Getting started with Workflows in SharePoint 2010

  • Getting started with Workflows in SharePoint 2010 thomas.stock

    I'm a starting sharepoint developer asked to implement the following scenario in sharepoint 2010. We're a bit lost on the best approach to get started.. I'm really struggling to find the best practise solution.

    This is the requested flow:

    • A user can make a request with a title and a description.
    • A mail gets sent to the representative with a link to a form.
    • A representative can approve or reject the request.
      • If approved: A mail gets sent to Board with a link to form
      • If rejected: A mail gets sent to the user with the message that it has been rejected.
    • when the request was approved by the representative, the board can approve or reject the request.
    • A mail gets sent to the user and the representative with the descision of the board.

    So the list has the following fields:

    • Request title
    • Request description
    • Representative approval
    • Representative description
    • Board approval
    • Board description

    The user should see the following form:

    • Request title (editable)
    • Request description (editable)

    The representative should see the following form:

    • Request title (read-only)
    • Request description (read-only)
    • Representative approval (editable)
    • Representative description (editable)

    The Board should see the following form:

    • Request title (read-only)
    • Request description (read-only)
    • Representative approval (read-only)
    • Representative description (read-only)
    • Board approval (editable)
    • Board description (editable)

    My questions:

    • What tool is most appropriate for making the forms? Infopath? SPD? VS2010? How do I handle rights to make sure only the board can access the board edit form?
    • What kind of workflow do I use? When do I start the workflow(s)? What do I use to develop the workflow(s)?
    • How do I handle rights when showing the listview with all requests?
    • How can I build the links in the mails sent to the different groups.

    Thanks in advance for any advice.

  • The first thing that you must check is which version of SharePoint 2010 it will run on and which version of office your users have. It may be that InfoPath is not an option.

  • With regards to the Workflow part, the good news is that with 2010 you have more flexibility. It might be a good idea to prototype the workflow in SharePoint Designer 2010 and then later if you need to do a more robust workflow you can import it into VS 2010. Just be aware, once it goes into VS, there is no option to export it and bring it back to SharePoint Designer. The workflow can set the specific permissions needed at each step so that only the appropriate people can read or edit the document based on its status.

    For the forms part, I think more people will look closer at InfoPath than they did in 2007. They are fairly easy to develop, and there is a lot you can do. There are limitations though so I still lean more towards VS. If the data collected is simple enough, you may just be able to use a regular SharePoint list to collect the data without needing to develop an actual form.

    For the emails, there i a property in the list or library and it can be added to the emails.

workflow custom-form infopath
Related questions and answers
  • I have an InfoPath form embedded in a MOSS 2007 page. The form is for requesting approval for a project. The submit button submits the form data to a form library. That triggers a workflow to get approval for the request. So far, my workflow uses the "Collect Data From User" action and the "Send and email" action. I configured data collection option so that there are two inputs: two radio buttons for approve/reject and a comment field. I built the email body and subject using dynamic strings and variables from the form data. I would like this approval process to be simple for the person

  • I have an InfoPath form that starts a workflow (on item created). The business requirement is that after submission form must be read-only (no changes to the initial request can be made). However workflow must change certain properties of the form (e.g. approval time, approval phase etc.). By default SharePoint workflows run under initiator account, however I am wondering would you recommend creating an event handler that is going to kick start a workflow under system account. Workflow would than be able to revoke all the contribute privileges but still be able to update the form during

  • Scenario: User has 'Contribute' rights on a List. User creates a new ListItem on this List. User should only be able to edit or delete his own ListItems. How can I define that only the Owner (Created By) should be able to edit or delete this ListItem ? I was thinking about using an xslt if-statement with: ddwrt:IfHasRights(...) 'Created By' == 'Current User' Is this correct ? Or are there easier ways to do this ? See this page for a complete overview from all Rights.

  • sorry if this is a noob question, but I have to start somewhere! I'm working with Sharepoint 2007. I have a custom content type, Room Booking Event. When one is created, I want to start a workflow... there in Outlook (using an InfoPath form?) If thats not possible, I could include a link to the content approval page I'm really not sure where to start here. I have had a look at the OOTB approval... around Sharepoint Designer 2007, but I can't figure out how to email an InfoPath form with the event details and an 'apprve/reject' button. Grateful for any advice. Thanks!

  • SharePoint workflow by nature is document centric in that you have to have a 'thing'; A object for the workflow to run on. This object can be a document, form or simple list item but this thing has to exist as the anchor and context of the workflow. What I've started thinking about is a more abstract sort of workflow and how it would be useful in SharePoint. Workflows are user driven processes... the user find other related documents generated in the workflow. I find that all this rapidly gets messy in trying to retrofit this different type of workflow into SharePoint. There are ways and means

  • I am newbie in SharePoint 2010. Here is what I'm trying to do... I have portal users (active directory integrated). A user from x department will fill an employee request form which includes 4-5 textboxes and possibly a combobox. After he/she fills the form the related department's manager approves or rejects it. That's all. I have a SQL table which includes the user's department, email and department manager info so that I can map user from AD account name. User's manager is not found on AD in our structure. So how can I achieve this? Thanks for any help.

  • . Which one will make itpossible to create a rich user interface? Develop on Sharepoint Foundation 2010 or Sharepoint Server 2010? I've seen differences in services they support, but since I don't have... on the BCS level within Sharepoint then, but I'd still need my rich custom controls, that would display data in unusual ways. What about sandboxed solutions? Is this something I should use...I'm about to start developing a custom business application on top of Sharepoint 2010. I haven't done anything on this product but client insists on it so I don't have a choice. Application info I

  • I have a requirement to design a multi level approval workflow using SPD 2007. The workflow has three levels of approval. If the 1st or 2nd or 3rd level of approvers rejects the task it should go back to the previous level of user to continue with the same workflow instance. The workflow should not stop since when the InfoPath form is updated in the Forms library, a new WF instance... steps in an approval workflow using SPD 2007. Is it possible to use any custom actions to do this?

  • that user opening it may get it returned to them as read-only, often other users, even multiple other users, can click the button and the spreadsheet will open for them in edit mode! Questions: What... to them by SharePoint as read-only (so they will get the above error message). However, often they are demonstrably the only user to have accessed the document - in fact, sometimes this will happen... user can open it for editing? Is there any way through the SharePoint UI or APIs to tell who SharePoint thinks has the document open for editing (although in some cases that seems like it is going

Data information