Streamlined SharePoint document workflows are the backbone of efficient operations in modern businesses. From task approvals to data synchronisation, workflows automate and simplify repetitive processes, enabling teams to focus on strategic initiatives.
While a SharePoint site is already an excellent collaboration tool for document management, team coordination, and information sharing, integrating workflows elevates its functionality significantly. Adding workflows to your SharePoint site allows businesses to automate tasks, improve accuracy, and boost productivity by eliminating manual errors. It also ensures compliance and provides a clear audit trail for business-critical activities, adding a layer of transparency.
In this article, we will explore how to create a workflow in SharePoint effectively. Whether you are a SharePoint administrator looking to enhance your site’s capabilities or an IT manager seeking to improve operational efficiency, this guide will walk you through the process step by step. Let’s dive into the nuances of workflows and discover how they can revolutionise your business operations.
Why Are Workflows Essential?
Workflows enhance productivity by eliminating manual steps, reducing errors, and improving task tracking. They ensure that they complete critical tasks on time and inform all stakeholders of their responsibilities. Moreover, they provide a standardised framework that aligns with company policies and compliance requirements.
Are you looking for specific SharePoint requirements?
Types of Workflows in SharePoint
SharePoint supports various pre-built workflows tailored to different business needs, such as:
Approval Workflow: Used to route documents or items for approval. This is commonly used for purchase requests, leave applications, and policy updates.
Feedback Workflow: Gathers feedback from multiple stakeholders, ensuring collective input on a document or item.
Dispositions Workflow: Helps manage the retention and disposal of documents according to compliance policies
Three-state Workflow: Tracks the status of a project or item through three phases, such as In Progress, Under Review, and Completed.
Document Review Workflow: Facilitates the review process for documents in SharePoint document workflow, allowing multiple users to provide input.
Custom Workflows: Designed using tools like SharePoint Designer or Visual Studio to meet specific requirements, such as automating multi-tiered approval processes or integrating with external systems.
…and more.
By understanding these workflows, businesses can choose the right approach to automate their processes efficiently. The ability to tailor workflows to specific scenarios makes SharePoint a versatile tool for workflow SharePoint management.
How to Create a Workflow in SharePoint Site Directly
Creating a workflow directly within SharePoint involves using its built-in functionality. This method is suitable for basic workflows that require minimal customisation. Follow these steps to create a workflow in SharePoint for a list or library:
Prerequisites:
Here are a few things to remember before you begin.
- Ensure you have permission to add workflows.
- Make sure that you activate workflows in Site Collection Features:
- Log in as a SharePoint owner.
- Navigate to Settings > Site Settings > Site Collection Features.
- Activate the Workflows feature if not already active.
- If it is already activated, it will show as Active, and you will see a button to Deactivate it.
Once you have done that, let’s proceed and understand how to create a workflow in SharePoint.
Steps to Create a Workflow:
- Navigate to the Target List or Library
- Open the list or library where you want to create a workflow.
2. Access Workflow Settings
- Click the Library or List tab.
- Navigate to Workflow Settings > Add a Workflow.
3. Configure the Workflow
- Define the workflow type (e.g., Approval Workflow).
- Assign a name (e.g., SharePoint document workflow for approval), then select a task list, and specify the History list.
- Set workflow triggers (e.g., on item creation or modification).
- Click Next.
4. Define Workflow Behaviour
- Specify approvers and any CC recipients.
- Define conditions and rules for workflow completion.
- Save the configuration.
5. Start the Workflow
- Select an item in the list or library.
- Click the three dots (ellipsis) > Advanced > Workflows. The page will redirect you to all the created SharePoint workflows.
- Select the workflow you created and click Start.
Note: If approvers encounter issues with email links, they can manually approve tasks via the SharePoint library. This flexibility ensures that SharePoint document workflows remain effective even in cases of technical difficulties.
Need More Than Just a Workflow? We Can Help
From workflows to fully customised features, our SharePoint development services empower your organisation to do more and achieve more.
How to Add a Workflow Using SharePoint Designer 2013 App
For more complex workflow, SharePoint Designer 2013 provides advanced customisation options. This tool allows you to design workflows that cater to specific organisational needs, including multi-step approvals and conditional logic.
Prerequisites:
- Install SharePoint Designer 2013 from the Microsoft Download Center.
- Configure SharePoint Workflow Manager for your site.
Note: SharePoint 2013 Designer is the most recent version of SharePoint Designer. It allows you to connect to SharePoint 2013, SharePoint 2016, SharePoint 2019, and SharePoint Online in Microsoft 365.
Steps to Create a Workflow in SharePoint using SharePoint Designer:
- Open SharePoint Designer
- Navigate to Windows Start Menu > SharePoint Designer.
2. Connect to Your SharePoint Site
- Open your SharePoint site via SharePoint Designer by navigating to Open Site > Enter your site URL > Open.
3. Create a Workflow
- Go to Site > Workflows.
- Choose List Workflow, select the target list, and click OK. You can also create a Reusable Workflow or Site Workflow instead.
4. Design the Workflow
- Add actions, conditions, and stages using the ribbon.
- Configure each element to define the workflow’s behaviour.
- Publish the Workflow
- Save and publish your workflow to make it available in SharePoint.
Note: This approach provides a highly customisable solution for organisations that require workflows tailored to specific processes.
Want SharePoint to Work Exactly the Way You Need It To?
Workflows are just the beginning. Our SharePoint development services can provide the expertise to create tailored solutions that fit your business like a glove.
How to Add a Workflow Using Visual Studio 2012 App
- Open Visual Studio
- Create a new project by navigating to Templates > Visual C# > Office SharePoint > SharePoint Solutions > SharePoint 2013 Project.
2. Add a Workflow
- Choose Add New Item > Workflow under the Office SharePoint category.
3. Design the Workflow
- Use the designer surface to define the workflow logic.
- Leverage the custom toolbox for elements like tasks, conditions, and loops.
4. Deploy the Workflow
- Build and deploy the workflow to your SharePoint site. Make sure to configure all dependencies correctly to avoid deployment errors.
Conclusion
As we have explored throughout this guide, the ability to create a workflow in SharePoint opens up countless possibilities for business process automation and efficiency improvements. From a simple approval process to a complex enterprise-wide workflow, SharePoint provides the tools and flexibility needed to transform your business operations. Whether you choose to create a workflow directly in a SharePoint site or leverage tools like SharePoint Designer or Visual Studio, the result is a streamlined process that saves time, reduces errors, and boosts productivity.
At Neologix, we specialise in helping businesses harness the full potential of SharePoint. With over two decades of expertise, our team provides tailored solutions to meet your unique requirements, ensuring minimal disruptions and maximum impact. Our experts will work closely with you to design custom workflows that align perfectly with your organisational goals.
Take the first step toward efficiency and transform your business processes with SharePoint workflows. Contact us today at info@neologix.ae or +971-521043226 for a detailed consultation.
