SharePoint designer workflow examples [9 Useful Examples]

In this SharePoint workflow tutorial, we will see various SharePoint designer workflow examples. Here we will see a few real-time examples of sharepoint designer workflow.

If you are new to SharePoint designer workflow, check out the below articles to know how to start with SharePoint designer workflows.

For all the examples, I am using SharePoint designer 2013.

Shall we use SharePoint Designer or Microsoft Power Automate

All the examples, I am providing are by using SharePoint Designer, but that does not mean, I am recommending using SharePoint designer over Power Automate or Microsoft flow.

SharePoint Designer is supported till now, but if you are using SharePoint Online and trying to automate your business process, then you should using Microsoft Power Automate.

Here are a few articles you can follow:

SharePoint 2013 workflow examples

There are various sharepoint workflow examples available over the internet, for let us start step by step one here. Now, we will see a SharePoint 2013 workflow example. Here we will create a leave request workflow using SharePoint designer 2013.

1. Create a leave request workflow using SharePoint designer 2013

Here we will create an approval workflow in SharePoint designer 2013.

Let’s take a SharePoint designer 2013 workflow example, of a leave request approval workflow. The business logic will be like below:

  • Employees will apply for leave in a SharePoint list form with the leave duration and the reason for leave.
  • Once a user submits the leave request form, an email will be triggered to the initiator as well as to the Team Lead.
  • Based on the Team Lead’s action, an email notification will be triggered.
  • If the Team lead approves the Leave Request, the initiator and the immediate manager of the Team Lead will get a notification about the Approval.
  • If the Team Lead Rejects the Leave Request an email notification will only go to the initiator.
  • Suppose the Team Lead Approves the Leave request, the immediate manager will get a mail notification about the Leave request and the Team Lead’s action.
  • Now the manager needs to perform Action on the Leave request and based on which another set of mails will get triggered to the concerned person.
  • If the manager approves the request, an email notification will go to the initiator, Team Lead, and HR team. And if the manager rejects the Leave request, a mail notification will be sent to the initiator and the team leads.
  • Suppose the manager approves the request the HR team will have to perform the same action of approving or rejecting the leave request. If the HR is okay with the Leave Request, he/she can approve the same the mail will trigger the manager, team lead, and the initiator.
  • The Leaves of the initiator will be updated in the back-end system.
  • If the HR rejects the Leave Request, the Workflow will end and mail notification will be sent about the same to the manager, team lead, and the initiator.

We will achieve all the steps by using a SharePoint online workflow example.

Create an approval workflow in sharepoint designer 2013

Now, we will see step by step how to create an approval workflow in SharePoint designer 2013.

For creating a workflow using SharePoint designer workflow 2013 follow the below steps.

Step-1: First create a SharePoint Online list. For this example, I have created a SharePoint custom list as “LeaveRequestProcessWF”. This list contains the below columns.

  1. Title – Singleline of text
  2. LeaveType – Choice
  3. DateOfFirstDayOfLeave – DateTime
  4. DateOfLastDayOfLeave – DateTime
  5. ReasonForLeave – Multiline textbox
  6. ManagerName – People and Group
  7. LeadName – People and Group
  8. HRName – People and Group
sharepoint 2013 workflow example
SharePoint designer workflow example: Leave request workflow

We want to attach the workflow in the “LeaveRequestProcessWF” list.

Step-2: Now, we will see how to create a Workflow using SharePoint designer 2013.

  • Open SharePoint Designer 2013. Click on “Open Site” on SharePoint Designer 2013 start page as like below.
how to create a workflow in sharepoint online
how to create a workflow in sharepoint online

Step-3: Enter the SharePoint site that we want to connect to. For example, here I want to open in ” https://onlysharepoint2013.sharepoint.com/sites/Raju” site. Click on Open.

Step-4: From Navigation Click on Workflows like below. Then click on List Workflow from the ribbon and choose the list (LeaveRequestProcessWF) for which you want to create the workflow.

sharepoint designer workflow examples
SharePoint designer workflow examples

Step-5: This will open the Create List Workflow dialog box.

Enter the SharePoint list workflow Name, Description, and Choose the Platform Type.

