A SharePoint Workflows tutorial by Peter Kalmström
When
a department handles several orders, quote requests, survey
results or other information that is received via an online
form, it is convenient for the handler to have the forms
data transferred to one SharePoint task list.
In the demo below, Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to create
three workflows that send data from three order forms on
a SharePoint site to a SharePoint tasks list.
One of the benefits of using workflows like this, is that
you don't have to create extra columns for all the different
order needs. For example, you don't need to create a column
in the task list to contains the Computer Size. That
info is fetched from the form and transferred into the Description
of the task that is created.
Peter has three different forms, and data from all three
should be transferred into a tasks list. The forms need
one workflow each, but instead of creating three workflows,
Peter only creates the workflow for the first form from
scratch. Then he creates the other two by copy and paste
and just changes the details so that they fit the other
two forms.
Workflows that sends data from a SharePoint form to
a SharePoint list
We recommend that you test the first workflow before you
start copying and creating the two others.
Create a 2013 list workflow for the first form/list.
Go to the end of the workflow.
Add the Action 'Create List Item'. Select the Tasks
list.
Among the fields that are loaded, select Title
and click on Modify.
Click on the ellipsis at To this value to build
a string: Type New and add a lookup for Type of
Computer. Type for and add a lookup for User.
Return the field as Display Name.
Click on Add and select the Description column.
Build a string: type User and add two lookups for
User, one with the return field Display Name and
one with the return field Email Address. Write Type
of computer and add a lookup for Type of Computer.
Type Comment and add a lookup for Comment.
Set the workflow to start automatically when an
item is created.
Check, publish and test the workflow.
Create a 2013 list workflow for the next form/list.
Go to the end of the workflow.
Open the tab for the earlier workflow and copy the
action. Paste it in the workflow.
Click on Tasks and modify the title and description
so that they contain dynamic content from the second
list instead.
Create a new workflow for the third form, copy the
action from the first workflow again and change the
parameters.
When
a department handles several orders, quote requests, survey
results or other information that is received via an online
form, it is convenient for the handler to have the forms
data transferred to one SharePoint task list.
