In a workflow, a document set is treated as a single item. This action is initially displayed in a workflow steps as Set workflow variable to value. If you must enter a user name or e-mail address manually, be careful to match the cases precisely. Notes: The Set Content Approval Status action works on the current item that the workflow is acting upon, therefore the action is not available in a site workflow. This condition is initially displayed in a workflow step as If any value equals value. What Are Events, Actions, Conditions … Click List Workflow from the ribbon, and choose the list or library this should run on. For example, suppose that you set field to Created, and then you look up the value by using a variable that is a string, such as Last 10 Characters. If you like to compare the SharePoint Designer actions … The main workflow then continues to the next action. There are two variations of the equals and contains operators: The equals and contains operators are both case-sensitive. With pre-built reusable workflows in SharePoint Server 2010, such as Approval- SharePoint 2010 and Collect Feedback– SharePoint 2010, you are probably wondering how they differ from the task actions Start Approval Process and Start Feedback Process. Use this action to make the workflow pause the task process until a value is deleted in the task item that the approval process is currently running upon. This condition is initially displayed in an impersonation step as If permission levels for these users are at least these permission levels on item in this list. You can then use this action to make a site user follow up with the external participants until the tasks are complete. actions and conditions in SharePoint Designer. This action is initially displayed in workflow steps as Start Feedback process on Current Item with these users. This is unlike the Delegate Task action where one task is created even if the user is a group. This section describes the conditions that are available in SharePoint Designer 2013 for list and reusable list workflows, no matter what list type or content type the workflow is associated to. An assignment stage enables you to specify two things —if the task process should run in serial or parallel, and the users or task participants to whom the task will be assigned. Following is an example of what the action might look like in a workflow step: Start Bill of material approval process for the contents of this Document Set with the users specified by Variable:Bill of Materials Approvers. Impersonation steps are also helpful in automating site administrator tasks, such as a workflow automatically assigning permissions to users. Use this condition when you want to compare one value with another value. The action in this category enables you to use the relationship between a user and the user's manager. The Read level does not include all of the permissions that are included in the Approve level, so in this case the condition evaluates as False. Use this action to include the Edit Task button in the email that is sent to the specific users. This action is initially displayed in workflow steps as Submit File using this action to the destination router with this explanation (Output to Variable: submit file result). The task is assigned to the manager of the user who is currently assigned the task. Notes: The workflow verifies if the item is checked in, before it checks out a document, You can only check out items from a library in your site. This action is initially displayed in a workflow step as Pause until this time. Action Description; Start a List Workflow : Starts a List workflow based on the SharePoint 2010 Workflow platform. Instead of using the current time of the order received in the timestamp, you want to add a specific time so that you can have your workflow perform any action to all the new items with the same timestamp, such as routing orders to the warehouse. Opening up a SharePoint workflow an seeing all the conditions blank has given me a lot of consternation! However, no permissions level has been explicitly assigned to the user. So for the first 5 items above, it seems to me they could all be separate conditions/actions within a single step. B.Actions C.Conditions D.Events. 4 If any value equals value and Person is a valid SharePoint user are the only conditions available when you create a site workflow. Checks in an item that is checked out. In those cases, if you will not use elevated permissions then the workflow will fail. Another Improvement in SharePoint Designer 2010 is that it now allows you to edit the out-of-the-box workflows that come with SharePoint. HarePoint or HarePoint Workflow Extensions can be thought as a nitro-boost to your SharePoint Designer workflows. For more information on lookup coercions, see the See Also section. A.Stages B.Actions C.Conditions D.Events E.Loops. The operators that are available depend on what the first value in the condition is set to. Site workflows operate at the site level and are not associated with a list item. This action is initially displayed in a workflow step as Update item in list Use this action to update a list item. The If any value equals value condition is one of only two conditions available when you are working in a site workflow, the other being Person is a valid SharePoint user. (All other conditions in SharePoint Designer 2013 operate on list items, and therefore none of them function in site workflows.). Copy from CurrentItem:Name, starting at 4 for 15 characters (Output to Variable: Copyfrom Char4for15CharOfName). For example, suppose that you have assigned tasks in your workflow to external participants. While editing a workflow: On the Workflow tab, in the Insert group, click Conditions to open the list of workflow actions. The equals (ignoring case) and contains (ignoring case) operators are not case-sensitive. A user has been explicitly assigned only the Full Control permission level for a list, but the condition specifies only the Read level. Copy item in Current Item to Archive Requests, Important: You must have at least one column similar in both the source and destination lists. Record declaration settings govern how records are treated, such as whether they can be edited or deleted, what metadata is applied to the record, and what a record’s retention policy is. Use this action to send an email to a user or a group. For example, the condition If created by contoso\molly does not evaluate as true if the user account is registered as Contoso\Molly. The Start Custom Task Process also allows logic to be built inside of it, but unlike the other two approval actions, it does not come pre-built with what the workflow should be doing at each phase. Note: Anyone editing the workflow in Microsoft Visio 2010 will also be able to view the comments. 