Upgrading Workflow Conductor from a previous release

Upgrading Workflow Conductor from a previous release

There are two times when you may need to upgrade Workflow Conductor from a previous release:

  • A new release of Workflow Conductor came out and you want to take advantage of the new features.
  • You want to migrate to a new SharePoint version but you aren’t running the minimum release supported for the migration. See information about migrating Workflow Conductor to learn more. You need to upgrade your Workflow Conductor before you start the migration process.

Follow these steps to upgrade your Workflow Conductor to a new release:

Step Action
1.

WFC Install Main page for r3.5 with top comp highlighted.jpgUpgrade the Workflow Conductor Core Component called Workflow Conductor. Please see Upgrading your Bamboo Web Part for information about how to use the installation files to upgrade Bamboo products.

This Core Component upgrades the following sub-components:

  • Workflow Conductor Config
  • Workflow Conductor Shared
  • Workflow Conductor Widgets
  • My Workflows Web Part
  • My Workflow Tasks Web Part
  • Workflow Conductor Studio
  • Legacy Workflow Assemblies

NOTE: In R3.0, a Legacy Workflow Assemblies component was listed separately in the Core Components in the installer. For R3.5 and later versions, it has been included as part of the Workflow Conductor Core Component.

2. 30to35ControlPanelInstallHighlighted.jpgUpgrade the Workflow Conductor Core Component called Control Panel. Please see Upgrading your Bamboo Web Part for information about how to use the installation files to upgrade Bamboo products.
3.

30to35InstallwithConfigDBHighlighted.jpgUpgrade the Workflow Conductor Core Component called Configuration Database. Please see Upgrading your WF Conductor Configuration Database for more information.

Your Configuration Database stores information about the workflow templates created on your farm, among other things. If you create a new Configuration Database rather than upgrading your existing, you will lose this information.

4. 35install-wfStartFeatureHighlighted.jpg(OPTIONAL) Upgrade the Workflow Start Feature.
See Installing the Workflow Start Feature for more information.
5. Although new releases of the Bamboo Web License Manager don’t occur too frequently, it is a good idea to upgrade it if you haven’t upgraded it in a while.
6.

35installwithFeatureActivHighlighted.jpgRun the Bamboo Feature Activation Component. Running this component doesn’t upgrade any software. Instead, it finds, deactivates, and then re-activates Workflow Conductor features previously installed/upgraded. See Running the Bamboo Feature Activation component for more information.

NOTE: Be sure this is the last Workflow Conductor-specific thing you install. If you install/upgrade something else after this, re-run this.

Click here if you would rather see a list of topics about upgrading Workflow Conductor.

Update AD Account Widget

Update AD Account Widget

SA08UpdateADAccount.jpg
The Update AD Account widget updates one or more Active Directory account properties for an AD user account.

  • Update an account in a pre-configured LDAP path or enter a custom LDAP path (if allowed).
  • Select from a list of users in the specified LDAP path or enter a user account using text, lookups, or workflow variables.
  • Updates to account properties can be entered using text, lookups, or workflow variables.
  • This widget runs with the permissions of the user configured with the LDAP path.

Return to User & Group Management Widgets

See Also:

Update Item Widget

Update Item Widget

The Update Item widget updates one or more fields for an item in a list or library.

Widget Properties:

Column Description
Item (Required)

Click the Icon-Ellipsis button to select fields to update:

  • Select item:

  • Select Current Item (the default) to update the item the workflow was started on.

  • Select External List Lookup to update an item in another list in the site, site collection, or another site in another site collection:

    • To update an item in another list in the current site, select a list in the List box. To update an item to a list in another site or site collection, make the desired selections in the u and Site boxes and then select from the List of available lists and libraries.
    • To identify the item in the library that you want to update, select a Filter Field and enter a match criteria in the Equals box, either by typing one or by adding a lookup using the Add Lookup icon (Icon-Search). If more than one item matches the criteria, the first item returned is updated.
  • Fields to update

  • Available fields in the list or library are added to the form when you select a list or library.

  • To specify a new value for a field, check the box in front of the field name and enter a value using one of the following methods:

    • Choose a field value (for Choice and Yes/No fields)
    • Enter text in the field text box
    • Add a lookup using the Add Lookup icon (Icon-Search)
  • To remove a field from the list of fields to update, uncheck the checkbox in front of the field name.

Run As This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run As property that best matches your requirement. For more information, see the Common Widget Properties topic.
Click Apply to save the widget settings.

Examples Using Update Item Widget

Return to Lists and Items Widgets

See Also:

Update User Info

Update User Info

SA08UpdateUserInfo.jpgThe Update User Info widget updates one or more user profile properties for a SharePoint user in the site collection. The widget has the following features and options:

  • Updates to user profile properties can be entered using text, lookups, or workflow variables.
  • Update all standard SharePoint user profile properties.
  • Update properties for any user in the site collection.
  • Run this widget with alternate credentials.

Return to User & Group Management Widgets

See Also:

Troubleshooting Conditions for Columns of Type Number

Troubleshooting Conditions for Columns of Type Number

Issue:

You are using the Conditional Branch widget to check if a column called Favorite Number is blank. Favorite Number is a column of type Number.

You add a Conditional Branch widget to your workflow and configure it like this:

CB config.jpg

You find that regardless of whether a number is entered in the column or not, the workflow always travels down the False side of the branch. In other words, the workflow always thinks the column is not empty.

Resolution:

Number columns are actually never empty. A number column that appears to be empty actually has a value of 0 (zero). So instead of checking if that column is empty, check if it is equal to zero.

equal 0.jpg

Easy Reference Lookup List

Easy Reference Lookup List

Using Lookups in Workflow Studio

Easy Ref.pngThe Easy Reference lookup list contains common values related to the workflow and the SharePoint environment. Just like the other lookup types, Conductor retrieves Easy Reference lookups when the workflow reaches the widget. An example of an Easy Reference lookup is the workflow initiator, which would appear as {Reference:Initiator} in the widget property field.

Icon-WarningIMPORTANT: Item and List Easy References are not valid for site workflows.

A list of Easy Reference lookups is provided in the table below:

Easy Reference Name Description
Current Date The date at that point in the workflow.
Example: 2/5/2014
Current Time The time at that point in the workflow.
Example: 1:52 PM
Current Item Document URL 3, 4, 5 The full URL for the document that the workflow was started on.
Example: http://conductor2010/sites/corp/Shared Documents/Q2Roadmap.docx
Current Item Title 3, 4 The title of the list item or document.
Example: Q2Roadmap.docx
Current Task Assigned By 3, 4 The display name of the user who started the workflow.
Example: Mary Smith
Current Task Comments 3, 4 The comments or feedback entered in the task form Description field when a task is reassigned or a change is requested.
Example: Please revise section 2.
Current Task Description 3, 4 The description entered in the Task Description field of the widget properties.
Example: Projected Roadmap for Second Quarter 2014
Current Task Due Date 3, 4 The date that is entered in the Due Date field or calculated by the Days Until Due field in the widget properties.
Example: 12/19/2014
Current Task Start Date 3, 4 The date that the current task in the workflow was assigned.
Example: 12/16/2014
Current Task Title 3, 4 The title of the current task that is entered in the Task Title field of the widget properties, or the default task title assigned by Workflow Conductor.
Example: Please Review Q2Roadmap.docx
Current Task URL 3, 4 The item URL of the current workflow task.
Example: http://conductor2010/sites/corp/Shared Documents/Workflow20Tasks/DispForm.aspx?ID=3
Date and Time Started 1 The date and time the workflow was started.
Example: 10/5/2010 1:52 PM
Initiator The account name of the user who started the workflow.
Example: DOMAINmjones
Initiator Display Name The display name of the user who started the workflow.
Example:Mary Jones
Initiator Manager The account name of the manager (configured in Active Directory) of the user who started the workflow.
Example: DOMAINjsmith
Initiator Manager Display Name The display name of the manager (configured in Active Directory) of the user who started the workflow.
Example: John Smith
Item URL The full URL to the DispForm.aspx for the current item.
Example: http://conductor2007/sites/corp/hr/Shared20Documents/Forms/DispForm.aspx?ID=1
Item URL (Relative) 1 The relative URL to the DispForm.aspx for the current item.
Example: /sites/corp/hr/Shared20Documents/Forms/DispForm.aspx?ID=1
Item has attachment Returns True or False
List ID The GUID of the current list.
Example: 4fda55e8-e11b-46a3-acd0-ad83e5f082f4
List Name The Name of the current list, as configured in List Settings > Title, description, and navigation.
Example: Shared Documents
List URL (Absolute) 1 The full URL to the current list.
Example: http://conductor2007/sites/corp/hr/Shared20Documents
List URL (Relative) 1 The relative URL to the current list.
Example: /sites/corp/hr/Shared20Documents
Site Collection URL (Absolute) 1 The full URL to the root of the current site collection.
Example: http://conductor2013/sites/corp
Site Collection URL (Relative) 1 The relative URL to the root of the current site collection.
Example: /sites/corp
Site Name The Title of the current site, as configured in Site Settings > Title, description, and icon.
Example: Human Resources
Site URL 1 The full URL to the current site.
Example: http://conductor2013/sites/corp/hr
Start Date The date the workflow was started.
Example: 10/5/2010
Start Time 2 The time the workflow was started.
Example: 1:52 PM
Workflow Description 1 The workflow Description, as configured in Conductor Studio.
Example: A list of all Easy Reference lookups
Workflow History List URL http://conductor2007/sites/corp/hr/Lists/
Workflow20History.
Example: http://conductor2007/sites/corp/hr/Lists/
Workflow20History
Workflow History List Name 1 The Name of the workflow history list.
Example:Workflow History
Workflow Instance ID The ID of the current instance of the workflow.
Example: cda85707-bda3-4e1d-b188-cdf7a6806756
Workflow Name 1 The workflow Title, as configured in Conductor Studio.
Example: Sample – Easy Reference List
Workflow Status URL The full URL to the SharePoint Workflow Status page for the current workflow instance.
Example: http://conductor2007/sites/corp/hr/_layouts/WrkStat.aspx?WorkflowInstanceID=
cda85707-bda3-4e1d-b188-cdf7a6806756
Workflow Task List Name 1 The Name of the workflow task list.
Example: Workflow Tasks
Workflow Task List URL 1 The full URL to the workflow task list.
Example: http://conductor2013/sites/corp/hr/Lists/
Workflow20Tasks
Workflow Title The Name assigned to the workflow when it is associated to the list, as configured in List Settings > Workflow settings.
Example: Easy Reference List

