Workflow

Run Workflow on All List Items

danielle_t — Wed, 05 Apr 2023 14:36:09 GMT

I am looking to run a SharePoint 2013 workflow on all of my list items (just once). Currently, I have only ever created workflows that run when a list item is created or changed. Is there a way to start a workflow so that it will run through every item on the list when initiated? Thanks

SPD 2013 Workflow Customizations

JohnSM — Thu, 02 Jun 2022 20:37:38 GMT

I want to add fields to the Task Assignment email to include fields from the list. When I do that, error says 'lookup defined is not guaranteed to return a single value'. How do I get around that? I want to include the field, only if it has data. I want to include any attachments in the Task Assignment email. Right now you have to go to the list item to view the attachment. Can the Task Assignment page be customized to include fields from the list? Now it only display Task related fields. Thanks for any tips or suggestions. John

Disable Infopath amount rounding

lionheart2308 — Tue, 26 Jan 2021 14:28:19 GMT

hi,

i have a simple infopath form that has multiple fields set as Number in the List setting.

when i run the form and i type 0.5 and hot enter, the value becomes 1

any value that is below 1 (e.g. 0.2 or 0.5 or 0.07) all turn to 1

i need to be able to type 0.5 and have displayed as 0.5 and not 1

please help

thank you

Altering the 'From' or 'Reply To' field of an Email from a SharePoint designer Workflow

merley72 — Wed, 19 Feb 2020 19:14:16 GMT

Hi there, Is it possible to alter the name included in the 'From' field of an email created from a SharePoint Designer workflow? Currently it seems to be a generic name of sorts which includes the site or subsite name plus 'no-reply@sharepointonline.com' as an element. I've looked quite hard for this one as I would have though it ought to be possible to state either a return address specifically in the workflow itself or at worst, within the library /list from where it was run. Any help will be greatly appreciated as always. Thanks in advance - Alan C.

How to count entries in rich text field as items, keep running tally

marvin_wool — Tue, 14 Jan 2020 04:35:49 GMT

I'm looking to find a way to count entries in a rich text field and then use that total number of entries and keep a running tally if possible.

SharePoint Designer Workflow not emailing to form that had previous data connection

Big E — Thu, 14 Nov 2019 19:23:45 GMT

I recently migrated an InfoPath form library from SharePoint 2010 to Office 365. During this transition I had to recreate one of the data connections. The name of the data connection remained the same and I updated the fields in the form to take the values of the new data connection. This is working as expected for new forms and emails are being sent to the values being supplied. This is not working however for any form that was created prior to the migration. For example, I have an data connection that supplies the email addresses of selected value. It will show as username@domain.com for new forms. The old form is still showing the value of domain\username. I went in and manually updated the xml of one of the forms, saved and uploaded. It showed the new value until the form was opened and saved again. After that it reverted back to the old domain\username. I don’t see where this could be referenced in the form unless it’s in the manifest.xsf file. This affects roughly 4k + forms and I am under some serious pressure to get this fixed. Any help would be greatly appreciated

Infopath 2013 and Sharepoint Online Flow

Stuart Shutts — Wed, 23 Oct 2019 18:05:21 GMT

My organization is leaning towards not using Nintex in SPO and i have been tasked with converting Nintex to Flow for Infopath forms and document libraries. i cannot find any information even on how to create a flow that can send the site owners an email if a form is submitted with a field value. Can Flow be used in an Infopath form library?

Restrict user to approve Only once.

