I was recently put in charge of being "SharePoint Administrator" for my department. I am being tasked with the following:
Create a user friendly interface for end users (Done)
Create an auto-archive process for aged documents. (ISSUE)
Create an interactive workflow for certain reports requiring feedback from end user. (ISSUE)
SO - I am not new to SharePoint, but definitely new to the coding and back end admin component. I have searched to the ends of the internet but cannot find a step - by - step that doesn't require central admin access (I don't have it, and don't know how to obtain it).
My questions are:
Is there a way to set up auto-archive on SharePoint to archive to an external database such as LiveLink without having Central Admin Access? If so - please advise on steps to do so.
If NOT - Is there an alternative and can I set up auto archive to another list within the main SharePoint (I have found tutorials for this but can't seem to find any with step by step instructions so someone without advanced knowledge could go through the process).
Workflows - Am I able to upload data to the sharepoint and have a workflow that would send a notification externally (via outlook) to an enduser indicating action required on the data? The end user would then have to log in to the SharePoint, review the data and take whatever action is required (let's use checking a checkbox as an example of action required). From there - a notification would go to - say - a senior manager to then go in and access the data and check another box for their approval. From that point an email notification would go out that the workflow and item is completed and no further action is required.
I apologize for such a long set of questions, I just really want to understand this and feel like I am so close but just need a little more insight. If you can only answer part of this that's fine too!
Thanks so much to everyone!
Shannon
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I have to create a workflow in Sharepoint online shown in the image. Below is the explanation of the workflow
A Sharepoint list form will be defined with required fields.
Step 1:
Whenever a new project requestor wants to request for resources, they use the link to create a new line item and submit
Step 2:
This item should be assigned to Manager. He will verify the details and assign it to some Lead.
Step 3 :
Lead will work with the requestor offline to gather details about the request and comes up with level of efforts, no. of resources required, etc. and creates a form(some excel template). This form needs to be uploaded to this request and on submit,
Step 4:
Now this item should go back to the manager. Manager will finally review the form created by the lead (and allocate resources - not part of this workflow) and closes the request, and the requests lifecycle is ended.
Is there a way I can achieve this using the inbuild workflow types given in SP online, or Should I create the workflow from scratch - I'm very new to SP, so sorry for the basic question
I don't think the default workflow would meet your requirements. Here are two options for you:
Use microsoft flow to build your workflow.
If you do not have flow license, I would suggest you use SharePoint Designer to build your wokflow.
If you have questions to build your workflow, feel free to ask.
I am trying to create a solution in SharePoint 365 (I am new in SharePoint). Below is what I am looking for:
1. A user logs in and opens a form which they fill details and forwards/submits to the supervisor for approval. There are about 20 fields to be filled
2. Once approved, a certificate, preferably in PDF, is generated based on the details entered by the user.
3. The 20 fields are made available for download in Excel whereby the 20 rows form 20 columns in the Excel.
I am not sure if SharePoint with designer or Infopath can accomplish this.
Hope you can assist me to know if this is possible and what extra tools I may need on top of SharePoint.
Your questions is very generic, it might be flagged by some moderator later. Anyway... for SharePoint Online (not SharePoint 365), you will need to write your solution using the SharePoint Framework (SPFx), to achieve this you will need to familiarize yourself with TypeScript, NPM, GULP, Yeoman Generator, React JS, and a to some degree of JavaScript.
The other possible way is to familiarize yourself with the Office 365 architecture, this options might be limited to fully achieve your goals but might be the best option if you are not a developer.
Basically you will need to create a "workflow", you can create using Flow (when a list item is submitted), inside the Flow you will read the fields submitted and send for user manager's approval (reading the property from user profile), and once the "workflow" is approved, you can capture the data, and send to Excel (you can even specify to which Excel flavor you want: Excel Online - Business, Excel Online - OneDrive, or simply Excel).
Once your Flow adds the information your target (Excel file), you add a new step in your Flow to use the "Adobe Sign" to use the create a certificate - you can use this step to get a document from an signed agreement or any other you find suitable there
You have the hard way by coding through SPFx or making your way through Flow (the easy way), it is now up to you, go with Flow, you will achieve this in probably a couple of hours.
We've a real pain in our project where we ask a team of 50 resources to update a single excel sheet that's placed in a network location and when someone tries to update the data, it's locked by somebody else and they don't update it. So, they end up not updating the data.
I'm looking for an alternate solution like
creating a form in sharepoint/ jira - no sharepoint/ jira developer
getting data in mail - too tedious and lots of rework
creating a custom form and hosting it in local server - might work - any templates on this?
Or, any alternates? I'm out of ideas.
easiest thing would be to create a simple SharePoint-List. All Users can update their data at the same time and the Input-Form will be there automatically. (Can also be exported to Excel)
If you are on SharePoint-Online you could also have a look at Windows Form which provide more flexibility in creating the form.
And if you need even more capabilities you can have a look at PowerApps
Let me start off by saying that I am not a SharePoint guru, nor an administrator for this site. I have enough rights to build my site. I have taken on the task of creating a site at work to make things better since it has gone through several people's hands and I take it as a challenge that I can do it.
So I have a workflow I created in SPD 2010 to send an email out based on an kickoff action in List A that references email addresses in List B since I am sending this email to people outside the organization. I have even tried to make a simple workflow to send an email to my name in the To: field and TEST in the Subject and Body. No Luck.
The issue lies in the fact that when I try to publish the workflow to the site, after checking for any errors (none I might add), I get back a "Workflow Error" that says "Errors were found when compiling the workflow. The workflow files were saved but cannot be run" and if I hit the Advanced button it says "Unexpected error on server associating the workflow."
I am looking to this forum to determine if this error is related in some way to an incorrect setting in the SharePoint Server that I don't know about, if it has anything to do with a lack of permissions from the overall SharePoint Server administrator to upload workflows or something else that I know nothing about.
I have asked the SharePoint administrator and he won't be able to get back to me until next week as he is at a conference, but I would like to try the workflow out and see if it works or I need to go back and work on it more.
If the consensus is I need more rights and I will have to wait until next week, is there a way to run the workflow in SPD or can I download my site as a sandbox and just play with it there?
Any and all help is gratefully appreciated.
For others who have this issue, it was a rights issue. The company did not install SPD as an admin, hence I could not create work flows.
We are using the default Task list from a Team Site and would like to only allow those that the Task is "Assigned To" to edit the tasks. How do you go about enforcing this?
When we tried the "Advanced Settings", we found that "Only their own" meant only those tasks created by the current user.
It looks like you need to create an event handler that updates the permission on the Task everytime the assigned user is changed.
Quite a few people have had this problem in the past.
Check out this site for an example of the problems people have had. That said it should work out-of-the-box if you copy content when setting up the Task List.
Looks like, an event handler is the way to go. I found this page in some of my searching and it explains a lot of the problems related to this issue:
Email Notifications and Alerts - Sharepoint Tasks List
Unfortunately, the client wants no custom code and wanted SP Designer workflows and browser based customizations only...