account....

 
Answer #11    Answered By: Aditi Msc     Answered On: Mar 30

I have write permission to this doc library  and this doc library
within the same site, same site collection. I heard about not doing "send to" in
the root of the site collection won't work at all - is it correct ?

 
Answer #12    Answered By: Abinav Basu     Answered On: Mar 30

Sorry if this is a duplicate....exchange is acting up today....

Well, these forms are sometimes almost mini doc libraries to the
users...they asked for a lot of attachment points and it is not unheard
of to have these files go in excess of 100mb (in fact I had a couple
users complain about the 5 or so second load times....wont get into that
here) so I would rather not eat that much space if at all possible. This
form has about 10-14 possible approvers, and 1-2gb per form  would not be
good....

I have been trying to ease the users into the idea of linking to
documents instead of attaching the whole thing...but that is going to be
slow coming. When that happens, then I think you are right and
versioning will become a viable option again.

 
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