Prasad86 — Wed, 28 Aug 2019 15:33:38 GMT

I have problem with approval workflow. I created simple form which send form to user for approval. I sent form as attachment to user for approval I am able to send form over email data connection to approval. User able to approve the form. Approved form is successfully submitted to sharepoint Library. My problem is User able to open that email and able to approve over and over. Is there any way we can restrict user to approve only once.

workflow to assign permission of person in peoplepicker to list item

dan508 — Thu, 02 May 2019 16:33:46 GMT

Hi all. I have an InfoPath form that uses the people picker object on it. how can I give the person in the people picker permission to the list item through the workflow? simply calling the http web service with "/addroleassignment(pricipalid='[%Current Item:Account ID%]',roledefid=1073741829" doesn't work :( Hope this can be done! all resources on the internet require that the user you want to assign is a static user and are able to specify the principalID. nothing about assigning permissions to users in the people picker! Thanks in advance, Dan

Hey, you aren't the right approver!!

jriker1 — Mon, 22 Apr 2019 23:59:33 GMT

So I created a workflow in Infopath and Designer that requires 5 approvers. However I think I'm missing something but without getting to into the form, I think anyone can approve this thing? So user fills out the form, it gets submitted everytime to me first. I review it, update some things, approve and goes to the next approver. All done with email notices. However correct me if I'm wrong, but can't anyone go to the form and technically approve it? Sure it will show in the form they did the approval but not sure that's the point. Is there any way to limit a form approval to the individual who is currently set to approve it? Guessing maybe some kind of condition where the current logged in user matches the username() or something show the button? Best of course would be the form doesn't even show if they aren't the approver but will settle for any level of control on this. Thanks. JR

Submit rules trigger if form not complete

jriker1 — Mon, 22 Apr 2019 23:47:30 GMT

So I have an infopath form, not sure if being infopath matters, however as part of the form submit, it sets the next approver and changes a form status from New to Approval. I also have a number of things hidden until the approval process starts. Problem? Well when I leave the form blank, and hit submit, it triggers the rules to set the variable values, but the form then errors in SharePoint and now I see things I shouldn't and even though the form isn't submitted, the variables are now set that the form in in the Approval process and it's assigned to the first approver. This seems to be a general thing I have never seen anyone tackle. Is the rules supposed to be triggering if the submit action fails due to required fields? Do I have to set some additional conditions that if everything required in the form is not containing something don't trigger the actions? Thanks. JR

How workflow see the condition [Modified by a specific person]?

zakaria.botros — Fri, 29 Mar 2019 14:05:55 GMT

The condition [Modified by a specific person] is very powerful. I need to use it a lot to check-out the document to a user, the moment he " this specific user" open the document. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ The problem is : the document considered modified when it is saved . Right ? . So, the condition [Modified by a specific person] will not be true unless the user already opened the document and save it . this is not what i want . I need the document to be checked-out the moment it will be opened by the user . +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Questions : - when the document considered modified, ( moment of opening or moment of saving) ? Am I right about my understanding explained above ? - If the document will considered modifying by the workflow in the moment of saving , Do you know any alternative solution to achieve Checking-out the document the moment a user open it ?

Sharepoint workflow doesn't show all Infopath promoted fields

lgeleyns — Thu, 03 Sep 2009 13:19:19 GMT

I'm trying to setup a document workflow with Sharepoint Designer 2007. I have designed a form with Infopath 2003 and published this form on a Sharepoint site. All fields of the form show up in the Sharepoint list (though not "clickable" in the settings). While making the workflow, it is possible to use all the fields in the Conditions drop list but in the Actions drop list it only shows Title and name.

Anyone knows why this is and what I could do?

Workflow Failed on Start

Jenny B — Wed, 12 Dec 2018 20:13:17 GMT

I have a list with a workflow that creates a new word document in a document library and fills in the template with information from the list. This workflow has been working without fail for nearly a year. I am now starting to get the following error: Status: Failed on Start Description: Workflow was cancelled by System Account. When I try to change anything within the workflow and try to publish, I get the following error: (0, 0) Activity 'ID167' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID232' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID236' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID237' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID238' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID328' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID331' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID381' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID390' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID329' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID400' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID415' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID424' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID233' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID264' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID265' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID266' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID234' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID292' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID293' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) (0, 0) Activity 'ID294' validation failed: Property "Condition" has invalid value. Condition expression is invalid. The condition expression can not be null.) Does anyone have any ideas on how to fix this?

