I am trying to write a workflow using SPD 2010 that is triggered upon item creation in a document library.
I want to set up a task that is mailed to the user in a task-mail with a subject like - Tasks - ... has been assigned to you
(which is the default task-mail that you get in case of collect data from user form).
Is there a way to present the user with values of fields of the Current Item (the creation of which triggered the workflow) in the task form, the button to which task form is provided in the task-mail?
I understand that the workflow start will first create the task for users in task list.Get the task ID and task list ID that was created for this workflow instance, and construct an URL like - http://SITE_URL/_layouts/WrkTaskIP.aspx?List=LIST_ID&ID=TASK_ID&Source=http://redirect_url_once_task_completed.aspx where WrkTaskIP.aspx is the task edit form.Send this as a href link for text in the mail body.
It would be better if you have a data entity class to store information about your object(the item field values).You can use this in your email for information.
Related
I have a question on Taxonomy Update Scheduler.
Here is the scenario.
I have custom list which is using Managed Metadata field in the list(This list is attached with Itemupdating event to send email notification)
First we created few items with this manamged metadata values and save the items. After some time we updated term store names which were used in the list items. Then ran Taxonomy Update Scheduler timer job from sharepoint central admin and once the timer job ran sucessfully the custom list items were reflecting the changes.
But after item got updated event is not triggering in custom list which supposed to send the mail notification. Is the sharepoint is not supporting this behavior?
Can anyone please guide me on this issue.
Regards
Anand
No event is raised when Taxonomy data is changed. Managed Metadata field is an Enhanced Lookup field type so the content of field doesn't change when timer runs. In detail the Managed Metadata field contain a reference (ID) of an item (Term) that Sharepoint automatically add to /Lists/TaxonomyHiddenList in the SiteCollection root. I suppose that the Metadata Timer job modify that hidden list items instead.
I'm currently making a pretty simple approval workflow in sharepoint using sharepoint designer. One of the design goals that we have for this workflow is that we want to minimize the amount of custom coding that we have to do so I'd appreciate answers that involve using sharepoint designer instead of whipping out VS.
So the workflow should start when a person adds an item to a list.
When the workflow kicks off it would create a task and and assign a due date of +2 business days and assign the responsibility to a group of users
When a user completes the task then it would record the individual person who completed the task as well as the date it was completed.
It's pretty easy to add fields to the list but the purist in me kind of balks at this since these fields would be null and it violates first normal form. Ie a list that went to Task1 but not Task2 would have four fields Task1ApprovedBy, Task1FinishedDate, Task2ApprovedBy, Task2FinishedDate and both the Task2 fields would be null.
--edit--
Sorry If I'm not being clear about the question. I'm using Sharepoint Designer and I would like to update a list item in a lookup when a user completes a task item. How do I select the last task for a particular item that was completed and update that last task two values "Completed By" and Completed Date values? I'd prefer to do this on the Task list since that would also make reporting easier. I'd just create a view on the Task list instead of doing some type of join between the two list to when a particular task was completed.
Thank you for the help!
Jason
It sounds like you need two workflows here. One on the "Main" list and one on the "Tasks" list:
The first workflow is tied to the "Main" list. It fires when a user creates a new list item in the "Main" list. This workflow simply creates a new item in the "Tasks" list (with the correct people assigned, description, dates, etc...)
The second workflow is tied to the "Tasks" list. It fires whenever an item in the Tasks list is changed. The workflow checks to see if the status field is "Complete". If it is, then assign the "Completed By" field to the current person editing the task and assign the "Completed Date" value to today.
(Note that, in a SharePoint Designer workflow, there is no way to evaluate the properties of the list item prior to the update. If a completed task is updated, the SPD workflow will be unable to determine that the task was already completed. Basically, each update to a completed task will update the Completed By/Date fields. If you want a more complex workflow - which only updates when the status is changed to "Complete" - you will need to use Visual Studio).
I created 2 custom lists in Sharepoint 2010:
List #1: INTERNAL PROCESSES (fields: Process Title, Reference)
List #2: PROCESS STEPS (fields: Step Title, Step Description, Process Title[lookup of 1 item in previous list], Department Assigned)
I created an action in the display form for list INTERNAL PROCESSES called "Create Instance"...when user clicks on it, redirects user to
mypage.aspx?processID={itemID}
(I couldn't find a way to pass the title instead of the ID in the querystring...)
