Workflows are defined as the series of task to accomplish one specific goal. It provides the roadmap which needs to be followed to achieve the desired outcome. In the context of SharePoint, it is defined as the automated movement of documents of a business process followed by a series of actions.
Creating Workflows in SharePoint can help to streamline business operations and minimize the chances of errors. You can gain insights into who is running the operation, what is the process and take follow-ups of the task. For instance, if you are initiating a project with a huge team and it has several departments that need functioning. It’s only by creating workflows in SharePoint that you can reach the results. Also, you will get to know how your team is working on the project.
To create workflows in SharePoint there isn’t a specific method, you can achieve it in six different ways. If you are a SharePoint user you must have come across these methods. If you haven’t then don’t need to worry because below we will discuss six ways to create workflows in SharePoint.
6 Ways to Create WorkFlows in SharePoint
Option 1: Approval Workflow
Approval Workflow is one of the simplest workflows in SharePoint and certainly the most famous. It is operated by routing a SharePoint content to all the designated approvers who further deny or approve the content. The process can be either sequential or parallel. One good thing is that you can get the Approval Workflow when you install SharePoint.
Scenario: You start a project, and you assign tasks to your team members. Your team members get the email notifications, they review the task and work on it. They further complete the task and submit the document. The document is then sent to the manager and when he approves the document he sends it to the director. This is how the approval chain works. You can also control content approval in a library or list by using Approval Workflow.
Option 2: Status Workflow
In Status Workflow, the status of the document is automatically updated. It changes the status of the document based on the condition set. The status is updated sequentially that is when one process is achieved, then the cycle moved to the new process.
Scenario: Taking the Approval Workflow scenario, the team uploads the document and create workflow in Sharepoint. A status workflow marks the document as ‘draft’ and when the other member reviews the document it marks as ‘being reviewed.’ As the manager received the document and approves the status will automatically be marked as ‘approved’ and in case if he rejects the document that status will be marked as ‘rejected.’
Option3: List Workflow
If you are looking for ways to create workflow in SharePoint, you can do it simply by using List Workflow by following these steps:
- Create a Custom List
- Open the list in SharePoint Designer and click on Workflow
- Select the List Name and choose the options from the menu.
- Enter the workflow name and click OK.
- Now, select the condition of the workflow from the top navigation and create logic as per your requirement.
- To end the workflow select action from the navigation and select Go to a stage.
- Select ‘End of Workflows’. You can also check for errors by selecting ‘Check for Errors’ from the navigation and then Save and Publish it.
Option 4: Automation Workflows
Automation Workflow is better than all the workflows defined above. It allows you to automate processes based on what’s happening in the SharePoint environment.
Scenario: When a document is uploaded in Sharepoint, it is tagged as ‘draft.’ But as soon the approver approves it needs to be moved in the folder named “Statements of Work – Published.” By using Automation Workflow you don’t need to move it manually because it automatically shifts the document for you.
Option 5: SharePoint Designer
SharePoint Designer is a free tool available that help to build complicated workflows with multi-stage and parallel-serial approvals. It is one of the widely used approaches because it provides the user with a wizard-like experience. Users who are not programmers can also implement workflow using Sharepoint Designer.
Option 6: Custom Workflows
If you are looking for more flexibility to create workflows in Sharepoint you can customize the layout using tools like Sharepoint Designer. It let you create mini-programs that are tailored to unique business needs. If you want, you can use the combination of the approval workflow, status workflow and more.
There are endless possibilities in a custom workflow. It helps you to extend SharePoint capabilities and also gain maximum output by process and cost automation. If you are looking to customize your workflow start with these options:
- Helpdesk ticket management
- Inventory tracking
- Sales lead pipeline review
- Compliance support
- Meeting planning and management
Create Workflows in SharePoint and Extend Maximum Possibilities for your Organization
Enabling SharePoint Workflow helps to automate your business process and improve efficiency overall.
Code Creators, as a SharePoint Development Company offers comprehensive SharePoint Workflow Development Services that upscale your business growth. If you are willing to learn more about it you can seek our consultants or experts help by contacting us.