the first demo below Peter Kalmström, kalmstrom.com CEO
and Systems Designer, describes an easy way to use a
workflow for approvals of new or changed library items.
The workflow can also be used in lists.
Peter uses a SharePoint workflow that is built-in and does not
require SharePoint Designer. To use this workflow, you
first have to
enable approvals in the list or library where you
want the workflow to run.
Activate workflows feature
SharePoint has a few built-in
workflows that can be used in document libraries. To use
them, you first have to activate the Workflows feature
under Site settings >Site collection features.
Select workflow for library
When the Workflows feature has been activated, you can
add a built-in workflow to a list, library, or content type. In this case we are using the document library created in the previous tutorial.
In the library settings, open Workflow settings, click
on 'Add a workflow' and select the Approval workflow.
The last step is to give a name to this specific
instance of the workflow at configure the workflow.
There is a possibility to set approval stages, so that documents are first approved by one or several people at one level and then moves to the next level of approval.
The Approval workflow creates a task assigned to the approver
In the demo below, Peter shows the setup and gives an
example by creating a new file and approving it. (In
production, this should of course be done by different
A drawback with the built-in workflow is that the
library does not show the name of the person who has
approved the document. You have to go into the workflow
page for that. Another problem might be that you cannot specify
a condition for the workflow to run, for example only
for a specific file type, and users who can start the workflow manually
will also be able to change the workflow settings.
It is not difficult to remove the workflow from the
library. Peter shows how to do it in the demo below.