SharePoint designer workflow: Create Laptop Request Approval Workflow

This SharePoint designer workflow tutorial, I am going to explain how we can create a laptop request approval workflow using SharePoint designer 2013. We will see how we can use Assign a task workflow action in SharePoint designer 2013 workflow to assign a task to users.

SharePoint Designer Workflow: Laptop Request Approval Example

Suppose in an organization, An Employee needs to request a Laptop which will approve/Reject by various people like Manager, Finance and last IT Department of that organization.

First of all, When an Employee requests the Laptop for approving in the organization, First he/she will get an Email notification that his/her Laptop request has been submitted successfully. After notification, the Designer Workflow creates a task for the manager for approval.

When the Manager will approve the Laptop Request, It will go to the next stage. That means after approval by the manager, It will go to the Finance people. Then the employee will get an Email notification that the Laptop request is approved by the Manager and now it is going to approve by Finance people.

Similarly, If the Laptop request is rejected by the Manager, then it will not go to the next stage that means the Laptop request will not go to the Finance people. After rejecting the Laptop request by Manager, An Email notification will go to the Employee that His/Her Laptop request is rejected by Manager, it will not go to the next stage for approving the request and here the Designer workflow ends.

While the Finance people will approve the Laptop Request of that employee, It will go to the next stage. That means after approving by Finance people, It will go to the IT Department. Then the employee will get an Email notification that the Laptop request is approved by Finance people and now it is going to approve by the IT Department.

Similarly, If the Laptop request is rejected by Finance people, then it will not go to the next stage that means the Laptop request will not go to the IT Department. After rejecting the Laptop request by Finance People, An Email notification will go to the Employee that His/Her Laptop request is rejected by Finance people, it will not go to the next stage for approving the request and here the SharePoint Designer workflow ends.

When the Laptop request will approve by the IT Department, then the employee will get an Email notification that the Laptop request is approved by IT Department and now the Employee will get the Laptop in a short period of time.

Similarly, If the Laptop request is rejected by the IT Department, An Email notification will go to the Employee that His/Her Laptop request is rejected by the IT Department and here the SharePoint Designer workflow ends.

Then here by using the SharePoint Designer Workflow, we can easily automate the whole approval/Rejection process where the Employee and as well as Approver/Rejecter will get an Email notification in each and every step of the task.

Create SharePoint Designer Workflow

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 as “LaptopRequestInfo” and create some columns to there. Here I created 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

Now we have to create a Designer Workflow and attach that workflow in that “LaptopRequestInfo” List. You can follow the below steps-

Step-1:-

Open SharePoint designer 2013 which you have installed before. Then go to the “Open Site” to Open the SharePoint Online site.

sharepoint designer workflow actions
sharepoint designer workflow actions

Step-2:-

After clicking to the “Open Site”, A Open Site page will display like below screenshot. Give the Site name as under which you are working and then click on to “Open“.

sharepoint designer 2013 workflow
sharepoint designer 2013 workflow

Step-3:-

Here in this screenshot, Now it is retrieving the site information from the server in Microsoft SharePoint Designer.

sharepoint designer workflow examples
sharepoint designer workflow examples

Step-4:-

After Opening the SharePoint Site under which you are working, It will show like below screenshot. Here go to the “Workflows” which is present in the Left Navigation. There, you can see all the Workflow List of that SharePoint Site.

sharepoint 2013 workflow tutorial pdf
sharepoint 2013 workflow tutorial pdf

Step-5:-

After clicking on “Workflows”, the workflow page will come like the below screenshot. Here go to the “List Workflow” which is present inside the ribbon. After clicking on the “List Workflow”, you can see all the List will be present serially.

Then you select your List whereas I selected my List named as “LaptopRequestInfo” which was created before.

sharepoint online 2013 workflow designer
sharepoint online 2013 workflow designer

Step-6:-

In this screenshot, it shows to create a new Workflow into your List. So for adding the new Workflow, Enter a name and Description for the new Workflow. Choose the Platform Type as “SharePoint Designer 2013” for building the new Workflow. Then click on to “Ok” button for creating the new Designer Workflow.