1 Added or updated in Workflow Conductor 1.5
2 Added or updated in Workflow Conductor 1.5.1
3 Added or updated in Workflow Conductor 2.1
4 This Easy Reference is only available for the email subjects or bodies in the Request Approval, Request Feedback, Collect Data From User, and Custom User Task form widgets.
5 This Easy Reference is only available for items within a document library.

See also:

Subscribe User to Alert

Subscribe User to Alert

The Subscribe User to Alert widget subscribes one or more users to alerts for a specific list or item. This widget provides the same features provided by the SharePoint Set alert on this list and Set alert on this item options.

Widget Properties:

Column Description
Send Alert To (Required)

Enter a user or users to send the alert to, using one of the methods below. The alert will automatically be sent to the email address associated with the user (the email address cannot be customized in the widget).

  • Type a SharePoint or Active Directory display name or account name for the user and click the Check User icon (Icon-Checkmark).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.
Alert Settings (Required)
  • Alert Type: Select List to create an alert for changes to any item in the list, or Item to create an alert for a specific list item.
    • Select the list or item to alert on:
      • Select Current List or Current Item to create the alert on the list or item the workflow is started on.
      • Select Other List or Other Item to create an alert for a different list or item. Select the site collection, site, and list where you want to create the alert. For item alerts, specify the item you want to alert on by defining filter criteria. You can create alerts on existing lists or items, or on lists or items created during the workflow by using lookups.
  • Alert Settings: Configure the specific alert options for this alert.
    • For list alerts, enter an alert title, select the types of changes to be alerted about, and select an alert frequency.
    • For item alerts, enter an alert title and select an alert frequency.
Run As This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run As property that best matches your requirement. For more information, see the Common Widget Properties topic.
Click Apply to save the widget settings.

Example Using Subscribe User Alert

Return to User & Group Management Widgets

See Also:

Conditional Branching Workflow Example Process Steps

Conditional Branching Workflow Example Process Steps

You can always start a workflow manually by choosing the Workflows option in an item drop-down menu, and you’ll probably do this when testing workflows.

If you want to make it simple on your employees, you could also kick the workflow off automatically whenever a new expense report is created:

  1. In the Expense Reports library, go to Settings > Form Library Settings.
  2. In the Permissions and Management section, click the Workflow settings link.
  3. In the Change Workflow Settings page, click the name of the workflow you deployed.
  4. In the Change a Workflow page, check the box in the Start Options section to Start this workflow when a new item is created, and click OK.

However you choose to start it, here’s what will happen when the workflow runs:

Step Action Result
1. The workflow starts by setting the “Approval Status” column to Waiting for Manager Approval. Wait4MgrAppr.jpg
2. An approval task is created for the manager the employee chose in the InfoPath form, and the manager receives a task notification e-mail with a link to the InfoPath expense report form and a link to complete the task. Submit.jpg
Edit.jpg
3.

The manager has the option to Approve or Reject the task, or can create a new task for someone else using the Request Change button.

Learn more about the Request Change Workflow Option.

If the manager rejects the expenses, the “Approval Status” is updated to Rejected by Manager, the employee is notified, and the workflow ends.
WFC.jpg

MgrRej.jpg

4. If the expense report is over $1,000 and the manager approved the expense report, the “Approval Status” is updated to Waiting for VP Approval and the VP name which the employee entered in the InfoPath form is assigned an approval task. RequestAppr.jpg
Approved.jpg
5. The VP has the same options the manager had to Approve, Reject, or Request Change. Rejected.jpg
If the VP rejects the expense report, the “Approval Status” is updated to Rejected by VP, the workflow ends, and the employee is notified.

Workflow Process Steps

When a Workflow Stops

When a Workflow Stops

Stop Workflow is the default error-handling option for all widgets. If an error occurs, the entire workflow will stop running, and its final status will be Canceled. A notification is sent to the list of people defined in the Workflow Error Reporting settings.

sa08_WF-Errored.jpg

Remember that Workflow Conductor lets you define who gets notified when a workflow error occurs. By default, the workflow initiator gets an e-mail with the details of the error. You can also notify the workflow designer or any user, Active Directory group, or e-mail address. For more information, see the Workflow Error Handling section.

SA08_2010CPGeneralSettingsErrorReporting.jpg

See Also:

Start Another Workflow Widget

Start Another Workflow Widget

The Start Another Workflow widget starts another workflow from within the current workflow. The new workflow runs independently of the current workflow. Start Another Workflow provides the ability to design more complex workflows using reusable modules.

NOTE: The current workflow continues with the next widget as soon as the new workflow is started. The current workflow is not paused.

Widget Properties:

Column Description
Workflow Name (Required)

Click the Icon-Ellipsis button to select a workflow:

  • Select workflow location:
    • Select Current Item (the default) to start a workflow associated to the current list on the current item.
    • To start a workflow on another item in the current list or on an item in another list, select External List and make the desired selections in the Site Collection, Site, and List boxes. To identify the item in the list that you want to start the workflow on, choose Select Item in the Item box and enter match criteria in the Where and Equal boxes. If more than one item is matched, the workflow is started on the first item returned.
  • Select Workflow: Select a workflow from the list of workflows associated to the list you selected above. If the selected workflow is configured with a workflow initialization form, you are prompted to provide values for the form fields to pass to the workflow (see an example here). The values can be typed in the property box, or you can add a lookup using the Add Lookup icon (Button-AddLookup).

NOTE: Start Another Workflow cannot start site workflows. It can only start workflows currently associated to a list.

Run As This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run As property that best matches your requirement. For more information, see General Widget Properties.
Click Apply to save the widget settings.

Example of Start Another Workflow

Return to Workflow Logic Widgets List

See Also:

Specify who can Design Workflows in Conductor Studio

Specify who can Design Workflows in Conductor Studio

sa08_2010CPWorkflowDesigners.jpgTo specify who can design workflows in Conductor Studio, go to Central Administration > Workflow Conductor, and then click Workflow Designers. By default, any user with the SharePoint permission Design on the site and the list may also use Conductor Studio.

To restrict who can design workflows in Conductor Studio, select the option Only the following users and groups and key in a list of SharePoint users and/or groups. Only these users will be able to start Conductor Studio.

NOTE: All workflow designers must have at least the SharePoint permission of Design set for the site and the list where Conductor Studio is started. Any user with Design permission will see the Create or Edit Workflows option in lists and libraries, but only designers listed in the Workflow Designers list will be able to start Conductor Studio.

Skip a Widget Step

Skip a Widget Step

Skip This Step skips the widget that caused the error in this workflow instance and continues with the next widget. A notification is sent to the list of people defined in the Workflow Error Reporting settings.

If the skipped step provides results or input to later steps in the workflow, additional errors may occur. Use Skip This Step only if the widget’s results are not critical to the rest of the workflow.

See Also:

Sharing workflow templates

Sharing workflow templates

Overview of Workflow Conductor Templates

add to shared from save dialog.jpgBy default, a saved workflow template can only be accessed by the designer who saved it, or by a template manager.

To make a template available to other workflow designers, click Add to Shared in the Save workflow as a template dialog box and the click Save to save the template.

