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SharePoint Designer Workflow

  Asked By: Chandrak    Date: Jul 17    Category: Sharepoint    Views: 4460

I am trying to create an overdue task reminder workflow in SPD and I
know that there are only three ways that a workflow can get kicked off.
1. someone creates an item in the list
2. someone changes an item in the list
3. someone manually starts the workflow

If the workflow simply compares the due date of a task to today's date
and then sends an email..will the date change be enough to kick it off?

In this same vein..I know that there are "if" and "else if" conditions
in the workflow but is there a "while" or a "do while" type condition?

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10 Answers Found

 
Answer #1    Answered By: Harvey Blankenship     Answered On: Jul 17

I have several List that also need this functionality. I've not been able
to find a way to accomplish this with MOSS out of the box so I'm looking
at implementing Bamboo Solutions Alert Plus Web Part.
store.bamboosolutions.com/...-part-release-11.aspx

In testing this seemed to do what I need.

 
Answer #2    Answered By: Xiomara Blanchard     Answered On: Jul 17

For reminders in the workflow, there are two approaches that I think
you can use to achieve this type  of functionality or functionality
similar to it.

1) There is an action called "Wait for Field change  in Current Item"
which pauses the workflow  until the specified column for this item
from the attached SharePoint list equals the value specified. You
will need a due  Date Column and possibly a column to store today's
date (which you can hide via content types)...today's date  might be
available via the look up...I'm not on my dev machine right now so I
can't check. Once you have both values you can pause the workflow
until Today's Date equals or is greater than the Due Date at which
point the workflow fires a reminder  email.

2) Create the workflow off a task  list. Task lists can be sync'd up
with outlook via YourList->Actions->Connect to Outlook. Outlook
tasks can have reminders set, but I'm not sure if you can set these
via SharePoint. Nonetheless it allows users to track things that are
assigned to them and the fact that they are overdue.

 
Answer #3    Answered By: Rosemarie Cervantes     Answered On: Jul 17

Instead of using "Wait for field change", you could use the "Pause
until Date" action.
Then, immediately after that, you could add the action to send the
email.

 
Answer #4    Answered By: Manan Kadu     Answered On: Jul 17

I've create  a simple workflow  in SharePoint Designer, similar to the
following:

Copy item  in Staging to Production

then Delete item in Staging

It successfully copies the item to the Production documnet library but
will not perform a "update in place" if you would... When coping a
document named Microsoft Knowledge Base Template, the result is two
items - one with the date  and time appended.

Microsoft Knowledge Base Template

Microsoft Knowledge Base Template(2008-10-21_12-45-48_69200)

Suggestions?

 
Answer #5    Answered By: Tonia Franco     Answered On: Jul 17

Have you set the production library to overwrite items with the same name?

 
Answer #6    Answered By: Amareswar Karkera     Answered On: Jul 17

I don't see that on either Versioning settings nor Advanced
settings ... Where would I find this?

 
Answer #7    Answered By: Cheyenne Jacobson     Answered On: Jul 17

I have two document libraries; one represents the "official"
documents while the other is to contain "working" documents. I want
my workflow  to go something like this...

1) An EDITOR accesses the "official" document library and initiates a
workflow; entering two values via the initiation form to justify the
checkout and copy of the document to the "working" document library.
2) An ADMINISTRATOR receives a notification of the checkout request
and reviews the specified document, as well as the two values entered
in the initiation form. I want to use the Collect Data from User
action to capture their decision (Yes/No) to continue the workflow as
well as a text field that expands on their decision.
3) Based on their decision, I'd like to copy the specified document
from the "official" document library to the "working" document
library – and send a notification to the original requestor OR send a
notice of rejection to the original requestor

Step 1 works fine, I can verify that the initiation variables have
been entered via an email  action.
Step 2 works fine, in that the generated task  reflects the Collect
Data from User action.
Step 3 doesn't fire; making me think that it believes that that
workflow is complete because in Step 2 the EDITOR has selected the
Complete Task button.

How do I use the Collect Data from User action and then continue with
my workflow?

 
Answer #8    Answered By: Makayla Lewis     Answered On: Jul 17

There are two possibilities that might be a problem.

1) The workflow  will be tied to the original document and I suspect you
want to continue the workflow on the item  in the new library after the copy is
complete. I don't think that's possible using SPD.

2) You will need to use two Collect Data from User actions for the two
emails that you want to send out to collect info. The second one will prevent
the workflow from completing when the first task  is completed.

 
Answer #9    Answered By: Miranda Scott     Answered On: Jul 17

In that a workflow  is always tied to one list or
library. In this case, you are initiating the workflow from the "official"
library. Once the document is copied to the "working" library, the workflow
loses control of that document.

Perhaps a better approach would be to create  templates for your official
document types, place them in the working library, and assign your workflows
to that library. So an editor would create a document in the working library
based on one of the templates and execute an approval workflow. If the
administrator approves, the editor does whatever is intended (you didn't
specify this) and eventually publishes the document somewhere. This can all
be part of the same workflow, including the relevant e-mail notifications,
etc., as long as you stick with the same document library until the final
copy operation, presumably to a "published" document library. Does this make
sense?

See
office.microsoft.com/.../HA101005911033.aspx?pid
=CH100667661033 for a better explanation.

 
Answer #10    Answered By: Deirdre Macias     Answered On: Jul 17

Instead of having two different libraries and move documents all
around, why not use the "Content approval" feature that's built in?

With this setting turned on in the library, this accomplishes what
you want to do, which is have a publicly available (approved)
version, while there is another version being worked on (pending).

So, if you did it this way, you'd just use your workflow  to change
the content approval status instead of moving it all around.

 
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