2 Check exact list item permissions and Check list item permissions are available only inside an impersonation step. This action is initially displayed in workflow steps as Remove these permissions from item in list. This action displays in a workflow steps as Undeclare the item as a record Use this action to undo any record declaration settings that are applied to a record. Task actions do not have built-in logic. You can define record declaration settings at the top-level site in your site collection. You can define record declaration settings at the top-level site in your site collection. Check list item permissions 2. You can use this action to assign a task to one or more participants or groups prompting them to perform their tasks. This action is initially displayed in a workflow step as Assign to-do to these users. For each instance of size, you can either enter a number or use a lookup. You can specify the user either by entering their user name or email address manually (for example, Olivier@contoso.com) or by selecting the user from among users already listed in SharePoint, Exchange, or Active Directory. Find minutes between CurrentItem:Modified and Today (Output to Variable: Last Modified In Minutes). Use this action to copy n number of characters from the start of a string and stores the output in a variable. In SharePoint … Task actions do not have any special features for a task participant such as task reassignment or change request. Use this condition to discover whether the Title field for an item contains specified text. It enables you to create a custom task form with customized fields. This is commonly used if the person who starts an approval workflow may not have the permissions to approve a document. SharePoint … Refer to the following table for the comparative information between task and approval actions: P For information about when to use these workflows and when to use the actions, see the When should you use approval actions section of this article. You can also build a SharePoint approval workflow without clicking on … The option that you choose for value also depends to some extent on what field is set to. Ask Question Asked 5 years, 10 months ago. Stop workflow and log Workflow exceeded maximum duration. You can supply the fields and values in the new item. When you are working in a site workflow, only the following conditions are available. To search for multiple, alternative keyword texts, you can use logical operators such as**||**( or) and && (and) in either of the following two conditions: If any value equals value and If current item field equals value. In Microsoft Office SharePoint Designer 2007, you used task actions in approval scenarios. Note: If you want an action that stops the workflow and then logs a message to the History list, use the Stop Workflow action instead. Use this condition to discover whether an item was modified by a specified user. There are two types of conditions present in SharePoint Designer Workflow. Participants provide their responses it the fields of the custom task form and, when they are done with the task, click Complete Task on the form. Workflow actions in SharePoint Designer 2010 There are two ways to view the workflow … 3 The file size is a specific range kilobytes and The file type is a specific type are available only in a workflow that is associated with the Document content type, a child of the Document content type, or a library. Click on the Settings icon and then open the Site settings page. Use this action to perform a calculation, such as add, subtract, multiply, or divide two values, and stores the output value in a variable. Copy 15 characters from then start of CurrentItem:Name (Output to Variable: Copy15CharFromStartOfName), Extract Substring of String from Index with Length. The task assigned to the current user is rescinded and the task is then assigned to the new user, irrespective of whether it is a single user or a group. Note: The Start a list workflow has the following issues:> The 'Assignments' type field cannot be used as a parameter when the 2010 workflow has a TaskProcess action in it.> When multiple calls are made to the same 2010 workflow … It can add 300+ actions and conditions to the normal actions provided by SharePoint Designer, thereby multiplying the results and outputs of your SharePoint … Collect Expense report from Marketing (Output to Variable: Marketing Expense Report). Values can be static text, dynamic strings, or lookups to variables, to context information, or to other SharePoint fields. Note: Versioning with minor versions needs to be enabled on the SharePoint list. It replaces an item's current permissions with the new permissions that you specify in the action. Notes: The Set Field in Current Item action is not available when you are working in a site workflow. Permissions held only implicitly (for instance, by a member of a group to which the permissions have been assigned) are not considered by this condition, and neither are the individual permissions held by the specified users and groups. You would probably want to return the string As Date/Time, so that the comparison with Created will return predictable results. Use this condition to discover whether, for the specified list or library, the individual permissions that each specified user and group holds include all of the individual permissions that are included in the specified security level or levels. Some workflow actions are only available when the workflow is associated to a library, such as Shared Documents, or the Document content type. You can use logical operators such as**||**(or) or && (and) in the condition. SharePoint Designer 2010 is the preferred tool to build workflows for SharePoint Server 2010. For example, if a variable in the current workflow doesn't have a user-friendly name, you use this action to add a comment to indicate what the variable does in the workflow. Set Content Approval Status of the Document Set. Following are examples of what the condition might look like in a workflow step. The workflow history list can be helpful in troubleshooting issues with the workflow. Use this condition to discover whether an item was created between two specified dates. This condition is initially displayed in a workflow step as If title field contains keywords. Check list item permission levels 3. It routes a document for approval. There is also the Start Custom Task Process. Start Video Lesson Approval process on Current Item with Variable: Approvers. Use this action to leave informative comments in the workflow designer for reference purposes. Some list actions are available only inside an impersonation step, and others are available