When you share a template, a copy of the template is added to the Shared Templates tab of the template gallery. Any workflow designer can open the shared copy of the template.

Any workflow designer can share a template, if a template with the same name hasn’t already been shared.

Icon-WarningIMPORTANT: If you previously shared a template, clicking the Add to Shared box in the Save workflow as template dialog will overwrite the copy you shared.

share via the templates gallery.jpgTo share a template after it has been saved, open the template gallery and click the Sharing icon (sharing icon R4.jpg) for the template in the My Templates tab. A confirmation message is presented. Clicking OK on the message completes the copy.

Opening a template shared by another designer and modifying it, saves the updated copy of the template to your My Templates tab. The original shared template is not affected.

Icon-WarningIMPORTANT: It is not possible to overwrite a shared template when sharing from the Workflow Templates gallery, even you were the designer who originally shared it. You will see the message below.

existing shared.jpg
You must remove the shared template before sharing another with the same name from Workflow Templates.

remove from shared.jpgTo remove a template from the Shared Templates list, click the Delete icon (delete icon R4.jpg) for the template in the Shared Templates tab.

You can only delete a shared template if you are the designer who originally shared it, or if you are a template manager.

See Also:

Set Variable Widget

Set Variable Widget

Variables store data while the workflow is running. They can be accessed and manipulated by widgets, and some widgets may require that a variable be created to store results. The contents of workflow variables are accessed using a lookup when the workflow runs.

To create a variable, click Add Variable to open the Workflow Variables form. Enter a Name for the variable, select a data Type, and optionally define a Default Value. Click Add to add the new variable to the workflow. If you later want to delete a variable, return to the Workflow Variables form and click the button next to the variable.

Workflow variables can also be added directly from widgets that use variables, using the Create new variable link. This link is a shortcut to the Workflow Variables form.

NOTE: After adding, updating, or deleting variables using the Workflow Variables Form, always click Save Changes.

The Set Variable widget sets the value of an existing workflow variable.

Widget Properties:

Column Description
Select Variable (Required) Select an existing workflow variable from the list. Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list.
Set Value (Required) Enter a Value for the variable by typing text in the property field or by clicking the Add Lookup icon (Button-AddLookup) to add a lookup. Some variable types will have additional ways to enter values. For example, a Date/Time variable will activate the Calendar icon (Icon-Calendar), which you can use to select a date.
Click Apply to save the widget settings.

Example of Set Variable Widget

Return to Workflow Logic Widgets List

See also:

Set Site Permissions

Set Site Permissions

SA08SetSitePermissions.jpg
The Set Site Permissions widget changes user permissions for any site in any site collection in the Web application. The widget has the following features and options:

  • Choose to set permissions for a site in the existing site list or specify a site URL with a lookup or workflow variable.
  • Reset a site to inherit permissions from its parent site or set custom permissions.
  • Provides an option to clear existing site permissions before setting new custom permissions.
  • Supports the standard SharePoint permissions sets Full Control, Design, Contribute, Read, and View Only.
  • To assign more than one permission set to a site, use multiple Set Site Permission widgets.
  • Set permissions on sites in other site collections.
  • Run this widget with alternate credentials.

Return to Site Management Widgets

See Also:

Set Field Value

Set Field Value

The Set Field Value widget sets the value of a single field in the current item or an item in another list or library in the current site.

Widget Properties:

Column Description
Field and Value (Required)

Click to open the Set Field Value form where you can select a field to update.

  • Select source item:

    • Select Current Item (the default) to set a field value in the current item.

    • To set a field value in a different item in the current list or an item in another list, site, or site collection, select External List Lookup and make the desired selections in the Site Collection, Site, and List boxes. To identify the item in the list that you want to copy, select a Filter Field and enter a match criteria in the Equals box, either by typing one or by adding a lookup using the Add Lookup (Add Lookup Icon) icon. If more than one item is matched, the first item returned is selected as the item to update.

  • Field: Select a field to update from the field list.
    Value: Enter a Value for the field by typing text in the property or by adding a lookup using the Add Lookup (Add Lookup Icon) icon.

Click Apply to save the widget settings.

Example Using Set Field Value Widget

Return to Lists and Items Widgets

See Also:

Set Item Permissions

Set Item Permissions

SA08SiteItemPermissions.jpg
The Set Item Permissions widget sets or changes permissions for an item in a SharePoint list or library. The widget has the following features and options:

  • Set permissions on the current item or on any item in any site collection.
  • Configure an item to inherit permissions from its parent list or set custom permissions.
  • Provides an option to clear existing item permissions before setting new custom permissions.
  • Supports the standard SharePoint permissions sets Full Control, Design, Contribute, Read, and View Only.
  • To assign more than one permission set to an item, use multiple Set Item Permission widgets.
  • Run this widget with alternate credentials.

Return to Lists and Items Widgets

See Also:

Set Approval Status

Set Approval Status

The Set Approval Status widget sets the Approval Status field in a list or library to one of a pre-defined set of choices. If the Approval Status field does not exist, the widget will create it.

NOTE: This widget must run as a user with the Design level or above on the list. If the workflow initiator does not have this permission level, configure the Run As property to use an account that does.

Widget Properties:

Column Description
Item (Required)

Click the Icon-Ellipsis button to select an item to set the approval status for:

  • Select Current Item (the default) to update the Approval Status column for the item the workflow was started on.
  • Select External List Lookup to update the Approval Status for an item in another list or library in the site, site collection, or another site in another site collection:
    • To set the Approval Status for an item in a list in the current site, select a list in the List box. To discard check out for an item in a list in another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a library from the List of available libraries.
    • To identify the item in the list or library that you want to set Approval Status for, select a Filter Field and enter a match criteria in the Equals box, either by typing one or by adding a lookup using the Add Lookup icon (Button-AddLookup). If more than one item matches the criteria, Approval Status is updated for the first item returned.
Approval Status

Select the new value for the Approval Status field. Select the value from the choices Approved, Rejected, Pending, Draft, or Scheduled. If the Approval Status field does not exist, it is created when the widget runs.

NOTE: If you want to set the Approval Status to something other than the pre-defined set of choices, or if you want to update a field named something other than “Approval Status”, use the Update Item widget or Set Field Value widget.

Comments Enter text or a combination of text and lookups to write a comment to the Approver Comments field for the Item. If the Approver Comments field does not exist, it is created when the widget runs.
Click Apply to save the widget settings.

Example Using Set Approval Status Widget

Return to Lists and Items Widgets

See Also:

Send Email Widget

Send Email Widget

The Send Email widget sends a custom e-mail to a user or group of users. Lookups are supported in all message properties.

Icon-Warning Widget Limitation: If a recipient property is a lookup to another SharePoint column, the following SharePoint column type and data format limitations apply for the lookup value:

  • For Person or Group columns, person or group data can be displayed using any user information field, as long as that field has data. For example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as recipients. Multiple entries are supported for Person or Group columns.
  • For Single line of text columns, the value must be an account name (DOMAINUsername), SharePoint group name, or e-mail address. Multiple entries are supported for Single line of text columns, separated by semicolons (;).
  • Calculated columns are supported with the same format limitations as Single line of text columns.
  • A lookup to a Choice column with the option Checkboxes (allow multiple selections) selected will only work if a single entry is checked.
  • Lookups to SharePoint Lookup columns are not supported.

Widget Properties:

Column Description
From Enter a single From address, using any of the methods listed below. This property defines the e-mail account that the e-mail appears to have come from and where replies are sent. If you do not enter a From address in the widget, the From address configured in Central Administration > Workflow Conductor Control Panel > System Settings will be used instead.
To (Required) Enter one or more To recipients, using any of the methods listed below. This property defines the user or users in the To field of an e-mail message.
CC Enter one or more recipients, using any of the methods listed below. This property defines users in the CC (carbon copy) field of an e-mail message. Addresses in the CC field of an e-mail are visible to recipients.
BCC

Enter one or more recipients, using any of the methods listed below. This property defines users in the BCC (blind carbon copy) field of an e-mail message. Addresses in the BCC field of an e-mail are not visible to recipients.

  • Send Email widget address properties (From, To, CC, and BCC) can all be entered using any one, or a combination of, the methods listed below. Separate multiple addresses in a property with a semicolon (;).
    • Type a display name or account name for a SharePoint or Active Directory user or SharePoint group* and click the Check User icon (Icon-Checkmark).
    • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user or SharePoint group* in the User Lookup form.
    • Enter a lookup to e-mail address, user, or group* data using the Add Lookup button Button-AddLookup in the User Lookup form.
    • Type an e-mail address user@domain.com.

      * Groups in a recipient property (To, CC, and BCC) will be expanded to send an e-mail to each user in the group. SharePoint groups are only valid for recipient addresses and cannot be used as a From address.