  • SharePoint 2013 workflow
  • SharePoint 2010 workflow

Then Click on OK.

create workflow in sharepoint designer 2013 step by step
create workflow in sharepoint designer 2013 step by step

Step-6: Here, we will add a Log to History SharePoint designer workflow action to log some information like below:

sharepoint 2013 workflow examples
sharepoint 2013 workflow examples

Step-7: Then add a Send an Email SharePoint designer workflow action to send a notification to the user. Then click on there users -> Workflow Looking for a User… And choose like below:

  • Data source -> Current Item
  • Field from source -> Created By
  • Returned field as -> display name

Then click on OK, you can see the Created by user will be added to the To field.

how to create a workflow in sharepoint 2013
how to create a workflow in sharepoint 2013

Similarly, enter information for the Subject and Body. In the body, if you want to provide a link for the item, then choose like below:

sharepoint designer workflow in office 365
sharepoint designer workflow in office 365

Step-8: Now, we need to create a task for the team lead, so that s/he can approve or reject the task. For this choose an Assign a task SharePoint designer workflow action.

Follow the same step as above and choose the LeadName column. Check out the fig below:

create workflow in sharepoint online
create a workflow in sharepoint online

Then you can provide a Task title, a description like below:

sharepoint workflow examples
sharepoint workflow examples

Step-9: We can able to see then assign a task to Current Item:Created by.

Within the bracket, we can able to see Task outcome and task id. The task outcome is stored in Variable:outcome and the task id store to variable Task ID3.

Here the Task outcome value is stored in Variable:Outcome3 and task id to Variable:Task id.

sharepoint designer workflow examples
sharepoint designer workflow examples

Now from the Condition, add if any value equals value. And configure like below:

sharepoint designer workflow examples
sharepoint designer workflow examples

Below the if statement we can able to see orange line click on that to add “Else Branch”

sharepoint designer 2013 workflow
sharepoint designer 2013 workflow

Using if else and some of the action I have designed the entire workflow like below.

create workflow in sharepoint designer 2013 step by step
create workflow in sharepoint designer 2013 step by step
sharepoint 2013 workflow
sharepoint 2013 workflow

Transition stage is the end of the workflow. In below of transaction stage, we can see a new box. Click on Go. Then click on End of the workflow.

how to create a workflow in sharepoint 2013
SharePoint 2013 workflow examples

Save and Publish SharePoint designer 2013 workflow

Now, let us see how to save and publish the SharePoint designer 2013 workflow?

Once the workflow is created, click on the Save and Publish button from the ribbon to Save and then publish the SharePoint designer 2013 workflow to the SharePoint Online site.

To test the workflow, you can add an item to the SharePoint list, and then you will see the email will be triggered to the lead and the initiator.

The lead will receive a task to complete. If the lead approved the task, then you will see another task will be created for the manager.

If the manger rejected the task, then email will be triggered to the initiator as well as the team lead.

Finally, once every task will be complete the SharePoint designer 2013 workflow will get complete.

2. Create Laptop Request Approval Workflow using SharePoint 2013 designer

In this sharepoint 2013 workflow example, we will see how to create a laptop request approval workflow using SharePoint designer 2013.

Here the logic will be like below:

  • Employee request a laptop through a SharePoint list form.
  • Notification will be send to the manager and Once Manager approved the request, then it will go to the finance team. But if the manager rejected then the notification will be send to the employee and workflow will stop there.
  • In the same way, if Finance team approve it, then it will go to the IT team and if they rejected then employe will be notified and the workflow will stop there.
  • In each step, notification will be sent to everyone.

Now, I will show how you can create a SharePoint designer workflow using SharePoint designer 2013.

First of all, We have to create a List for Laptop Requests. Here I created the List named “LaptopRequestInfo” and create some columns there. Here I created the below columns:

  • Title (By default Column)
  • Project Name (Choice type as Dropdown)
  • Laptop Configuration (Choice type as Dropdown)
  • Employee Type (Choice type as Dropdown)
  • Manager (People or Group)
  • Finance (People or Group)
  • IT Department (People or Group)

