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SharePoint 2013 Workflow for E-mail to High Prio Assigned

A SharePoint Workflows tutorial by Peter Kalmström

SharePoint Designer iconWhen you create a workflow in SharePoint Designer 2013 you can choose between a SharePoint 2010 workflow and a SharePoint 2013 workflow. In the previous demo Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, showed how to create a SharePoint 2010 workflow that sends e-mail notifications to users who are assigned high priority tasks.

In the demo below Peter shows how to do the same thing with a SharePoint 2013 workflow. For a simple workflow the SharePoint 2010 platform can be easier to use, but in general SharePoint 2013 workflows have new features that allow you to do more without having to use code. Some things are however only possible with the 2010 workflow.

Important differences in SharePoint 2010 and SharePoint 2013 workflows

  • The SharePoint 2013 workflow has another view in addition to the Text-Based Designer. If you have Microsoft Visio installed, you can also use the Visual Designer view. In the next demo Peter shows how to use the Visual Designer view.
  • The SharePoint 2013 workflow has a Stages concept, so you build the workflow in stage after stage. Each stage can hold one or more Actions.
    Between each stage there is a transition, where you decide if the workflow should go to another stage or end the workflow. You have to use this transition even if the workflow only has one stage. (In that case the transition will be to go to the end of the workflow.)
  • The two Common Conditions of the SharePoint 2010 workflow have been merged into one in the SharePoint 2013 workflow.
  • There are no impersonation steps in SharePoint 2013 workflows and therefore no actions allowing you to modify permissions on items.
  • You cannot build a re-usable workflow and connect it to a specific content type in 2013 workflows. They can only be built to connect to all content types.
  • Only SharePoint 2010 workflows can be started from a timer, what is known as a Retention Stage rule.
  • Only SharePoint 2010 workflows can send e-mails to people outside the tenant.

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