A SharePoint Workflows tutorial by Peter Kalmström
A
workflow must always have a trigger, something that starts
the workflow. In the demo below Peter Kalmström, CEO and
Systems Designer of kalmstrom.com Business Solutions, gives
an introduction to the triggers that are available when
you create a workflow in
SharePoint Designer.
A workflow can be started manually or automatically, depending
on what you want to achieve with the workflow. A manual
trigger is normally used when the workflow should be run
at irregular occasions that cannot be decided in advance.
Manual triggers
Select an item in a list or library that has at
least one workflow. Open the Workflows page (ellipsis >More >Workflows),
and, under 'Start a New Workflow', click on the workflow
you want to start .
Create a button that starts the workflow. This in
done in SharePoint Designer, via the 'Custom
Action' button. Select 'View Ribbon' for a button under
the ellipsis in the command bar or ribbon and 'List
Item Menu' for a button under the ellipsis at the item.
Automatic triggers
Two types of workflows can be created in SharePoint Designer:
SharePoint 2013 workflows and SharePoint 2010 workflows.
The SharePoint 2010 workflows give an extra trigger possibility
that is not available in SharePoint 2013 workflows.
Both workflows give these options for automatic start of
a workflow:
when an item is created
when an item is changed
when a specified field in an item gets a specified
value.
The options can be combined, so that the workflow is run
both when the item is created and when the item, or just
a specified field in the item, is changed.
SharePoint 2010 workflows have an additional option: to
set a time when the workflow should be run.
In this case the SharePoint 2010 workflow is first created
in SharePoint Designer, and then a retention stage
is added in the list/library settings under 'Information
management policy settings'.
Specify a time and select the action to be 'Run a workflow'.
That will give you a selection of your 2010 workflows, so
that you can decide which one should be run.
In the demo above Peter makes a mistake when he starts
creating the 2013 workflow. He says that he sets the
workflow to end under 'Transition to stage', but instead
he sets it to 'Stage 1'. This error does not affect
the triggers he is describing in any way, so please
ignore it.
A
workflow must always have a trigger, something that starts
the workflow. In the demo below Peter Kalmström, CEO and
Systems Designer of kalmstrom.com Business Solutions, gives
an introduction to the triggers that are available when
you create a workflow in
