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
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 people!)
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.