The SharePoint Online list looks like below:

sharepoint designer workflows
sharepoint designer workflows
  • Open SharePoint designer 2013, Then go to the “Open Site” to Open the SharePoint Online site and then provide the URL.
  • Then click on Workflows and then click on List Workflow -> And then select the list (LaptopRequestInfo).
sharepoint online 2013 workflow designer
sharepoint online 2013 workflow designer
  • This will open the create list workflow dialog box, here enter a name and description for the new Workflow. Choose the Platform Type as “SharePoint Designer 2013” for building the new Workflow. Then click OK.
sharepoint online workflow designer
sharepoint online workflow designer
  • Here it will open the sharepoint workflow designer interface and into the Stage 1, add a Log to History List SharePoint designer workflow action. We will use this workflow action to log some information like below:
sharepoint workflow designer
sharepoint workflow designer
  • Then add another action as Send an Email. Here click on these users link and select Workflow Looking for a User -> Then choose Data source: Current item, Field from source: Created By and Return field as: Display Name.
sharepoint designer 2013 workflow
sharepoint designer 2013 workflow
  • In the same way, enter a Subject to notify the user and Body for the email like below:
sharepoint designer workflow 2013
sharepoint designer workflow 2013
  • Then we will create a task for the manager. Add a Assign a task workflow action below the Send an email workflow action. Here follow the steps like screenshot to choose the manager column for the this user link.
workflow designer sharepoint
workflow designer sharepoint
  • Then you can provide a task title and task description.
how to create a workflow in sharepoint 2013
how to create a workflow in sharepoint 2013

Below is how you can provide a description.

create an approval workflow in sharepoint designer 2013
create an approval workflow in sharepoint designer 2013
  • Now the Manager can approve or reject the request. Based on the condition, we need to send notifications to the user and create another task for the finance people. Add an If any value equals value from Conditions.
  • Here click on the fx button and choose Data course as Workflow variables and paramerted and Field from source: Variable: Outcome.
sharepoint designer workflow 2013
sharepoint designer workflow 2013
  • Now, if the Variable: Outcome equals Approved then we need to send a notification as well as we need to create a task for the finance team.
workflow designer sharepoint 2013
workflow designer sharepoint 2013
  • Here you can select the Current Item: Created By and choose a Subject and then Provide an Email body like below:
sharepoint workflow 2013
sharepoint workflow 2013
  • In the same way, add an another send email workflow action in the else part to send the rejected email.
workflows in sharepoint 2013
sharepoint designer workflow rejected email

Follow the below pic to add the workflow actions in the same way for the other conditions.

sharepoint designer workflow 2013
sharepoint designer workflow 2013
sharepoint workflow 2013
enable sharepoint designer office 365

Now Save, Publish and Test the SharePoint designer workflow.

3. Check if person is a valid SharePoint user using SharePoint designer workflow

In this sharepoint designer workflow, Let us see, how to use the “Person is a valid SharePoint User” SharePoint designer condition in the SharePoint designer 2013 workflow.

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 the SharePoint designer.

Open Sharepoint Designer 2013 and then click on List Workflows from the ribbon and choose the list. Give an appropriate workflow name and description.

Here, first, create a SharePoint custom list (just having a title column).

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“.

person is a valid sharepoint user
sharepoint 2013 workflow conditions example

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”.

person is a valid sharepoint user
SharePoint designer 2013 Workflow Condition: person is a valid sharepoint user with Example

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.

person is a valid sharepoint user sharepoint
SharePoint designer 2013 workflow conditions

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 to the below image to build the else branch Email

sharepoint designer 2013 workflow conditions Person is a valid SharePoint User
SharePoint designer 2013 workflow conditions Person is a valid SharePoint User

Then click on “End to Workflow” under Transition to stage. Now, Save the SharePoint workflow and publish. You need to choose from the WorkFlow settings t start the Workflow when a new item is added.

person is a valid sharepoint user sharepoint designer
person is a valid sharepoint user sharepoint designer

Here I have added two names to the SharePoint list, one is of a user who is a member of the SharePoint site and the 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.

person is avalid sharepoint user
person is a valid sharepoint user sharepoint designer workflow condition

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.

4. Create List Item using SharePoint Designer Workflow

In this SharePoint designer 2013 example, we will see, how to use Create List Item SharePoint designer workflow action. This workflow action will create an item in another list in SharePoint Online site or in the same SharePoint list where the workflow is attached.

Here, I have a SharePoint task list and tasks have been assigned to various users. My requirement here is, when a task marks as completed, then the item should be moved to another SharePoint list.

Here we will use the Create list item workflow action which will create an item in another SharePoint Online list. And we will use Delete Item SharePoint designer 2013 workflow action to delete the current item after the item has been created.