Subject (Required) Enter a Subject line for the e-mail by typing text in the property field or by clicking the Icon-Ellipsis button to open the text editor. Add lookups to the Subject using the Add Lookup button in the text editor.
Body Enter text for the Body of the e-mail by typing text in the property field or by clicking the Icon-Ellipsis button to open the rich text editor. Add lookups and text formatting to the Body text using the rich text editor. To add a hyperlink in the e-mail body that has a display name different from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com), enter the hyperlink in the following format, including the surrounding brackets ([]): [URL(http://url.com) ,_Text(Text to display)]See Lookups and Variables for more information.
Priority Select a priority setting for the message. Available options are Normal (default), Low, and Urgent, or Set Using Lookup, which can lookup to a field containing a value of “Normal”, “Low”, or “Urgent”.
Allow Attachment

Select Yes to add an attachment to the e-mail message. In the Attach Items box, click the Icon-Ellipsis button to select an item that contains a file to attach.

  • If the item you select is in a document library, the document will be attached.
  • If the item you select is a list item, any attachments attached to that list item will be attached to the e-mail.
Click Apply to save the widget settings.

Example of Send E-mail

Return to User Interaction Widgets List

See Also:

Saving workflow templates

Saving workflow templates

Overview of Workflow Conductor Templates

To save a workflow template, follow these steps:

Step Action
1. Save option on menu R4.jpgClick the Save button in the Workflow Conductor ribbon.
2.

save template R4.jpgIn the window that appears, enter a Workflow Name and an optional Description. If you’ve already given the workflow a name and description, they will be displayed.

If the workflow template already exists (and was created by you), click Overwrite existing files.

If desired, check the Add to Shared box to share the template with other workflow designers.

cannot overwrite an existing workflow.jpg

If you fail to check the overwrite box and you were the designer of a template with the same name, a warning will appear.

Icon-WarningIMPORTANT: Workflow uniqueness is defined by the template name and the designer or status (i.e., Shared, Featured). Therefore, if a workflow called Send Email created by Tom Jones exists, Joan Brown can save a template called Send Email as well. Multiple templates with the same name cannot be shared.

3. cannot save without a name.jpgIf you forget to name your workflow template before attempting to save it, the Workflow Name box will be highlighted in red as shown. You cannot save a template without a name.
4. save before publishing R4.jpgYou may try to Publish your workflow before saving the template. If so, you will be prompted with the message shown. We strongly recommend that you save the template before publishing.

pub without saving R4.jpgIf you click No to the prompt, deciding not to save the template before publishing, a warning message will be presented. You can choose to proceed to publish without saving, however it is not advisable.

Running the Bamboo Feature Activation component

Running the Bamboo Feature Activation component

Upgrading Workflow Conductor from a Previous Release

The Bamboo Feature Activation component automatically finds and activates specific product features that may not properly activate when automatic activation is selected during installation/upgrade.

NOTE: This process does not install any new components. It simply finds, deactivates, then reactivates already installed/upgraded components.

Step Action
1.

35FeatureActivation.jpgHighlight the Bamboo Feature Activation component in the Components section of the Workflow Conductor Setup program. When a component is selected, information specific to it is displayed on the right side of the interface.

When ready, click Install. The Feature Activation program starts and the Select Location of Products page is displayed.

35FeatureActivation1.jpgThe Web Applications available in your SharePoint farm will be loaded and displayed. By default, they will all be checked.

2.

35FeatureActivation2.jpgIf Workflow Conductor is deployed to all web apps, click Activate. Otherwise, uncheck the appropriate web apps and then click Activate.

A Please Wait… message will be displayed as features are found, deactivated, and then reactivated.

3. 35FeatureActivation3.jpgWhen the processing completes, Activation Status information will be displayed.

35FeatureActivation3a.jpg
Check the information to ensure that the selected web apps and associated site collections were processed successfully.

Sample Request Feedback Workflow and Tasks

Sample Request Feedback Workflow and Tasks

SA08RequestFeedbackWidgetEx1.jpgThe screenshot here shows a configured Request Feedback widget with the following properties:

  1. One Reviewer name is a Lookup to the workflow initiator.
  2. One Reviewer is a SharePoint group, which will NOT be expanded – only one task will be assigned for the group.
    All Reviewers must respond for the feedback task to be complete.
  3. The Task Description includes lookups to the list item Name and a workflow initialization form variable. This description will be included in the body of the task notification e-mail, which uses default text configured in the global E-mail Settings.
  4. The Task Due Date will be set to a due date collected in a workflow initialization form variable.
  5. Reassignment and Request Change are allowed.

SA08ReqFbkEx1-InitForm.jpgWhen this workflow runs, the workflow initiator is prompted to enter a Due Date for the task using a workflow initialization form configured with the workflow. For details on configuring workflow initialization forms, see the Workflow Forms section.

SA08ReqFbkEx1-TasksA.jpgAfter the workflow initiator enters a Due Date, the workflow starts by assigning tasks to the workflow initiator and the SharePoint group, as shown here.

sa08taskassignemail.jpgIn this example, e-mail notifications are sent to each person or group assigned a task.

SA08ReqFbkEx1-taskform.jpg

Each reviewer now has the option to complete the review task and provide comments in the task form.

In this form, a reviewer has the following options:

  1. Enter comments (optional).
  2. Click Send Feedback.
  3. Reassign the task to another user using Reassign Task (see the Reassign Task topic for more details).
  4. Create a new task for the item using Request Change (see the Request Change topic for more details).
  5. Cancel and do nothing at this time.


Run Parallel Widget

Run Parallel Widget

The Run Parallel widget branches a workflow into two or more parallel paths, allowing a sequence of widgets in each path to run concurrently. The Run Parallel widget acts a container for other widgets. Simply drag and drop other widgets into any branch in the desired order of execution.

Widget Properties:

Column Description
Number of Branches

Select from two up to five parallel paths. The Run Parallel widget has no additional properties beyond the common properties that all widgets share.

It is simply a container for other widgets.

NOTE: This feature Requires Workflow Conductor version 3.5 or later. Earlier versions are limited to two parallel paths per widget, but can be nested for additional branching.

Example Using Run Parallel Widget

Return to Workflow Logic Widgets List

See Also:

Run PowerShell Script

Run PowerShell ScriptThis widget is not available in Workflow Conductor for SharePoint 2007.

SA08RunPowerShellScript.jpgThe Run PowerShell Script widget runs a Windows PowerShell script. The widget has the following features and options:

  • Supports the use of lookups and workflow variables in the PowerShell script.
  • Save script output to a workflow variable for use later in the workflow.
  • The script will be run with the permissions of the user account configured in the widget.
  • The widget will execute the script in the context of WebAppool account.

NOTE: In a SharePoint environment with multiple Web front-end servers, the script will be executed on the server where the workflow instance is currently running.

Return to External Data Widgets

See Also:

Running Conductor Workflows on List Items

Running Conductor Workflows on List Items

You can run workflows on individual list items or from a SharePoint site, depending on how the workflow was published. Most workflows are run on list items. All workflows deployed as solutions or published to the list, site, or site collection are started on individual list items.

Workflows created and deployed with Workflow Conductor Studio are automatically associated with the list or library where you launched Conductor Studio, and are started just like any other SharePoint workflow. Workflow start options can be configured when the workflow is designed, and can be changed after the workflow is deployed. If the workflow was configured to start automatically when an item is created, changed, or published, the workflow will start when one of those actions takes place.

If the workflow is configured to allow it to be manually started, you can start it as follows:

Step Action Result
1.

In the list or library where the workflow is associated, start the workflow using any of these methods:

  • Choose Workflows from a list item shortcut menu
  • Click the Workflows button in the Documents or Items tab of the Tools ribbon
  • Click the Workflows button while viewing the properties for an item
sa08_2010StartWFfromItemMenu.jpg
You can also run a workflow from the List Ribbon.
sa08_2010StartWFfromRibbon.jpg
2. A list of all workflows available for the list or library is displayed, and includes Workflow Conductor workflows and any available SharePoint workflows. Select the workflow you want to run. sa08_2010ChooseWorkflow.jpg
3. If the workflow you choose has an initialization form associated with it, the form is also displayed. Enter any required information and click Start Workflow to start the workflow. sa08_2010WorkflowForm.jpg
Users with workflow Designer permissions have additional options to start the workflow in Simulation Mode and to override widget Logging Level settings.

Workflows published as site workflows are started in the SharePoint site, not on list items.

See Also:

Running Site Workflows

Running Site Workflows

If the workflow was published as a site workflow (instead of to the list, site, or site collection), it is started from the All Site Content page of the site. Site workflows do not run on individual list items, though they may reference specific lists or items.

To start a site workflow:

Step Action Result
1.

In the site where the workflow is associated, click the gear icon, then select Site Contents.

