This SharePoint Designer workflow tutorial explains how to use “Person is a valid SharePoint User” SharePoint designer condition in SharePoint designer 2013 workflow.
If you are new to SharePoint designer 2013 workflow, you can download and install SharePoint designer 2013 and create your first SharePoint designer workflow using SharePoint designer 2013.
In a SharePoint designer workflow, we can use a person is a valid SharePoint user condition to check whether a specified user is a member of the SharePoint site or not.
SharePoint allows to include people outside the SharePoint site known as external participants also. We can use this condition to check if a SharePoint user is a valid user or not.
We are going to perform a small example where we will add a username to “Title” and create a workflow to check if the username entered is a valid SharePoint user or not. The result will be notified by using Send an email action from SharePoint designer.
As you know you are going to create a list workflow using Sharepoint designer 2013. So you need to create a list or can any list you want to run this workflow.
Open Sharepoint Designer 2013 and then click on List Workflows from the ribbon and choose the list. Give an appropriate workflow name and description.
Click on the orange bar and then click on Action to choose Log to the history list. Then click on Condition and choose “person is a valid SharePoint user“.
As you can see a condition appears as “if person is a valid SharePoint user” click on a person and then the string builder appears from which choose “Workflow lookup for a User” and then choose Data Source as “Current item” and Field from Source as “Title”.
Add an Action as send an email wherein to choose the recipient from the string builder and add a meaningful subject. In the body, you can add a message as follows.
click on the orange bar and choose “Else Branch” and then add an Action as “Send an Email” and follow the above steps, here as we are going to notify that entered name or people picker is not a valid user we need to make slight changes in the body part.
You can refer the below image to build the else branch Email
After completing the above steps click on “End to Workflow” under Transition to stage. Finally, after designing the workflow, it looks like as below. Save the SharePoint workflow and publish. You need to choose from the WorkFlow settings t start the Workflow when a new item is added.
Now we need to come back to list and check if the workflow is working or not. Here I have added two names one is of a user who is a member of the SharePoint site and other is a random name who is termed as an external user to the SharePoint site.
Once you enter the names under title column it will trigger the Workflow and send an Email notification the user is valid or not.
Here I have added two names under the title column as Bibhu and Naveen where Bibhu is a valid user and Naveen is an external user.
For the first item, we will receive the first Email and for Naveen, we will get the second email, because Naveen is not a valid SharePoint user.
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In this SharePoint designer workflow 2013 examples, I have shown you how to use person is a valid SharePoint user SharePoint designer 2013 workflow condition.
I have also shown how you can use person is a valid SharePoint user SharePoint designer 2013 condition.
I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site EnjoySharePoint.com