Here initially we need to create two SharePoint task lists:

  • AssignedTaskList -> Task will be assigned to various users.
  • CompletedTasks -> Once the task is completed, the completed task will be moved this task list.

Now we can create the SharePoint workflow, Open Sharepoint Designer 2013. Click on workflow from the side navigation bar and then click on List Workflow from the ribbon to add the WorkFlow to Assignedtasklist list (Source list).

create list item sharepoint designer
create list item SharePoint designer

Provide Workflow Name and Description here we have given as “CreateCompletedtasklist” and choose platform as SharePoint 2013 Workflow, then click on “OK “to create the Workflow. Then the Workflow page comes up next.

NOTE: Choose Start option to “Start Workflow automatically when an item is changed“.

create list item workflow action
create list item workflow action

You can see a Workflow is created. Click on Action from the ribbon and then choose Log to History list, here pass a message so that you can know what happens when the workflow starts. Here the message is passed as “start to create a task list”.

sharepoint designer workflow create item in list
SharePoint designer workflow create an item in the list

After adding Log to History List, click on condition and choose “If any value equals value” click on the value and choose Data Source “Current Item” and Field from source as “Task Status” then set next value as equals to “Completed”.

Here we have to take this if condition, as after editing the item in the task as completed then only the Workflow will trigger and Workflow will complete.

sharepoint designer workflow create list item
SharePoint designer workflow create a list item
sharepoint designer workflow create list item 2013
sharepoint designer workflow create list item 2013

From Action choose to Create List Item then you can find a “List” dropdown where choose destination list here it is “Completedtasks”.

Add the values which will be created and copied from the “Tasklist” here Task Name, Description and other components are taken to the destination list.

sharepoint designer workflow create list item 2016
SharePoint designer workflow create list item 2016

Click on Action and choose Delete Item. Delete Item will delete the completed item from the task list. It is recommended to take back up of the items, if you deleting any item using SharePoint Designer 2013 it will be deleted permanently and you cannot retrieve it from the recycle bin. Click on this List and choose “Current Item” and then on “Ok“.

sharepoint workflow create list item in another site
SharePoint workflow create a list item in another site

Go to Transition to stage and end the workflow by clicking on “End of Workflow”.

sharepoint workflow create list item in another site SharePoint designer 2013
SharePoint workflow example

Now publish the workflow, add an item to the task list.

Then edit the task and mark the status as Completed. You will see it will create an item in the destination list and delete the item from the source list.

Here, we saw, how to use Create List Item workflow action in SharePoint designer workflow and how to use Delete Item SharePoint designer 2013 workflow action.

5. Do Calculation using SharePoint Designer Workflow

Let us see, how to use SharePoint designer workflow do calculation action in SharePoint.

The Do calculation SharePoint designer 2013 workflow action is used in SharePoint designer workflow to do an arithmetic operation on the list item. We can use do calculation SharePoint workflow when items belong to the same list. We can do addition, subtraction, multiplication, division, and modular division mathematical operation on the list item.

Let’s take an example. I have a list named as Employee Salary. The Employee Salary list contains columns like:

  • Title
  • Annual Salary
  • Monthly salary
  • Output

We want to divide the employee Annual Salary with Monthly Salary and store the output in the list in another column. For this, we will use Do Calculation SharePoint designer 2013 Workflow action.

The SharePoint Online list looks like below:

sharepoint designer workflow do calculation
sharepoint designer workflow do calculation

Now, Open SharePoint designer 2013 and Open the SharePoint Online site. Click on Workflows and choose your list on which list you want to attach the workflow.

Follow the above steps to create a list workflow and choose this list. It should look like below:

sharepoint designer 2013 do calculation
sharepoint designer 2013 do calculation

As usual, we can add a Log to History workflow action to log some information.

Then select Do Calculation workflow action. Once it is added, Click on two values, the box will come then select the Column names of the list with which we want to do the mathematical operation.

Then Click on the operation. The operation is plus by default. To change the mathematical operation click on the plus to change the operation.

sharepoint designer workflow do calculation
sharepoint designer workflow do calculation

After the do calculation action is added to our list if we want to see the calculated output in our list then add the Update List item action to our designer workflow page.

sharepoint designer do calculation
sharepoint designer do calculation

Then in the Update List Item action, we can configure to store the calculation value to the Output list column.

sharepoint designer 2013 do calculation
sharepoint designer 2013 do calculation

Now you can publish the SharePoint workflow and add an item to the SharePoint Onlne list.