only when your workflow is associated with a document content type. Submit File using Move to the Archive:DocumentID Value with The file is ready for archival (Output to Variable: Submit file for archival). In the search box that appears, type text that appears in the name of the condition that you want, such as "created", and then press Enter. These actions are used in the globally reusable workflows Approval – SharePoint 2010 and Collect Feedback- SharePoint 2010 that come with SharePoint Server 2010. This condition is initially displayed in an impersonation step as If permissions for these users are at least these permissions on item in this list. When the users are done, they can click the Submit Feedback button to indicate task completion. Some list actions are available only when you click inside an impersonation step in a workflow. Actions are where the magic happens in a workflow. Once you enter a status value, the entry is automatically added to the dropdown list. The following action appears only when you are customizing the Start Approval Process action, click changing the behavior of a single task, and then click inside the Before a Task is Assigned step. A workflow cannot use custom status values that you define in the action if the action is used inside an impersonation step. Note: This action also appears when you click On Task Completed. Person is a valid SharePoint userFrom within an impersonation step in a site workflow: 1. It deletes all previous versions of the current item, if any. This action is initially displayed in workflow steps as then Delegate this task to this user. Task Behavior Actions, appear only when you customize tasks in pre-built workflow actions, such as Start Approval Process and Start Feedback Process. Use this action to delete an item. This action is initially displayed in workflow steps as Set content approval of item that the task process is running on to this status (run as the workflow author). To be able to use a document set in your library, you have to add the Document Set content type from your library settings page in your SharePoint site. This action is initially displayed in workflow steps as then Insert a task assigned to this user. The action has several different phases built into it that defines task behaviors, task process behaviors, logging to the History Log, e-mail notifications, and completion conditions. You can set the time in hours and minutes and add a current date, specific date or a lookup. When the workflow completes successfully, you can go to the workflow's Workflow History list and see the messages display in the Description column. Following are examples of what the action might look like in a workflow step, Calculate 36divided by9 (Output to Variable:Number of Widgets), Calculate [fx :: Courses*, Filled Seats] plus 1 (Output to Variable: New Filled Seats). Following is an example of what the condition might look like in a workflow step. Although the approval action comes with pre-built logic, it still needs information from your end—such as the users (the reviewers), the order in which the tasks are to be routed to the participants—serial or parallel, and the due dates for task completion. The Full Control level does include all of the permissions that are included in the Approve level (as well as other permissions), and so this time the condition evaluates as True. Actions and conditions that contain the text you typed appear after the text box. re-built These are workflows equipped with in-built logic to give you a start-to-finish approval or feedback experience. This is kind of a special case of Option 1, but … If the new user is a group, and not a single user, then one task is created for each member in the group. Note: Some actions in this category appear only in a particular workflow context. This action is initially displayed in a workflow step as Email these users. Set Variable: Expense report total to CurrentItem:Total. The actions and conditions to choose from are not quite the same in SharePoint 2010 workflows, but the general usage of actions and conditions in a SharePoint workflow … Content approval needs to be enabled in the list in order to be able to use this action. For example, if you used the lookup dialog to set the first value in the condition to a Date and Time data type, such as Created, the Contains operator is not among the available options. The user name and e-mail address are case sensitive. For example, If modified by contoso\molly will not evaluate as true if the user account is Contoso\Molly. You can use the default logic or customize them to meet your needs. For example, suppose you want to add a timestamp to any new customer orders that is added to an orders list. In a SharePoint designer workflow, we can use a person is a valid SharePoint user condition to check whether a specified user is a member of the SharePoint site or not. Gini Courter explains how to design workflows in SharePoint Designer, and eliminate inefficiencies and leverage automation to avoid repetitive tasks. Document sets are a feature of SharePoint Server 2010. Use this action to set content approval of a document set to Approved, Rejected, or Pending. This action is initially displayed in a workflow step as Calculate value plus value (output to Variable: calc). It completes the task without an outcome. By default, when a workflow is started manually it uses the permissions of the person who starts it. This action is initially displayed in workflow steps as End Task Process. Wait for Approval Statusto equal1;#Rejected. Record declaration settings govern how records are treated, such as whether they can be edited or deleted, what metadata is applied to the record, and what a record’s retention policy is. You cannot rename or delete a status value once it has been created. It locks the version of the document set that has the version of documents —major or minor— that you specify in the action. For example, if you used the lookup dialog to set field to a Date and Time data type, such as Created, the Contains operator is not listed as an option. This condition is initially displayed in a workflow step as If the file size is between size and size kilobytes. Note: To be able to define rules and route documents, you have to first enable the Content Organizer site feature in your SharePoint site. Copy 15 characters from then end of CurrentItem:Name (Output to Variable: Copy15CharFromEndOfName). This action is initially displayed in a workflow step as Set time as 00:00 for date (Output to Variable: date). The following actions appear only when you are customizing the Start Approval Process action, click changing the behavior of a single task, and then click inside the When a Task is Pending or When a Task Expires.