If using SharePoint 2010, click the All Site Content link in the Quick Launch menu, or go to Site Actions > View All Site Content.

sp2013 site contents.png

Gear icon menu in SP2013.

sa08_2010_ViewAllSiteContent-menu.jpg

sa08_2010_ViewAllSiteContent-link.jpg

2. Click the Site Workflows link in the content page start site workflow.png

Site Workflows link in SP2013

sa08_2010_siteworkflowstart.jpg

Site Workflows link in SP2010

3. A list of all workflows available for the site is displayed, and includes Workflow Conductor workflows and any available SharePoint workflows. Select the workflow you want to run. sa08_2010ChooseSiteWorkflow.jpg
4. If the workflow you choose has a Workflow Initialization Form associated with it, the form is also displayed. Enter any required information and click Start Workflow to start the workflow. Users with workflow Designer permissions have additional options to start the workflow in Simulation Mode and to override widget Workflow Conductor Studio Logging Level settings.

See Also:

Retracting and removing a solution from the Web application

Retracting and removing a solution from the Web application

If you are certain the workflow solution will no longer be used anywhere, you can completely remove it from the Web application. This will terminate any running instances of the workflow. The workflow will no longer be available as a feature in the site collection and it cannot be associated to any list or library.

SiteAdmin
You must be a member of the Farm Administrators SharePoint group to perform these procedures. The table below contains steps for either SharePoint 2007 or SharePoint 2010 although at times the steps are identical for each version and platform.

Step For Workflow Conductor 1.0 or 1.1 and 1.5 for SharePoint 2007 Workflow Conductor 1.5
for SharePoint 2010
1. Go to Settings > Associated Workflows in each list or library the workflow is associated with. Click the Associated Workflows button in the List/Library tab of the Tools ribbon in each list or library the workflow is associated with.
sa08_2010ToolsAssociatedWFs.jpg
2. Locate the workflow you want to remove in the workflow list and click the Delete link.
SA08_kb12458_06.jpg
Locate the workflow you want to remove in the workflow list and click the Delete link.
sa08_2010WorkflowAssociations.jpg
3.

Workflow Conductor 1.0 or 1.1:
In the Central Administration Web application, go to the Operations tab.

Workflow Conductor 1.5:
In the Central Administration Web application, go to the Workflow Conductor Control Panel tab.

In the Central Administration Web application, click the Workflow Conductor category name.
sa08_kb12500_03.jpg
4.

Workflow Conductor 1.0 or 1.1:
In the Global Configuration section, click Solution Management.

Workflow Conductor 1.5:
In the Workflow Conductor Control Panel, click Workflow Solution Management.

In the Workflow Conductor Control Panel, click Workflow Solution Management.
5. Locate the workflow in the solution list and click on its name to view the Solution Properties.
sa08CPSolutionMgmt.jpg
6. In the Solution Properties page, click Retract Solution.
SA08_kb12500_01.jpg
7. Select a time to retract the solution, and then click OK. The Solution Management page will refresh.
8. Locate the workflow in the solution list again. Verify its Status has updated to Not Deployed.
sa08CPSolutionMgmt-WFStatus.jpg
Click the solution name to return to the Solution Properties page.
9. In the Solution Properties page, click Remove Solution.
SA08_kb12500_02.jpg
10. Confirm that you want to remove the solution. The Solution Management page will refresh and the workflow will no longer be listed.

After you have removed the existing solution, you can deploy a new version of the workflow with the same name as the old version.

See Also:

Required Permissions for Creating or Upgrading your WF Conductor Configuration Database

Required Permissions for Creating or Upgrading your WF Conductor Configuration Database

Upgrading your Workflow Conductor Configuration Database

The installation account for the Configuration Database ** Core Component must:

  • be a member of the local server Administrators group,
  • have the dbcreator and securityadmin SQL Server roles on the SQL Server where the Workflow Conductor database will be installed, and
  • have the db_owner permission for the SharePoint configuration and content databases.

    The required SQL Server permissions for the Workflow Conductor Configuration Database component are shown below.
    SA08DBSecurity.jpg

Resolving Workflow Errors

Resolving Workflow Errors

sa08_2010_IfWidgetErrors.jpgIf there is an error in your workflow, Workflow Conductor provides several ways to handle it. You can define error handling options per widget when the workflow is designed using the If Widget Errors property.

The following options are available for the If Widget Errors property (click an option to learn more):

  • Stop Workflow (default): The workflow will stop running with a status of Canceled.

  • Skip This Step: The workflow will skip the step (widget) that errors and continue with the next step.

  • Pause Workflow: The workflow pauses on the step that errors.

    NOTE: Per-widget error handling options are available in Workflow Conductor 2.5 and higher. Previous versions of Workflow Conductor provide global error handling options in the General Settings page of the Workflow Conductor Control Panel.

See Also:

Request Feedback Widget

Request Feedback WidgetTop

RequestFeedback.pngThe Request Feedback widget assigns one or more users or groups a task to review an item in a list or library. Assigned feedback tasks are completed using a Workflow Conductor task form.

Below, the various sections of the widget properties are separated so that you can quickly jump to the area that is of particular interest to you.

This widget has the following features:

  • Individual users, groups, or both can be assigned tasks, either explicitly or using lookups.
  • Specify how many reviewers must respond for the task to be complete.
  • Reviewers can be notified of their tasks by e-mail.
  • Notification e-mails sent by the widget can be fully customized or can use global e-mail templates.
  • If you are using SharePoint 2010 and the server has InfoPath Forms Services, feedback tasks automatically use customizable InfoPath forms (Workflow Conductor 2.5 for SharePoint 2010 and higher).
  • Assigned feedback tasks are visible in associated Microsoft Office 2007 and 2010 applications*.
  • Task Due Dates can be assigned using explicit values or lookups.
  • Reviewers can delegate tasks or create new tasks for other users from the task form.
  • Reviewers can enter comments in the task form, which can be saved to a workflow variable for use later in the workflow.

    * Workflow task integration with Microsoft Outlook (the “Edit this Task” or “Open this Task” button) is only available in SharePoint Server 2010 or Microsoft Office SharePoint Server 2007. Task integration with Microsoft Office applications does not currently work with InfoPath task forms.

    Icon-Warning Widget Limitation: If the Approver property is a lookup to another SharePoint column, the following SharePoint column type and data format limitations apply for the lookup value:

    • For Person or Group columns, person or group data can be displayed using any user information field, as long as that field has data. For example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as approvers. Multiple entries are supported for Person or Group columns.
    • For Single line of text columns, the value must be an account name (DOMAINUsername) or SharePoint group name (e-mail addresses are not supported). Multiple entries are supported for Single line of text columns, separated by semicolons (;).
    • Calculated columns are supported with the same format limitations as Single line of text columns.
    • A lookup to a Choice column with the option Checkboxes (allow multiple selections) selected will only work if a single entry is checked.
    • Lookups to SharePoint Lookup columns are not supported.

General Settings

The image at the top of this page contains numeric reference points for the content of the widget properties. Each number is referenced in the table below.

Top

No. Column Description
1. Display Name This property will default to the generic widget name, but you can change it to something specific on your workflow to better describe what that widget is configured to do. When you update a widget Display Name property, the widget in the Studio diagram is updated after you click Save.
2. Description This is an optional setting that allows you to add a short description for the widget to explain the purpose of it in the workflow. It is only displayed in Conductor Studio, and is not used anywhere in the workflow.
3. Select Item*
This is a required column indicated by the red asterisk.
Select the item on which you want the reviewers to provide feedback. This can be the item that triggered the workflow (the current item), or it can be an item in another list. The default selection is the Current Item.

SelectItem.pngIf you need to choose a different item, click the ellipsis icon ( Icon-Ellipsis ) to open the Select Item dialog and choose External List Lookup from the Select choices. Identify the item by choosing the Site Collection, Site, List and appropriate filter criteria. When finished with your selections, click Add to save your selections and close the Select Item dialog. Otherwise, click Close to close the dialog without saving any changes.

4. Feedback Type

Specify the number of reviewers who must respond for the feedback task to be complete.

  • All Feedback Required – Select this if you require feedback from all identified Reviewers.

    NOTE: The widget is finished when all reviewers respond.

  • Some Feedback Required – Select this option if you do not require feedback from all reviewers. When the specified number of responses is received, the widget is finished. Any incomplete tasks will be marked Completed as soon as the required number of reviewers has completed their feedback tasks.

    SomeFeedback.png
    * Number of Responses Required – If you choose Some Feedback Required, this property appears so that you may enter the number of responses required for feedback. You can enter a number directly, or choose to lookup it up which allows you to specify how many users or groups must complete their feedback tasks.

NOTE: When the specified number of responses is received, the widget is finished. Any incomplete tasks will be marked Completed as soon as the required number of reviewers has been reached.