SPD Workflow not triggering when certain dropdown is selected

Gina715 — Thu, 16 Aug 2018 21:25:02 GMT

Hi all, I have a form that uses a parent/child cascading dropdown (lookup list). Request Classification: 1. Administrative Services 2. Facilities 3. Other Request Type: Based on what's selected above (if "other" is selected, no "request type" dropdown and user has to input explanation in textbox) It's only when I select "Other" that the workflow will not trigger the email. When the user submits the button, I have a dummy field to equal a certain name. In SharePoint Designer, I have it set to when the dummy field is equal to that name, then email so and so. It all works when I have it set to the different request types. It's only when "Other" is selected, that the email does not get triggered. I am getting the message on the workflow history: "coercion failed: unable to transform the input lookup data into the requested type." Any idea why this might be? Thank you. Newbie

Copy Workflow Status to column to ensure a persistent record beyond 60 days - SharePoint Designer

brice235i — Mon, 25 Jun 2018 04:53:30 GMT

Hi, I would like to copy the workflow status (OOTB Approval 2010 workflow) to a newly created column. The reason is because a timer job deletes workflow history after 60 days and we need to see the workflow status as a permanent record.

My workflow seems to make sense, but it isn't updating the value in the column as expected. I've attached a picture of the workflow.

Hoping someone has some ideas. Thanks.

Multiple Workflows on Same SP List

JohnSM — Tue, 03 Jul 2018 12:46:10 GMT

Looking into building multiple workflows on the same SP List. First workflow starts completes some steps, 2nd WF starts, same thing. 3rd starts, etc.

Is this even possible? What tool would work better? InfoPath or SPD?

Thanks for any insight,
John

Loop Through Workflow in SP List

Curtis — Sat, 19 May 2018 21:29:28 GMT

I've tried to create a loop through workflow that will update the 'Date Last Inspected' column in a SP List whenever a new infopath web form is uploaded to a SP library. Each form that is uploaded to the corresponding SP form library has a unique ID. When a form is uploaded the workflow should fire, and update the 'Date Last Inspected' column in the associated SP List, for every item in the SP list associated with the unique ID on the form uploaded to the SP library; this could be from 1 to 6 line items on the list. Can someone provide a framework on which to begin this workflow creation? My workflow skills are minimal at best. I was able to create a SP 10 workflow that does the above; but, only updates the first item found. Now that we have moved to SP 13 I'd like to take advantage of this workflow feature, but can't figure out how. Thank you,

Information Management Policy - Retention Policy to Start a Workflow

GwenW — Thu, 17 May 2018 14:02:43 GMT

Has anyone ever used the SharePoint 2010 retention policy on a list to start a workflow? I'm having the worst issues. I found this article - https://sharepointduffbert.com/2014/07/17/using-the-information-management-policy-specifically-the-retention-policy-in-sharepoint-2010/ and I set up my 2 timer jobs to run nightly. But it's real flaky on running. I've never gotten the recurrence to run at all. In my dev system, I finally go the initial run to work (without recurrence), although that is flaky. It typically runs the day after it should (I can live with that), but every now and then run the day that I think it should (while other list items with the same date don't during the same night). Although, forget it if you republish the workflow... the retention just stops cold turkey. Then now on my prod, I'm trying to duplicate and can't get it to run at all.

The recurrence is perfect for what I need, but since I never could it to work, I built in this copy item/delete original (in the workflow), in order to constantly let that first step trigger. I'm hoping someone knows the trick of the getting the whole thing consistent and the recurrence working.

thanks!

Gwen

'Today' Column with SPD 2013 Workflow

Curtis — Thu, 12 Apr 2018 16:55:50 GMT

I have recently converted to SharePoint 2013. I have found information that implies SP2013 can now display a column that auto-populates the current date everyday (see link below).

I have formulated a list with a 'Current' column, in which I would like the attached workflow to populate the current date. The workflow has an initiate and pause, so that the date is

updated every 12 hours. However, the workflow is not working. Suggestions, please?