If you are using SharePoint on-premise site and you do not see the SharePoint 2013 workflow platform type then follow below tutorials to configure workflow manager for SharePoint.

  • Configure workflow manager SharePoint 2016 workflow in windows server 2012 r2
  • Install workflow manager SharePoint 2013 step by step
sharepoint online workflow designer
sharepoint online workflow designer

Step-7:-

After creating the new Designer Workflow, a new Designer Workflow Page will come as like below screenshot for the whole workflow task process which is used for “LaptopRequestInfo” List in SharePoint.

In this Screenshot, It is showing the First stage that is Stage 1 where the workflow starts and the other is the Transition stage where the workflow will end in this stage.

how to create workflow in sharepoint office 365
how to create workflow in sharepoint office 365

Step-8:-

In the First Stage of workflow which is Stage 1, when you move the cursor under the Stage 1, you can see an orange color line will be showing like below figure. Just double-click on that line.

Then a box will appear, Here now you can start typing or you can use the insert group which is present in the Ribbon.

connect sharepoint designer 2013 to office 365 sharepoint site
connect sharepoint designer 2013 to office 365 sharepoint site

Step-9:-

Here add a “Log to History List” SharePoint designer workflow action. Here the Workflow started like below screenshot.

sharepoint designer 2013 tutorial
sharepoint designer 2013 tutorial

Step-10:-

In this screenshot, It will show the “message” which is present inside the “Log to History List”. Instead of that “message”, in that place, you can put your message on the Workflow History list.

In the below screenshot, Here you can see that instead of “message”, where I put a message as “Workflow Initiated”. This means a Workflow is initiated to the Workflow history list.

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how to use sharepoint designer 2013 with office 365
sharepoint designer replacement
sharepoint designer replacement

Step-11:-

Again click on to that orange color line which will present under that “Log to history list”. Then go to the “Action” Drop down which is present in the Ribbon. From the “Recent Actions”, Select “Send an Email” which helps to send an Email notification to the User or Employee that his/her Laptop Request successfully submitted.

sharepoint designer alternative
sharepoint designer alternative

Step-12:-

After adding the “Send an Email” Actions, It will display like the below screenshot. Just click on that “these users”, Here you can see a Define E-mail Message is displaying there which is used to send an Email notification to the User/Employee.

In the “Define E-mail Message” box, Go to the Search field option which is present at the right side of the “To” field. Here a “Select Users” box will appear. Then here we have to add the user as “Workflow Looking for a User” and Add that in “Selected Users” and click on “Ok”. After adding the “Selected User”, a “Lookup” box will come for adding the Person or Group.

In that “Lookup for Person or Group”, Give the “Data source” as “Current Item”. Select the “Field from Source” as “Created By” and give “Return Field” as “Display Name” whatever you want like and then click on to “Ok” of “Lookup” box and as well as “Select Users” box like below screenshot.

sharepoint designer 2016
sharepoint designer 2016

Here it will display the “To” field as “Current Item: Created By”. Then give the “Subject” field where the User/Employee should know the subject line of that Laptop Request. Here I gave the subject field as “Your Laptop Request has been submitted successfully”.

Then write something in the body part, so that the Employee should know about the current status of his/her Laptop Request. Then give a Hyperlink there to check the details about the Laptop Request where I have given as “clicking here”.

So to give the Hyperlink, Select the portion as much as you want to give the link and then go to the “Link” option which is present at the right side of “Automatic”. Here an “Edit Hyperlink” box will appear. It will show you the “Text to display” and “Address”. Just go to the “Address” option which I was highlighting in black. Then a “Lookup for String” box will appear. In that box, Give the “Data Source” as “Workflow Context” and “Field from source” as “Current Item URL” and then click on “Ok”. Then the Hyperlink will be created for some portion of the body part.