5. Reviewers(Required)

Enter one or more users or groups who need to review the item. Each reviewer is assigned a task when the widget runs, and all tasks must be completed for the widget to finish. Reviewer names can be entered using any of the following methods:

  • Type a SharePoint or Active Directory display name or account name for a user or group and click the Check User icon Icon-Checkmark. Separate multiple users with a semicolon (;).
  • Click the Lookup User icon Icon-UserLookup to search for a SharePoint or Active Directory user or group in the User Lookup form.
  • Enter a lookup to user or group data using the Add Lookup button Button-AddLookup in the User Lookup form.
6. Expand Groups

If a SharePoint group is entered in the Reviewers property, the Expand Groups setting determines whether a single task is assigned to the entire group or if a separate task is assigned to each member of the group.

  • Select Yes to assign each user in the group a task, as if each name was entered individually in the Reviewers property.
  • Select No to assign one task to the entire group.

NOTE: The owner of the group is considered a member of the group and is also assigned a task. The only exception is when the owner is the default system account, which will not be assigned a task.

7. Save Comments To Each reviewer has the opportunity to enter comments when completing a feedback task as shown here. SaveCommentsTo.pngYou can view task comments in the completed task.

Task Details

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Properties-TaskDetails.png Continuing to look at more of the widget’s properties, the screenshot here shows the Task Details of the widget properties:

No. Column Description
8. Task Name Enter a custom task name for the approver task (e.g., “Review Marketing Guidelines”). This task name is how the task is displayed in SharePoint and Microsoft Office Workflow Task forms. If you do not enter a Task Name, a default name of “Some Feedback Required” is assigned when the widget runs. The task name, and other task properties, can be referenced in notification e-mails using the Current Task Easy References.
9. Task Description Enter an optional task description for the approver task (e.g., “Please review and approve this expense report.”). This task description is displayed in task forms. To add a hyperlink in the task description that has a display name different from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com, enter the hyperlink in the following format, including the surrounding brackets: [URL(http://url.com) ,_Text(Text to display)]
(See Lookups and Variables for more information). The task description, and other task properties, can be referenced in notification e-mails using the Current Task Easy Reference Lookups.
10. Days Until Due Enter the number of days until the task is due. You can enter a specific number or use a lookup. The number of days is added to the current date at the time the widget is run to determine the Due Date for each approver task. The calculated task Due Date is included in the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date will be empty.
11. Specific Due Date

Enter a Specific Due Date for the task. You can enter a specific date using the calendar control or use a lookup. Unlike the Days Until Due property, this property sets a specific Due Date for the task. This is useful in situations where a particular deadline must be met. The task Due Date is included in the task notification e-mail. If you do not enter a Due Date, the value in the Days Until Due property will be used, if there is one, or the task Due Date will be empty.

NOTE: If both the Due Date and Days Until Due properties are defined, the task Due Date field will be set to the earlier of the two dates. If neither is defined, the task Due Date field will be blank.

Notifications

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Propeties-Notifications.pngThe next section of the widget properties covers the Notifications section:

No. Column Description
12. Attach Item to Emails AttachItem.pngIt is possible to attach an electronic file to the email notifications (this option was added in WFC R3.5). When this option is set to Yes, the Item to Attach property appears.
By default, the file attached/associated with the current item is used. To attach a different file, click to open the Select List dialog to select an item in another list. This is the same dialog used to specify an item to review earlier in the widget configuration.
13. Send Task Notification

Select an option, Yes or No, to determine if the widget will send notification e-mails to reviewers when tasks are assigned.

  • Select Yes to send an e-mail to reviewers when a task is assigned.
  • Select No to assign the task without sending task assignment e-mail.
14. Notification Subject Customize the subject and body for the notification e-mail sent for the original Request Feedback task. Default text can be specified in the Request Feedback Task Notification sections of the Workflow Conductor Control Panel E-mail Settings.
15. Notification Body DefaultNotificationBody.pngThe default notification body contains a few tokens that may be of interest to you. Every item shown in blue is a lookup that looks up the actual data in the list.
Refer to Easy Reference Lookups for more details.
16. Send Reminder Select an option, Yes or No, to determine if the widget will send a reminder email to the task assignee some number of days before a task’s due date is reached. The default is No.
17. Send Status Update Emails Select an option, Yes or No, to determine if the widget will send status update e-mails to the workflow initiator. The default is Yes. The status update emails CANNOT be specifically configured so no other parameters appear when set to Yes.
18. Allow Reassignment Select an option, Yes or No, to allow assigned users to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed at the bottom of the task form next to Save and Cancel. The default is No.

Reassign.png When a task assignee clicks Reassign Task, a new task form appears (See below). The original task assignee enters a person to delegate the task to (Delegate To), a Due Date for the delegated task, a Description, and then clicks Submit. Another task is created for the workflow instance and the status of the original task is set to Completed.

19. Allow Request Change
  • Select Yes to allow approvers to create a new task for the item that must be completed before the approver task is completed. If change requests are allowed, a Request Change button is displayed at the bottom of the task form.
  • Select No if you do not want approvers to be able to create new tasks using the task form.

    ReqChg.pngWhen a task assignee clicks the Request Change button on the task form, a form for a new task appears.

The user must then assign the new task to someone, specify a due date, and add a specific description which will overwrite the description from the original task.

AssignTo.png

20. Escalate Overdue Select an option, Yes or No, to determine if the widget will automatically reassign a task to a specified person if the Due Date for a task passes without the task being completed. The default is No.

Fault Handling

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Properties-FaultHandling.pngWorkflow designers have the option to override the logging level configured for widgets and specify a new logging level for all widgets for that workflow instance as described below:

No. Column Description
Star 1. Logging Level The level of detail for workflow run-time logs is based on the Logging Level selected for each widget in the workflow.
Star 2. If Widget Errors

By default, a workflow will stop if any errors are encountered. You can customize this behavior for each widget by selecting one of the following options:

  • Stop Workflow (default): The workflow will stop running with a status of Errored.
  • Skip This Step: The workflow will skip the step (widget) that errors and continue with the next step.
  • Pause Workflow: The workflow pauses on the step that errors, and sends a notification to the people listed in the Workflow Error Reporting section of the Workflow Conductor Control Panel -> General Settings page (by default, the workflow initiator). The notification includes a link to a form where you can cancel the workflow, skip the step with the error, or repeat the step if the error is now resolved.

NOTE: Per-widget error handling options are available in Workflow Conductor R2.5 and higher. Previous versions of Workflow Conductor provided global error handling options in the Workflow Conductor Control Panel -> General Settings page. Errors in workflows deployed with previous versions of Workflow Conductor will cancel the workflow, no matter what the previous error handling settings were.

NOTE: If you leave the default Errors Logging Level setting for all widgets in your workflow and your workflow runs with no errors, you will not see anything in the Run time log view in Log Viewer. This is normal behavior.

Sample Request Feedback Workflow and Tasks

Return to User Interaction Widgets List

See Also:

Request Approval Widget

Request Approval Widget

The Request Approval widget assigns one or more users or groups a task to review and approve an item in a list or library, and then branches the workflow based on whether the item is approved or rejected. Assigned approval tasks are completed using a Workflow Conductor task form.

Icon-Warning Widget Limitation: If the Approver property is a lookup to another SharePoint column, the following SharePoint column type and data format limitations apply for the lookup value:

  • For Person or Group columns, person or group data can be displayed using any user information field, as long as that field has data. For example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as approvers. Multiple entries are supported for Person or Group columns.
  • For Single line of text columns, the value must be an account name (DOMAINUsername) or SharePoint group name (e-mail addresses are not supported). Multiple entries are supported for Single line of text columns, separated by semicolons (;).
  • Calculated columns are supported with the same format limitations as Single line of text columns.
  • A lookup to a Choice column with the option Checkboxes (allow multiple selections) selected will only work if a single entry is checked.
  • Lookups to SharePoint Lookup columns are not supported.

Widget Properties:

Column Description
Select Item (Required)

Select the item on which the approval process will be run. This can be run on the item from which the workflow was started (default behavior), or on a different item in the same list or a different list.

  • Leave the default selection of Current Item to run the approval process against the item from which the workflow was started.

  • Change the item selection to External List Lookup to run the approval process on a different item in the same list or in a different list. When using this option, select the Site Collection, Site, and List where the item you want to run the approval on is stored. These can either be explicitly defined through dropdown selections, or the values for these can be dynamically pulled from a lookup. Next, provide a field and field value that will be used to find which item in the list will be used.

Approvers (Required)

Enter one or more users or groups who need to approve or reject the item. Each approver is assigned a task when the widget runs. Approver names can be entered using any of the following methods:

  • Type a SharePoint or Active Directory display name or account name for a user or group and click the Check User icon (Icon-Checkmark). Separate multiple users with a semicolon (;).

  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user or group in the User Lookup form.

  • Enter a lookup to user or group data using the Add Lookup button (Button-AddLookup) in the User Lookup form.
Expand Groups

If a SharePoint group is entered in the Approvers property, the Expand Groups setting determines whether a single task is assigned to the entire group or if a separate task is assigned to each member of the group:

  • Select Yes to assign each user in the group a task, as if each name was entered individually in the Approvers property.
  • Select No to assign one task to the entire group. Only one user in the group needs to complete the task.

