How To Create A List Workflow In Sharepoint 2010

Creating a list workflow in SharePoint 2010 can be done using SharePoint Designer 2013, which provides a range of customization options for automating business processes. Workflows in SharePoint are a series of tasks that streamline the movement of documents or items through a predefined sequence of actions aligned with specific business processes.

SharePoint offers built-in workflows that can be utilized for common business processes like project approval or document review. These pre-built workflows can be customized based on specific requirements. Additionally, custom workflows can be developed using SharePoint Designer 2013 or by creating custom code and workflow activities.

When creating a workflow in SharePoint Designer 2013, you can include various workflow actions categorized into core actions, document set actions, list actions, relational actions, task actions, task behavior actions, utility actions, custom actions, and general actions. These actions provide the flexibility to design workflows tailored to the unique needs of your organization.

It’s important to note that SharePoint 2010 workflows were officially retired on August 1, 2020. As such, it is highly recommended to migrate to Power Automate or other supported solutions. SharePoint 2013 introduced a new workflow platform based on Windows Workflow Foundation 4 (WF) and integrated with Microsoft Azure for enhanced automation capabilities.

In summary, SharePoint Designer 2013 empowers users to create and customize list workflows in SharePoint 2010. With an array of workflow actions and the option to develop custom workflows, organizations can streamline their business processes and improve efficiency. When transitioning from SharePoint 2010, it’s essential to migrate to a supported workflow solution like Power Automate to ensure ongoing functionality and compatibility.

SharePoint List Workflow Creation Process

The creation process of a SharePoint list workflow involves several steps, starting with accessing SharePoint Designer 2013 and selecting the relevant list. Once you have opened SharePoint Designer 2013, navigate to the site where your list resides and click on “Workflows” in the left-hand navigation pane. From the ribbon at the top, click on “List Workflow” and then select the desired list from the dropdown menu.

After selecting the list, you can start building your workflow by adding workflow actions. SharePoint Designer 2013 provides a wide range of actions that can be used to automate various tasks. You can add actions such as sending an email, creating a task, or updating list items. These actions can be customized and configured to meet the specific requirements of your business process.

To customize the workflow actions, simply click on the action you want to modify and configure the settings as needed. You can set conditions, specify email recipients, define due dates, and much more. The flexibility of SharePoint Designer 2013 allows you to create a workflow that aligns perfectly with your organization’s unique needs.

Example: Creating a Task

  1. To create a task as part of your workflow, select the “Create List Item” action from the Actions menu.
  2. In the task creation window, specify the task title, assignee, due date, and any other relevant details.
  3. You can also set up email notifications to inform the assignee about the new task.
  4. Save your workflow and publish it to make it available for use in your SharePoint site.

By following these steps, you can easily create a SharePoint list workflow using SharePoint Designer 2013. Remember to thoroughly test and validate your workflow before deploying it to ensure smooth and efficient automation of your business processes.

Advantages of SharePoint List Workflows Disadvantages of SharePoint List Workflows
  • Easy to create and customize workflows.
  • No coding knowledge required.
  • Integration with other SharePoint features.
  • Can be triggered by various events.
  • Limited functionality compared to custom workflows.
  • May require additional training for complex workflows.
  • Performance issues with large lists or complex processes.
  • Not supported in SharePoint 2019 and later versions.

Customizing SharePoint List Workflows

SharePoint Designer 2013 offers a range of customization options for SharePoint list workflows, allowing users to add and customize workflow actions based on their specific requirements. When creating a list workflow, users can access SharePoint Designer 2013 and select the desired list they want to automate. From there, they can add workflow actions that define the sequence of tasks and actions to be performed.

The customization options in SharePoint Designer 2013 are extensive, with various workflow actions available under different categories. Core actions, document set actions, list actions, relational actions, task actions, task behavior actions, utility actions, custom actions, and general actions provide users with a wide range of choices to customize their workflows.

With the flexibility of SharePoint Designer 2013, users can create workflows tailored to their specific business needs. Whether it’s automating project approval processes or streamlining document review workflows, SharePoint Designer 2013 allows for seamless customization. By defining the workflow actions according to the desired business process, users can ensure efficient and effective automation of tasks and actions within their SharePoint environment.

It’s important to note that SharePoint 2010 workflows have been retired since August 1, 2020. To stay up-to-date and take advantage of the latest features, it is recommended to migrate to Power Automate or other supported solutions. These modern alternatives provide enhanced capabilities for workflow automation and integration with Microsoft Azure, offering a robust and future-proof solution for businesses.

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