Up to here is what I have done so far.
Now, I need to accomplish the following in mypage.aspx
1) lookup in INTERNAL PROCESSES using processID received in queryString, if field Reference is not NULL, ask user to enter a value for Reference
(eg. if Reference contains the word "Member", ask user to enter the Member Name)
2) get Process Title from list INTERNAL PROCESSES for processID received in querystring
3) For each list item in PROCESS STEPS where field Process Title matches Process Title looked up in step#2 , create a new TASK list item with the
following values:
a) TASK Title = Step Title + Value entered in step#1 (if any)
b) TASK Description = Step Description
c) TASK Assigned to = Department Assigned
I'd like to avoid using code, if at all possible because I've never done it, if code is required please point me in the right direction...thanks!
hey you would not required to use code if you are good at designing SharePoint designer workflows what you would have to do is create custom action using desginer and you can invoke a wrkflow using custom action, which would create a task for you in task list for more details have a look at following article
http://manish-sharepoint.blogspot.com/2010/01/creating-custom-actions-using.html
Does anyone know how you can modify the fields in an out-of-the-box (OOTB) Workflow Task (specifically Priority and Due Date)? The OOTB Approval workflow doesn't allow you to set these fields (it allows setting a due date, but not a due time).
I had a cunning plan to create a custom workflow in Visual Studio to set these fields automatically. This involved attaching my custom workflow to the tasks list and editing the tasks as they were created by the Approval workflow. However my custom workflow doesn't fire when new tasks are added to task list by the Approval workflow. And it seems you are unable to manually trigger a workflow on an item in the task list that was created by a workflow.
So in order to set the task fields as they are created by the Approval workflow I'd have to somehow hook into the OOTB Approval workflow directly, which I'm not sure is possible.
Obviously another option would be to recreate the Approval workflow from scratch with InfoPath and Visual Studio, but this seems like overkill to just add priority and time fields to the instantiation form.
Any thoughts?
I've just realised you can edit field such as priority and due date (time) from the task list by selecting Actions > Edit in Datasheet. This works for normal task list items and those created by workflow.
I'd still like to know why a custom workflow that is set to trigger on new items in a task list doesn't fire when a workflow adds items to the task list.
Note: To edit the time a task is due you need to modify the OOTB task list so that the Due Date field is a Date and Time rather than Date Only.
A customer of ours has an Access 2007 application with a form for creating tasks for upload to a Sharepoint Task List. The user fills in the form (title, status, priority, start date, due date). The user then places check marks next to the sharepoint user names that this task must be assigned to (one task per sp user selected). This data is aggregeated into a TaskQueue table and the tasks are added to the Sharepoint list successfully (through a linked list - i think). The problem is that we need to include zero or more attachments for each task item. Is there a way to do this through a macro, VBA, or some other built in functionality that I haven't learned about yet?
My initial idea was to use a C# windows service that monitors this taskqueue table then uses the Lists.asmx Shareopint web service and the AddAttachment method when given the List item ID and NTFS path to the attached file to add the attachments to the task list item in Sharepoint.
After playing around with Access and setting up a linked table to a Task List in Sharepoint, I found that you can add attachments through the Access 2007 datasheet view. The problem is that you can only select one user or SP group in the Assigned TO field. They have a lot of repetitive tasks to assign to a bunch of separate people.. That's why they developed this form. If anyone has an idea on how to solve this issue please let me know. Also does anyone know of any good Access 2007/Sharepoint integration resources?
Thanks in advance!
have the attachments upload as part of the Access form.
load attachments into a Document Library
Check off users like they are currently being done
Add hyperlinks to the attachments uploaded in step 2 to the Description (rich text) field. (maybe done automatically in steps 1-2)
Leave TaskQueue table alone.
This way, 0..n documents can be included. The task list just stores structured data, and the documents are stored in a document library once, and you don't have runaway growth when attaching 1 document to 5 different tasks (resulting in 5 copies of the document).