    NOTE: The owner of the group is considered a member of the group and is also assigned a task. The only exception is when the owner is the default system account, which will not be assigned a task.

Approval Type

Select the number of approvals required for an item to follow the Approved path:

  • All Approvals Required: All users and groups who were assigned approval tasks must approve the item for the workflow to follow the Approved path. If any user or group rejects the item, the workflow follows the Rejected path. The widget is finished when all approvers approve the item or when one approver rejects it.
  • One Approval Required: Only one user or group must approve the item for the workflow to follow the Approved path. Any rejections that occur before an approval are ignored. Any incomplete tasks will be marked Completed as soon as one user or group approves the item. If all assigned users and groups reject the item, the workflow will follow the Rejected path. The widget is finished as soon as one approver approves the item or when all approvers reject it.
  • Multiple Approvals Required: Allows you to specify how many users or groups must approve an item for the workflow to follow the Approved path. If the specified number of approvers approves the item, the workflow follows the Approved path. Any incomplete tasks will be marked Completed as soon as the required number of approvals has been reached. If all approvers respond and the required number of approvals has not been reached, the workflow follows the Rejected path. The widget is finished as soon as the required number of approvers approves the item or when all approvers respond.
Send Task Assignment Emails

Select an option to determine if the widget will send notification e-mails to approvers:

  • Select Yes to send an e-mail to approvers when a task is assigned.
  • Select No to assign the task without sending task assignment e-mail.
Send Status Emails to Initiator

Select an option to determine if the widget will send notification e-mails to the workflow initiator:

  • Select Yes to send an e-mail to workflow initiators when all tasks are completed.
    Select No to allow tasks to be completed without notification email being sent to the workflow initiator.
Task Name Enter a custom task name for the approver task (e.g., “Approve Expense Report”). This task name is how the task is displayed in SharePoint and Microsoft Office Workflow Task forms. If you do not enter a Task Name, a default name of “Please Approve ItemName” is assigned when the widget runs. The task name, and other task properties, can be referenced in notification e-mails using the Current Task Easy Reference.
Task Description Enter an optional task description for the approver task (e.g., “Please review and approve this expense report.”). This task description is displayed in task forms. To add a hyperlink in the task description that has a display name different from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com), enter the hyperlink in the following format, including the surrounding brackets ([ ]): [_URL(http://url.com) ,_Text(Text to display)] (see Lookups and Variables for more information). The task description, and other task properties, can be referenced in notification e-mails using the Current Task Easy Reference.
Notification Subject/Body Customize the subject and body for the notification e-mail sent for the original Request Approval task. Default text can be specified in the Request Approval Task Notification sections of the Workflow Conductor Control Panel E-mail Settings.
Send Reminder:

Send a reminder email to task assignees some number of days before a task’s due date is reached.

NOTE: This feature requires Workflow Conductor version 3.5 or later.

Days Before Due Date (Required if Send Reminder=Yes) This parameter appears when Send Reminder is set to Yes. Enter the number of days prior to the Due Date that the reminder email should be sent. This can be set explicitly, or the value can be set dynamically at runtime using a lookup.
Reminder Subject/Body: Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Request Approval sections of the Workflow Conductor Control Panel E-mail Settings.
Escalate Overdue:

Reassign a task to a specified person if it passes the task Due Date without being completed.

NOTE: This feature requires Workflow Conductor version 3.5 or later.

Escalate To (Required if Escalate Overdue=Yes):

This parameter appears if Escalate Overdue is set to Yes. Enter a single SharePoint or Active Directory user to escalate the task to, using one of the following methods:

  • Type a display name or account name for a SharePoint or Active Directory user or SharePoint group* and click the Check User icon (Icon-Checkmark).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user or SharePoint group* in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.

    NOTE: Groups will be expanded to send an escalation notification e-mail to each user in the group. A single task exists for the group. The task is marked Completed when any member of the group submits the task form.

Escalation Subject/Body: Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Request Approval section of the Workflow Conductor Control Panel E-mail Settings.
Days Until Due Enter the number of days until the task is due. You can enter a specific number or use a lookup. The number of days is added to the current date at the time the widget is run to determine the Due Date for each approver task. The calculated task Due Date is included in the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date will be empty.
Due Date

Enter a Due Date for the task. You can enter a specific date using the calendar control or use a lookup. Unlike the Days Until Due property, this property sets a specific Due Date for the task. This is useful in situations where a particular deadline must be met. The task Due Date is included in the task notification e-mail. If you do not enter a Due Date, the value in the Days Until Due property will be used, if there is one, or the task Due Date will be empty.

NOTE: If both the Due Date and Days Until Due properties are defined, the task Due Date field will be set to the earlier of the two dates. If neither is defined, the task Due Date field will be blank.

Allow Reassignment
  • Select Yes to allow approvers to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed at the bottom of the task form. See the Reassign Task topic for more details about this option.
  • Select No if you do not want approvers to be able to delegate tasks to other users.

    icon-video2 See a Video example of a workflow that allows re-assignment.

Allow Request Change
  • Select Yes to allow approvers to create a new task for the item that must be completed before the approver task is completed. If change requests are allowed, a Request Change button is displayed at the bottom of the task form. See the Request Change topic for more details about this option.
  • Select No if you do not want approvers to be able to create new tasks using the task form.
Save Comments To Each approver has the opportunity to enter comments when completing an approval task. You can view task comments in the completed task. If the Send Email property is sent to Yes, a summary of all comments is e-mailed to the workflow initiator when the widget is finished running. You can also store the comments in a workflow variable for use later in the workflow. To assign a workflow variable, select a Text data type variable from the Save Comments To list. Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list. If multiple approvers enter comments, each comment is appended to the workflow variable.
Allow Attachment Allow an attachment to be included in the task notification email. The attached item can be the item on which the workflow was started (default behavior), or on a different item in the same list or in a different list.
Item to Attach (Required if Allow Attachment=Yes)

Select which item will be attached to the email:

  • Leave the default selection of Current Item to attach the item on which the workflow was started to the task notification email.
  • Change the item selection to External List Lookup to a different item in the same document library or in a different document library. When using this option, select the Site Collection, Site, and Document Library where the item you want to attach is stored. These can either be explicitly defined through dropdown selections, or the values for these can be dynamically pulled from a lookup. Next, provide a field and field value that will be used to find which item in the list will be used.
Click Apply to save the widget settings.

Examples of Request Approval Widget

Return to User Interaction Widgets List

See Also:

Request Change

Request Change

sa08allowrequestchgprop.jpgRequest Change is an option reviewers and approvers have when completing Request Feedback and Request Approval tasks, and is not a separate widget. This option allows a reviewer or approver to create a new task for another user or group that must be completed before the original review or approval task. The Request Change option is available if the Allow Request Change property for the Request Feedback or Request Approval Widget is set to Yes, as shown here. If this property is set to Yes, a Request Change button is displayed at the bottom of the feedback or approval task form.

To create a Request Change task for another user or group, edit a Request Feedback or Request Approval task assigned to you:

Step Action Result
1. Click the Request Change button at the bottom of the review or approval task form. sa08requestchange.jpg
2. Enter a single user or group in the Assign Task To box, enter a due date in the Due Date* box (if the task needs one), and enter a Description for the task.

sa08changerequest.jpg

NOTE: The earliest Due Date is always used. Forexample, if the reviewer or approver assigns a Due Date that is earlier than the Due Date in the original task, the workflow uses the new Due Date. However, if the reviewer or approver assigns a Due Date that is later than the Due Date in the original task, then the workflow uses the Due Date in the original task.

3. Click Submit to assign the Request Change task.

sa08changereqtask.jpg

After you click Submit in the Request Change form, several things happen:

  • A new task is created for the user or group you entered in the Assign Task To box.
  • If the Send Email property in the Request Feedback or Request Approval Widget is set to Yes, the new user or group is sent a notification e-mail. You can customize the content of this e-mail in the Request Feedback or Request Approval widget Request Change Subject/Body properties. Default text is specified in the Request Approval or Request Feedback Task Change Request sections of the Workflow Conductor Control Panel E-mail Settings.
  • The original task status is updated to Completed.
  • The Outcome field for the original task and the Description field for the new task show the Request Change details.

sa08changereqtaskcomplete.jpg

  • When the user or group assigned to the Request Change task completes the task, you are assigned a copy of your original review or approval task to complete.

Request Change Workflow Option

Request Change Workflow Option

Request Change is an option reviewers and approvers have when completing Request Feedback and Request Approval tasks, and is not a separate widget. This option allows a reviewer or approver to create a new task for another user or group that must be completed before the original review or approval task.

