Category: SharePointRead time: 4 MinsPublished on: 07 Oct 2024

How to create a workflow in SharePoint: A guide for beginners

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Creating workflows in SharePoint can streamline your business processes. Workflows can automate your repetitive tasks and make it easy for you to conduct business. This guide can help you understand and create simple workflows if you are very new to SharePoint. Alternatively, you can also approach our SharePoint consultants to help you with creating and customizing workflows for you.

What is workflow in SharePoint?

A SharePoint workflow is a set of instructions that perform tasks in a predefined sequence. Workflows can help you automate repetitive processes like approvals, notifications, and status updates. To know more about SharePoint workflows, visit our blog, Types of SharePoint workflows and its benefits.

Do I need permission to create workflows in SharePoint?

Yes, you need permission to setup workflows in SharePoint. You will need at least Design or Full Control permissions on the site. Request you SharePoint administrator for necessary permission If you do not have one already.

SharePoint workflow development best practices

To create a workflow in SharePoint

Define Objectives

  • Before building a workflow, outline the goals.
  • Determine what you want to achieve.
  • Is it a document approval, task notifications, or automating repetitive tasks.
  • Clear objective is must for creating a workflow.

Identify the Process and Participants

  • Map out the steps involved in your workflow.
  • Identify all stakeholders who will be involved in the process.

Design the workflow

Plan the workflow's structure.

  • Trigger - The events that initiate the workflow (file upload, status change).
  • Action - The specific tasks the workflow will perform (sending emails, moving documents).
  • Conditions - The rules that dictate when and how actions occur (send notifications when a document is marked "complete").

Workflow Engine

Choose one of the following workflow engines.

  • SharePoint Designer - A visual designer for creating and customizing workflows.
  • Power Automate - A cloud-based platform for automating workflows in SharePoint.

Create / Customize Workflow Templates

  • Select a pre-built template from SharePoint Designer or Power Automate.
  • Customize by adding or modifying actions, conditions, and other elements to match your specific needs.

How to create a workflow in my SharePoint site

  1. Navigate to the List or Library
  • Go to the SharePoint site where you want to add the workflow.
  • Click on the list or library where you want to implement the workflow.

 

  1. Access Workflow Settings
  • Click on the Settings gear icon.
  • Select List settings (for lists) or Library settings (for libraries).
  • Click on Workflow settings under Permissions and Management.

 

  1. Add a Workflow
  • Click on the Add a workflow button.
  • Select the appropriate workflow template based on your requirements.
  • Approval, Collect Feedback or Collect Signature.

 

  1. Configure Workflow Settings

Customize the workflow settings as needed.

  • Name - Give the workflow a descriptive name.
  • Description - Provide a brief explanation of the workflow's purpose.
  • Initiator - Specify who can start the workflow.
  • Participants - Define the individuals involved in the workflow.
  • Task List - Choose the task list where workflow tasks will be created.
  • Start Options: Determine how the workflow will be started.

 

  1. Define Workflow Steps

Using the workflow designers like SharePoint Designer or Power Automate, add and configure the necessary steps.

  • Actions - Specify the tasks the workflow will perform.
  • Conditions - Define the rules that determine when actions are executed.

 

  1. Test and Activate
  • Test the workflow to ensure it functions correctly.
  • Activate the workflow to make it available for use.

 

  1. Pro Tips
  • Consider using Power Automate for more complex workflows. It offers a more flexible and customizable approach.
  • Seek assistance from a SharePoint consultant if you're unsure about workflow design.
  • Regularly review and update your workflows. Ensure they align with your changing business needs.

How to create an Approval workflow in SharePoint

Navigate to the List or Library

  • Go to the SharePoint site where you want to add the approval workflow.
  • Click on the list or library where you want to implement the workflow.

Access Workflow Settings

  • Click on the Settings gear icon.
  • Select List settings (for lists) or Library settings (for libraries).
  • Under Permissions and Management, click on Workflow settings.

Add an Approval Workflow

  • Click on the Add a workflow button.
  • Select the Approval template.

Configure Workflow Settings

  • Name - Give the workflow a descriptive name.
  • Description - Provide a brief explanation of the workflow's purpose.
  • Initiator - Specify who can start the workflow.
  • Approvers - Define the individuals or groups responsible for approving documents.
  • Task List - Choose the task list where approval tasks will be created.
  • Start Options - Determine how the workflow will be started.

Define Workflow Steps

  • Approval Stage - Set up the approval stage. Specify the approvers and their order.
  • Approval Actions - Configure actions to be taken when a document is approved or rejected (send notifications or update document status).
  • Task Assignments - Assign tasks to approvers, including deadlines and instructions.

Pro Tips

Parallel or Sequential Approvals

  • Decide whether approvals should be obtained sequentially or in parallel.

Custom Approvers

  • You can assign custom approvers based on document properties.

Escalation Rules

  • Define rules for escalating approval requests if they are not approved within a specified timeframe.

Notifications

  • Configure notifications to inform participants about their approval tasks.