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microsoft sharepoint designer alternatives

Step-13:-

Now add another action for assigning a task to a single person. So for assigning the task to a single person, Again click on to that orange color line which will be present under the Email action in “Stage 1”. Then go to the “Action” which is present in the Ribbon. From the “Recent Actions”, Select the “Assign a task” action which is going to assign the task for “Manager”.

how to install sharepoint designer
how to install sharepoint designer

Step-14:-

In this screenshot, It will display Assign a task to “this User”, Just click on that. After clicking on “this user”, a “Assign Task” box will appear where we have to give the “Participant” name who is going to do the task, “Task Title”, “Description” etc.

Go to the  “…” option which is present in the “Participant” field of Task box. Then a “Select User” box will display where we can select the participant or user for assigning the task. Select “Workflow Lookup for a User” and “Add” thereby using “Add” option. After adding, “Lookup for Person or Group” box will come for selecting the participant. Select the “Current Item” as “Data Source”, “Manager” as “Field from source” and “Display Name” as “Return field as”. Then click on “Ok” of “Lookup for Person or Group” and as well as “Select User”.

youtube sharepoint designer workflow
youtube sharepoint designer workflow

Step-15:-

Here in this “Assign a Task” box, Give the “Task Title” by clicking “…” option. Then a “String Builder” box will come. By “Add or Change Lookup” option, Again we have to select “Data source” as “Current Item”, “Field from source” as “Laptop Configuration” which is a column of the “LaptopRequestInfo” List. Then click on “Ok” of “Lookup for String” as well as “String Builder” box like the below screenshot.

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

Step-16:-

In this screenshot, I have added some “Description”. Here you can give the “Due Date” and other “Task Options” or “Email Options”. Then click on to “Ok”.

create an approval workflow in sharepoint designer 2013
create an approval workflow in sharepoint designer 2013

Step-17:-

To approval or rejection process of manager, I have added an “If-else” condition. For adding that condition, Just go to the “Condition” which is present in the Ribbon. Then select the “If any value equals value” from the drop-down of “Condition” like the below screenshot.

sharepoint designer approval workflow
sharepoint designer approval workflow

Step-18:-

In that “If-else” condition, We have to put the scenario as “If the Manager will approve that Laptop Request, then an Email notification will get the Employee as his/her Laptop Request is approved by Manager”. Similarly, in the else condition, we have to put the condition as “If the Manager will reject that Laptop Request, then an Email notification will get the Employee as His/her Laptop Request is rejected by Manager”.

So for that condition, Click on “fx” which is present in the “If” statement. Here a “Define Workflow Lookup” box will come. Select the “Data Source” as “Workflow Variables and Parameters” and “Field from source” as “Variable: Outcome”. Then click on “Ok”.

microsoft flow multiple approvers
microsoft flow multiple approvers

Step-19:-

As we want to approve that Laptop Request by Manager, So here in this screenshot, We have to give the “Variable: Outcome” equals “Approved”. Then an Email notification will send to the Employee as his/her request is approved by the Manager. So for that Email, We have to add that “Send an Email” Action which is present below.

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sharepoint designer for office 365

Step-20:-

Go to the “Action” and select the “Send an Email” option from “Recent Actions” drop down which is required to send an Email notification to the Employee.

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sharepoint designer 2017

Step-21:-

After adding the “Send an Email” Actions, It will display like the below screenshot. Just click on that “these users”, Here you can see a Define E-mail Message is displaying there which is used to send an Email notification to the User/Employee as his/her Laptop Request is approved by Manager and now it will go to the “Finance” people for their approval and if it is rejected, then it will go to the “Else” part.

In the “Define E-mail Message” box, Go to the Search field option which is present at the right side of the “To” field. Here a “Select Users” box will appear. Then here we have to add the user as “Workflow Looking for a User” and Add that in “Selected Users” and click on “Ok”. After adding the “Selected User”, a “Lookup for Person or Group” box will come for adding the Person or Group.

In that “Lookup for Person or Group” box, Give the “Data source” as “Current Item”. Select the “Field from Source” as “Created By” and give “Return Field” as “Display Name” whatever you want like and then click on to “Ok” of “Lookup” box and as well as “Select Users” box like below screenshot.

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how to use sharepoint designer 2013

Step-22:-

Here it will display the “To” field as “Current Item: Created By”. Then give the “Subject” field where the User/Employee should know the subject line of that Laptop Request that his/her Laptop Request has been approved by Manager. So for that, Here I gave the subject field as “Your Laptop Request has been approved successfully from Manager”.