The SharePoint designer workflow will trigger and it will do the calculation and update the Output list column.

6. Declare item as record using SharePoint Designer workflow

In this SharePoint 2013 designer workflow example, we will see, how to declare an item as a record in SharePoint using Declare item SharePoint designer 2010 workflow action.

Declare Item is an important SharePoint designer workflow action, with this action we can declare an item as a record using SharePoint designer workflow.

When an item is declared as record, it cannot be edited or deleted it’s like locking the item which can only be viewed. When a document or item is Declared a small lock symbol will appear under the document which is Declared. With the proper permissions, you can declare or undeclare an item.

This workflow action has been removed from SharePoint designer 2013 and is available only in SharePoint Designer 2010. Declaring an Item or document can also be done manually to list and libraries, only if you are an Administrator or Contributor. To declare Item you must have the following features activated:

In Place Records Management: Click on the Gear icon then click on Site Setting there you can find Site Collection Administration from there click on the Site collection feature.

sharepoint designer workflow declare item as record
record declaration settings SharePoint 2013

From “Site collection features” you can find In Place Records Management and then click on “Activate

sharepoint 2010 workflow declare record
SharePoint 2010 workflow declare a record

Set settings in Record declaration settings from “Site collection features“:

You can follow the same steps as above described to navigate to  Site Collection Administrator section is Site Settings page, after that click on Record declaration settings.

sharepoint workflow declare item as record
SharePoint designer workflow types

Here Select the radio buttons as “Available in all locations by default” to activate the Declaration Availability. And specify the persons as who can Declare and Undeclare the item in Declaration Role section.

sharepoint workflow declare item as record

You won’t find icons on the ribbon in list or library to Declare the items until and unless you activate the above features to Declare Item Manually.

Using SharePoint Designer 2010 Action to Declare any item you need not worry about all these above features being activated or not if you are. Items will be Declared if the Flow action is chosen and used.

Here we will see how to to use Declare Item Using SharePoint Designer 2010. We are going to take a Scenario where we will be having a document library and there is a status column when after all edits and review are done and the status is marked Complete the element will be Declared.

Example SharePoint workflow declare item as record

Initially, we need to create a document library and add a choice column where there are three choices as Not Started, In Progress, and Completed. You can check the previous article on how to create a Document Library and choice column in the Document library. Then add some documents with initial Column status as Not started.

Now come down to Sharepoint designer 2013 and connect to the SharePoint Online site. Click on Workflows and choose List Workflow from the left top corner and choose the library and give an appropriate workflow name and choose platform as SharePoint 2010 Workflow.

sharepoint workflow declare item as record
you cannot declare/undeclare item as a record

After creating the workflow click on Action and select Log to History list to write a message to the workflow history list during the lifetime of a workflow.

Then click on Condition from the ribbon to add a condition that if status Value equals Completed. Then Click on Action and Declar record. Save the Workflow and then publish.

sharepoint workflow declare item as record
sharepoint designer workflow declare the item as a record

Then come back to SharePoint Library then click on Library settings and click on “Quick Edit” to edit the columns. Edit the Item to Completed and then you can see Workflow is initiated and a small lock appears under the record. It means the item is declared as record.

sharepoint designer workflow declare the item as a record
sharepoint designer workflow declare the item as a record

Now let’s see how we can Undeclare this item Manually.

click on … which is menu dialogue for the selected item. then there again click on  known as more action where you can see Advanced then click on Compliance Details.

undeclare record SharePoint 2013

undeclare record SharePoint 2013

The compliance window opens up here where you can see the below image to Undeclare the record.

sharepoint workflow declare item as record
declare the item sharepoint designer workflow action

7. Copy Document using SharePoint Designer 2013 Workflow

In this SharePoint designer 2013 example, we will see, how to use Copy Document Action to copy a document from one document library to another document library in SharePoint.

I have also recorded a video on how to use Copy document SharePoint designer 2013 workflow action to copy a document from one document library to another document library.

As the SharePoint Designer workflow Action”Copy Document” suggests from the name itself, You can use this action to Copy document from one library to another library or you can use this action to copy document to the same library.