My Workflow

Stage 1
Set Workflow Status to Initiated
then Update item in My List
then Pause for 0 days, 12 hours, 0 minutes
then Set Workflow Status to Last Updated My List

Transition to stage
Go to Stage 1

https://sharepointlibrarian.com/2017/05/03/creating-a-today-column-in-sharepoint-that-always-gives-todays-date/

Approve and Reject Button on InfoPath form that will automatically update task

coresoul — Thu, 04 Apr 2013 03:20:11 GMT

i have a InfoPath 2010 form with many repeating tables. i used out the box sharepoint 2010 content approval workflow action in my workflow. this action is going to create a task for the approver. Is there a way i can show that approve/reject button on my infopath form ribbon so that approver can see the form and approve from same window. doing so, it should update the task as completed. Please help.

only first record of repeating table is displayed in my view

souma123 — Sat, 13 Jan 2018 10:55:47 GMT

Hello ,

i am newbie in sharepoint and i realy need your help ...

i have an infopath form (connected with a sharepojnt list) with repeating table , i open my form in sharepoint , and when i add records only the first one is retained !! what would be the issue ?

Multiple Item (Loop) Updating

Curtis — Fri, 19 Jan 2018 18:19:55 GMT

To date I have been working with SP10. We have recently migrated to SP13. I have a systems list (by Location No.), with certain columns (Last Inspected and Reported By), that are auto-updated through a SP workflow when a web based InfoPath form is submitted by the user.

In SP10 I would use the list Asset ID No. column (these numbers are not repeated), as the unique value to search for when updating 'Inspection Date' and 'Reported By' columns through the workflow. However, there are times when there are multiple Assets at a single Location, and each of those Assets should be updated as a result of that single web based form submittal action. This was not possible in SP10; the workflow would update the first Asset is come across at that Location, and I would have to manually update the rest.

It is my understanding that SP13 has a 'Loop' process that will allow the workflow to go through a list more than once, performing all associated and appropriate updates based on a unique value every time it appears.

Can someone provide clarification on this issue, and provide guidance on how to best achieve my goal through a workflow.

Example:

Vehicle Lic. No. Date Last Inspected Inspected By (Comment)

Ford 123VB3V 11-15-16 Y Bear When a inspection report for Ford is uploaded a single workflow should trigger and update the Date and Report By data on the first three lines.

Right now, under SP10, only the first line is updated. The other three have to be manually updated.

Ford 2HFT45R 8-23-17 Y Bear

Ford 4UYET67 2-11-17 B Bear

Dodge 65TEP39 5-27-17 Y Bear

How to create a submit button in an InfoPath Form to email a specific recipient for approval

Lucia123 — Tue, 02 Jan 2018 15:56:58 GMT

Hello,

I have created a form on InfoPath that once filled out, will need approval from a specific person. I have included a box where the person who is filing it out can insert the recipients email address, which will always cange dependent on who is filing it out. Once the form is the submitted it will be emailed to the recipients email address stated in the form.

I have tried looking online to see how I can do this but I have come across nothing that is more advanced and can call the email address on the form.

Any help would be greatly appreciated as I have never used InfoPath before so everything is new to me!

Workflow to send email reminder to recipient assigned to an event.

SmBuch — Thu, 07 Sep 2017 22:55:01 GMT

I need to send one email reminder 14 days before the event date to each person assigned to the event. There are multiple records for the same event and event date with a different person assigned each record. My columns are: Class Display Name Start Date and Time End Date and Time StudentEmail Row 1 - Class 1 Fred 8/1/17 6:00AM 8/1/17 4:30PM Fred@mail.com Row 2 - Class 1 Sam 8/1/17 6:00AM 8/1/17 4:30PM Sam@mail.com Row 3 - Class 1 Lisa 8/1/17 6:00AM 8/1/17 4:30PM Lisa@mail.com Thanks for any help.