Then write something in the body part, so that the Employee should know about the current status of his/her Laptop Request. Then give a Hyperlink there to check the details about the Laptop Request where I have given as “clicking here”. So to give the Hyperlink, Select the portion as much as you want to give the link and then go to the “Link” option which is present at the right side of “Automatic”. Here an “Edit Hyperlink” box will appear. It will show you the “Text to display” and “Address”. Just go to the “Address” option which I was highlighting in black. Then a “Lookup for String” box will appear. In that box, Give the “Data Source” as “Workflow Context” and “Field from source” as “Current Item URL” and then click on “Ok”. Then the Hyperlink will be created for some portion of the body part.

sharepoint designer workflows
sharepoint designer workflows

Step-23:-

If the Manager is rejected that Laptop Request of the Employee, So for that we have to add “Else Branch”. So again click on to that orange color line which is present under that “Email” action in Stage 1. Then add the “Else Branch” which is present in the “Ribbon” like given screenshot.

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sharepoint designer for mac

Step-24:-

For “Else” statement, We have to again add the “Send an Email” Action from the ribbon which helps to send the Email notification to Employee as his/her Laptop Request has been rejected by Manager.

sharepoint designer 2016
sharepoint designer 2016

Step-25:-

Here it will display the “To” field as “Current Item: Created By”. Then give the “Subject” field where the User/Employee should know the subject line of that Laptop Request that his/her Laptop Request has been Rejected by Manager. So for that, Here I gave the subject field as “Your Laptop Request has been rejected by your Manager”.

Then write something in the body part, so that the Employee should know about the current status of his/her Laptop Request. Then give a Hyperlink there to check the details about the Laptop Request where I have given as “clicking here”. So to give the Hyperlink, Select the portion as much as you want to give the link and then go to the “Link” option which is present at the right side of “Automatic”. Here an “Edit Hyperlink” box will appear. It will show you the “Text to display” and “Address”. Just go to the “Address” option which I was highlighting in black. Then a “Lookup for String” box will appear. In that box, Give the “Data Source” as “Workflow Context” and “Field from source” as “Current Item URL” and then click on “Ok”. Then the Hyperlink will be created for some portion of the body part.

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sharepoint designer replacement

Step-26:-

After adding all the “Conditions” and “Actions”, At last, there is present a “Transition to Stage” which will help to End of the Workflow process. So for ending the Workflow process, Just click on that and write as “Go to” and enter it. Then after it will show you a drop down. Select the Drop down as “End of Workflow” which is used to end the Workflow and as well as the Task process.

migrate sharepoint designer 2010 workflow to 2013
migrate sharepoint designer 2010 workflow to 2013

Step-27:-

Similarly, you can add the further “If Else” condition as much as you want like below screenshot. Here you can see the total Workflow which is having the whole process of Laptop 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 Drop down of transition, Select “End of Workflow”. Hence in this stage, the Laptop Request Workflow ends here like the below screenshot.

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sharepoint designer office 365
enable sharepoint designer office 365
enable sharepoint designer office 365

How to see the Workflow Status of the Current item in SharePoint?

Go to your specific List whereas I have created a list named as “LaptopRequestInfo”. Then create some new item into that List. There you can see the Workflow column will be in “Stage 1” condition. Here my workflow column is “LaptopRequestInfoWf”. Just click on that “Stage 1” for knowing the Workflow status of the current Item.

sharepoint designer workflow
sharepoint designer workflow

Step-29:-

After clicking on the “Stage 1”, Here you can see the “Internal Status” of the Current item as “Completed”. That means all the workflow process are completed here after showing the completed Task Status as in the below screenshot.

sharepoint designer workflow types
sharepoint designer workflow types

You may like following SharePoint designer workflow example:

Conclusion:-

Hence in this SharePoint workflow tutorial, we discussed SharePoint Designer workflow and an example of designer workflow in SharePoint online.

Here I have explained how to use SharePoint designer workflow Assign a task workflow action in SharePoint Online.

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