When you will click this Action it says like this “Copy document in this library to this library”. First, this library implies the source library from where you want to copy and the next this library implies the destination library.

Here we are going to perform this Action with a small example. The requirement is we need to create two libraries:

  • Master library
  • Destination Library

In the master library, there is a status a column which has options as:

  • Not Started
  • In Progress
  • Completed

When Document status is Completed it will be moved to the Destination Library and then the Document will be deleted from Master Document Library.

Here I have created both document libraries and the source library (Masterdoclibrary) has a Status column. The destination library name is Destinationformasterdoclib.

Now. Open SharePoint Designer 2013 and Click on workflow from the side navigation bar and then click on List Workflow from the ribbon to add the WorkFlow to “Masterdoclibrary”. Provide Workflow Name and Description here we have given as “CreateCompletedtasklist” and choose platform as SharePoint 2013 Workflow, then click on “OK “to create the Workflow

NOTE: To trigger the workflow Choose Start option to “Start Workflow automatically when an item is changed”.

After creating the workflow click on Action from the ribbon and then choose “Log to History list” and then enter a message to the workflow history list during the lifetime of a workflow and debug the workflow.

Then Click on Condition and choose “If any value equals value” click on the value and choose Data Source”Current Item” and Field from source as “Status” then click on another Value and select as Completed from the String Builder. Here we have used if condition as we want Workflow to flow only if the Status is Completed.

sharepoint designer workflow copy document from library to library
SharePoint designer workflow copy document from a library to the library
sharepoint 2013 workflow copy document to another site
SharePoint 2013 workflow copy document to another site

Click on “Action” then from the drop-down choose “Copy Document” Action. Click on this library and choose the Current Item and then click on other this item to enter the destination library.

sharepoint 2013 workflow move document to another library
SharePoint 2013 workflow move document to another library
sharepoint workflow to move documents
SharePoint workflow to move documents

Click on “Action” to choose “Delete Item” Action. We have used this Action to delete the Item from the Master library once the status is marked complete.

sharepoint designer 2013 workflow move document to another library
SharePoint designer 2013 workflow move document to another library

Go to “Transition to stage” and then click on “End of workFlow” to end the Workflow.

SharePoint workflow create Document in another Library
SharePoint workflow create Document in another Library

Now you check the workflow if it works properly or not, Go to the Master library named “Masterdoclibrary” add an item, and then click on List settings and Click on Quick Edit to change the Status, and then choose to Completed.

Here workflow starts as we have edited the item to Completed from Not started. Check on the Destination list named “Destinationformasterdoclib” you can see the document is available in this library and is deleted from Master library “Masterdoclibrary”.

With an example, we discussed how the Document was copied from one Document library to another document library in Sharepoint online.

8. Assign task to group using Assign a task workflow action in SharePoint Designer workflow

We will discuss the SharePoint designer 2013 workflow assign a task workflow action. How we can assign a task to a SharePoint group in SharePoint designer 2013 workflow using assign a task workflow action.

Here first we will create a SharePoint group on SharePoint Online site. Here I have created a SharePoint custom group name as “TSEmployeeGroup”.

I have added some users into the SharePoint group like below:

assign a task to a group in sharepoint designer workflow
assign a task to a group in SharePoint designer workflow

Now create a SharePoint List, here I have created “EmployeeInfo” list which has few columns like below:

  • Title (By default column presents in the List)
  • EmployeeID (Number)
  • Technology (Drop-down)
  • EmployeeGroup (People or Groups)
assign a task to a group in sharepoint designer 2013
assign a task to a group in SharePoint designer 2013

Now, follow the above steps to create a list workflow using SharePoint designer 2013.

In the workflow designer, add a Assign a task workflow action.

Then click on “this User”, then in the Assign a Task dialog box, click on  “…” and then a “Select User” box will display where we can select the participant or user for assigning the task, Select “TSEmployeeGroup” and click on OK.

assign sharepoint workflow task to multiple users groups
assign SharePoint workflow task to multiple users groups

Then provide a Task Title and Description and Due Date if you want.

sharepoint designer 2013 workflow assign task to multiple users
sharepoint designer 2013 workflow assign task to multiple users

Now, based on the approval status, we will send an email. So for this, add a If any value equals value from conditions. And configure like below:

sharepoint 2013 workflow assign task to group
sharepoint 2013 workflow assign task to group

Similarly, the rejected email will look like below:

 sharepoint 2010 workflow assign a task
sharepoint 2010 workflow assign a task

Similarly, You can add the further “If Else” condition as much as you want if it requires for your task Workflow. Here you can see the total Workflow which is having the whole process of Employee Request Workflow. Hence the workflow is displaying like this below.

At the End of Workflow, there is a “Transition to Stage” is present which is used to end of the Workflow process. So Click on that “Transition to Stage” and just write there as “Go to” and enter. From the Dropdown of transition, Select “End of Workflow“. Hence in this stage, the Employee Request Workflow ends here like the below screenshot.

sharepoint designer workflow assign task to group
sharepoint designer workflow assign task to group

Check Workflow Status

First of all, Go to your associated List which you was created before.

Here my workflow column is “EmployeeInfoWorkflow”. Just click on that “Stage 1” for knowing the Designer Workflow status of the current Item which will be assigned to a particular group. Here that group contains multiple numbers of users.

Here in that “EmployeeGroup” column, I have assigned the task to that particular group named “TSEmployeeGroup”. That means the task will be assigned to each of the single person those who are present in that group.

After assigning the task to that group, Each and every user who is present in that group will get an Email notification that the task is assigning to that particular person.

sharepoint designer 2013 workflow assign a task
sharepoint designer 2013 workflow assign a task

After clicking on the “Stage 1” of “EmployeeInfoWorkflow”, A Workflow Status page will come. There in that page, You can see the “Internal Status” as “Started”. In the below screenshot, Here you can see the Task Status of “TSEmployeeGroup” which is present in the “Tasks” that the task is not started yet.

 sharepoint 2013 workflow assign a task
sharepoint 2013 workflow assign a task

For the approval of a particular user, Go to the Email Notification. There click on the “Task Name” which you have given before. Here I have given as “Workflow started for Title”. After clicking on that Task, It will show the details page of the task that you have to complete the task process. Then edit that page by giving the “Edit Page” option.

Then after the Task page will come like the below screenshot. There you can see several options like “Approved”, “Rejected”, “Save” and “Cancel”. Here the user is going to approve that task. So for that, He/She clicked on to “Approved” option.

sharepoint designer 2013 workflow assign task to multiple users
sharepoint designer 2013 workflow assign task to multiple users

After the task is approved by the first user, It will show you the “Workflow Status” page like the below screenshot. Here the “Internal Status” is “Completed”. That means now the Workflow process is ended here after giving the Employee request as approval.

assign sharepoint workflow task to multiple users/groups
assign sharepoint workflow task to multiple users/groups

Similarly, if the second user from that “TSEmployeeGroup” wants to give the approval or reject for the task, then that second user will not be able to approve or reject that same Workflow task.

Because here in this SharePoint Designer Workflow “Assign a Task action to a group” action, it specifies that after approving or rejecting the task of first-person, It will not show to approve or reject for the second user.

Hence further users can not able to approve or reject the current task. He/she can see only the “Save” and “Cancel” options in his/her Workflow task like the below screenshot.

sharepoint designer workflow assign task to group
SharePoint designer workflow assigns a task to a group

9. Start a task process SharePoint designer 2013 workflow action

Let us see, how to start a task process workflow action in SharePoint designer 2013 and how to create a task process workflow to assign a task with an example in SharePoint.

Start a task process workflow is used to assign a task to multiple participants, whereas Assign a task workflow is assigned to a single participant.

For an instance in a business process, we might come up with a task that is assigned to multiple people or participants like when a leave request is raised which needs approvals from Team Lead, Managers, HR, etc.

Here each participant will be receiving emails for approval. For approval, it goes in a flow or step by step way, and If anyone rejects it gets rejected.

Below we are going to discuss in detail taking this as an example of how to raise a leave request and get approved form different participants.

Follow the above steps to create a list workflow using SharePoint designer 2013.

After creating the workflow from the Actions You can see a workflow is created with a default Stage as Stage 1 which says Start a task process with these users (task outcome variable to Variable: Outcome) and Transition to stage where it is a stage control where you can navigate to different stages and flow.

Click on “these users” you can see a window pop-ups with multiple headings like Participants, Task Tite, Description, Due Date which are necessary fields to create. Then comes some headers like Task Options, Email Options, and outcome Option.

how to create a workflow in sharepoint
Start a task process SharePoint designer 2013 workflow action

Participants
Here you can assign participants, like choose multiple groups and individual members to assign tasks at a time. Besides that, you can also choose how to assign those multiple participants either in a parallel way where all participants will be assigned task with multiple participants at the same time.

If you select serial it can be sent to one participant at a time. You specify serial or parallel tasks when setting up or starting the workflow. You can even set up the workflow in stages, with a series of serial tasks and parallel tasks containing different participants.

custom workflow sharepoint
sharepoint designer Start a task process workflow

Task Title
When the workflow starts, it automatically assigns a task. `In this field, we provide a specified task title which describes the task or task outcome.

create workflow in sharepoint online
sharepoint designer 2013 Start a task process workflow

Description
Click on the open editor for the body to write the description or describe the action which you are going to perform.

sharepoint workflow design
sharepoint designer 2013 Start a task process workflow action

Due Date
This is very useful and nice feature provided by Microsoft where you can set a due date for any mail approval. This reminds as the task is overdue and needs to to be taken action on it.

sharepoint workflow development
how to use sharepoint designer 2013 Start a task process workflow

Task Option
This is a very important section where we come across many options radio options like “Assign a task to each member within groups”.

This means if you are selecting any group as a participant then each member will be assigned a task and will be sent mail.

The “Wait for task completion” this option empowers the task to reach certain criteria and then if you uncheck then task ends automatically if anyone completes it.

If chosen there are multiple criteria like

  • Wait for all responses
  • Wait for first response
  • Wait for specific response
  • Wait for a percentage of response
  • Wait for all responses: This option will make the workflow wait until all the responses have been collected from all the assigned members or participants. It will then the outcome that received the most number of responses. In the event of a tie, the response that was received first will be returned.
  • Wait for first response: As the name suggests that the option will make the workflow wait until the first response is received. It will return the outcome of the first response.
  • Wait for a specific response: This option will make the workflow wait until the required outcome is received. If the required outcome is not received then it will return the default outcome.
  • Here there is a header which asks you to select a required outcome for the workflow.
  • Wait for a percentage of response: This option will make the workflow wait until a specified percentage of a particular outcome is received.

If the required percentage is not achieved, It will return the default outcome. Same as above there will beheader to provide the required percentage and Required Outcome.

sharepoint designer workflow examples
sharepoint designer workflow start a task process

Email Options
As you know when a task is assigned an email is being sent to all the assigned users by default so to create the mail more meaningful and precise with all information.

Here we can see two things one is “Task creation” and the other is “Send Task Overdue Email(s)” where we can set the email content, Frequency, and Content.

sharepoint designer 2013 workflow tutorial
sharepoint designer 2013 workflow start a task process

Outcome Options
Here it gives a few more options as Task Content type which returns the default task content type WorkFlow Tasks(SharePoint 2013). Another comes as “Outcome Field” output field is selected as task Outcome.

Another field as “Default outcome” here SharePoint provides by default outcome options as “Approved” or “Rejected” where you can choose the desired output.

sharepoint designer workflow types
sharepoint designer 2013 start a task process workflow action

You may also like:

Conclusion

In this sharepoint designer workflow tutorial, we saw 9 useful examples of sharepoint designer workflow.

  1. Create a leave request workflow using SharePoint designer 2013
  2. Create Laptop Request Approval Workflow using SharePoint 2013 designer
  3. Check if person is a valid SharePoint user using SharePoint designer workflow
  4. Create List Item using SharePoint Designer Workflow
  5. Do Calculation using SharePoint Designer Workflow
  6. Declare item as record using SharePoint Designer workflow
  7. Copy Document using SharePoint Designer 2013 Workflow
  8. Assign task to group using Assign a task workflow action in SharePoint Designer workflow
  9. Start a task process SharePoint designer 2013 workflow action

Additional search tags: sharepoint designer workflows, sharepoint designer workflow examples, create workflow in sharepoint designer 2013 step by step, sharepoint workflow examples, sharepoint 2013 workflow examples, types of workflows in sharepoint 2013, how to create a workflow in sharepoint 2013, sharepoint 2013 create approval workflow, create sharepoint workflow, how to create a workflow in sharepoint 2013, how to create workflow in sharepoint office 365

  • >