NOTE: The Request Change option is available if the Allow Request Change property for the Request Feedback or Request Approval widget is set to Yes, as shown below. If this property is set to Yes, a Request Change button is displayed at the bottom of the feedback or approval task form.
sa08allowrequestchgprop.jpg

To create a Request Change task for another user or group, edit a Request Feedback or Request Approval task assigned to you:

Step Action Result
1. Click the Request Change button at the bottom of the review or approval task form. sa08requestchange.jpg
2. Enter a single user or group in the Assign Task To box, enter a due date in the Due Date* box (if the task needs one), and enter a Description for the task. * The earliest Due Date is always used. For example, if the reviewer or approver assigns a Due Date that is earlier than the Due Date in the original task, the workflow uses the new Due Date. However, if the reviewer or approver assigns a Due Date that is later than the Due Date in the original task, then the workflow uses the Due Date in the original task.
sa08changerequest.jpg
3. Click Submit to assign the Request Change task.

After you click Submit in the Request Change form, several things happen:

  • A new task is created for the user or group you entered in the Assign Task To box.
  • If the Send Email property in the Request Feedback or Request Approval widget is set to Yes, the new user or group is sent a notification e-mail. You can customize the content of this e-mail in the Request Feedback or Request Approval widget Request Change Subject/Body properties. Default text is specified in the Request Approval or Request Feedback Task Change Request sections of the Workflow Conductor Control Panel E-mail Settings.
  • The original task status is updated to Completed.
    sa08changereqtask.jpg
  • The Outcome field for the original task and the Description field for the new task show the Request Change details.
    When the user or group assigned to the Request Change task completes the task, you are assigned a copy of your original review or approval task to complete.
    sa08changereqtaskcomplete.jpg

Removing a Workflow

Removing a Workflow

Removing (deleting) a workflow means it can no longer be associated to a list. The steps for removing a workflow differ depending on how the workflow was deployed* .

Icon-Tip Deleting a workflow is different than deleting a workflow template. Please see Overview of Workflow Conductor Templates for more information about templates or Deleting workflow templates for specific information about deleting a template.

* For workflows deployed using Simple Publishing:

Workflows Published to a List

Simple Publishing Workflows are published using the Publish to List option in Conductor Studio and are managed in the Associated Workflows page in that list.

Step Action
1. In the list or library where the workflow was published, click Associated Workflows in the Workflow Conductor section of the Tools ribbon.
2.

Locate the List Workflow and click the Delete Workflow icon (red x.jpg).

delete associated workflows.jpg

Icon-WarningIMPORTANT: Deleting a workflow associated with a list will stop all instances of that workflow that are in process and removes the workflow history. Be sure there are no in process instances before deleting a workflow.

Workflows Published to a Site

This type of workflow is published using the Publish to Site option in Conductor Studio and is managed in Site Administration.

Step Action
1. In the site where the workflow was published, go to Site Actions > Site Settings.
2. Manage Site Reusable WFs.jpgIn the Site Administration section, click Manage Site Reusable Workflows.
3.

Locate the Site Workflow and click the Delete Workflow icon (red x.jpg).

Manage site reusable page1.jpg

Icon-WarningIMPORTANT: Deleting a workflow that was published to a site will also delete associations of that workflow that were made to specific lists. When a workflow association with a list is deleted, all instances of that workflow that are in process are stopped and the workflow history is removed. Be sure there are no in process instances before deleting a workflow.

Workflows Published to a Site Collection

This type of workflow is published using the Publish to Site Collection option in Conductor Studio and is managed in Site Collection Administration.

Step Action
1. In the top-level site in the site collection where the workflow was published, go to Site Actions > Site Settings.
2. Manage site collection reusable.jpgIn the Site Collection Administration section, click Manage Site Collection Reusable Workflows.
3. Locate the Site Collection Workflow and click the Delete Workflow icon (red x.jpg).

Workflows Published as Site Workflows

This type of workflow is published using the Publish as Site Workflow option in Conductor Studio and is managed in Site Administration.

Step Action
1. In the site where the workflow was published, go to Site Actions > Site Settings.
2. Manage Site WFs.jpgIn the Site Administration section, click Manage Site Workflows.
3. Locate the Site Workflow and click the Delete Workflow icon (red x.jpg).
Manage Site WFs page1.jpg

* For workflows deployed using the Solution Deployment method:

Workflow solutions are deployed using the Deploy option in Conductor Studio and are listed in the Workflow Solution Management page in the Workflow Conductor Control Panel.

  • To remove a workflow solution from the current site collection, deactivate the site collection feature.
  • To remove a workflow solution from all site collections in the Web application, retract and remove the workflow solution in Central Administration.

For more information and instructions for performing the tasks above, read Remove a Workflow Solution From a Site Collection or Web Application.

See Also:

Removing a Workflow Association workflow solution Associated to a list or library

Removing a Workflow Association workflow solution Associated to a list or library

If you no longer want the workflow solution associated to a particular list or library but you want the workflow to remain available for users with Design or Full Control permission to associate to other lists or libraries in the site collection, simply delete its association from any list where it is no longer wanted.

Icon-Warning IMPORTANT: When you remove a workflow association, any instances of the workflow that are in progress will be terminated and you will lose access to all workflow history data. To prevent users from starting new instances of the workflow, see Disabling a Workflow. Rather than removing a workflow association while there are instances running, first restrict new instances and then remove the workflow when all in progress workflows complete.

You must have Design or Full Control permission on the list or library to perform these procedures.

NOTES:

  • Removing a workflow association terminates all running instances of the workflow and removes it from the list of available workflows that can be started on items in the list or library.

  • Removing an association for a workflow deployed using the Solution Deployment method in one list does not affect the workflow in other lists, and you can re-associate the workflow to the list or library later (see the Workflow Association topic). If you want to delete the workflow so it cannot be associated to lists again, see Removing a Workflow Association.

  • If the workflow was published to the list (not to the site or site collection) using the Simple Publishing method, removing the association in the Associated Workflows list deletes the workflow. To associate it with the list again, you must republish it from Conductor Studio.

To remove a workflow association,

Step Action
1. Go to Settings > Associated Workflows in the list or library, and then click the Delete link next to the workflow. The Associated Workflows page shows all Conductor workflows associated to the current list, no matter which deployment method was used. To remove a workflow association, click the Delete Workflow icon (Blue X).

sa08WorkflowAssociations.jpg
2.

workflow settings.png
Alternatively, to see if any workflows are in progress before removing one, go to Settings > Workflow Settings in the list or library. A list of the currently associated workflows is shown, with information about how many are in progress.

Click Remove a workflow to restrict new instances of a workflow and/or to remove a workflow association. To restrict new instances, select the radio button in the No New Instances column (see below). To remove a workflow association, select the radio button in the Remove column. When ready, click OK.

remove a workflow.png

Icon-Warning IMPORTANT: When you remove a workflow association, any instances of the workflow that are in progress will be terminated and you will lose access to all workflow history data. It is best to restrict new instances first and then wait until all in progress workflows are deleted before removing.

See Also:

Repeat For Each Item Widget

Repeat For Each Item Widget

icon-video2: Video example of this widget

The Repeat For Each Item widget executes a series of other widgets for each item in a list. The widget can run for all items in a list, or can be limited to a specific start and end item.

NOTE: For widgets dropped inside the Repeat For Each Item widget, Current Item refers to the item the workflow was started on. It does NOT refer to the item the Repeat For Each Item widget is currently on in the loop. To execute a widget against the current item in the loop, use a Field Lookup to the Repeat For Each Item widget Lookup Item ID variable.

sa08LimitationIcon.jpg Widget Limitations

  • When specifying Start Item or End Item conditions based on criteria in a SharePoint Person or Group column configured to allow multiple values, the SharePoint column values must be listed in the exact order specified in the widget. For example: If the widget is waiting for the Person or Group column to change to User1; User2, SharePoint column values entered as User2; User1 will not match.

  • When specifying specific Start Item or End Item conditions based on criteria in a SharePoint Choice column configured to allow multiple values, you cannot select the values in the widget like you can for single Choice columns. You must enter them as text or a lookup to text in the format Value1, Value2 (the space after the comma is required). The values must be entered in the same order they appear in the SharePoint column.

  • The widget processes one item per loop, with a minimum one-minute delay between items. This can result in a long-running workflow if Repeat for Each Item is processing a list containing many items. Use Start Item and End Item conditions to limit the number of items processed.

Widget Properties:

Column Description
Repeat Settings Click the Icon-Ellipsis button to select items for loop widgets to execute on. If you do not make any selections, the loop will start with the first item in the list and continue in order by SharePoint ID to the last item in the list.
Site Collection/Site/List To execute loop widgets on list items in the current site, select a list in the List box. To execute loop widgets on list items in another site or site collection, make the desired selections in the Site Collection and Site boxes, and then select a List and a View.
Start Item

Select the first item in the list to start executing loop widgets on.

NOTE: This condition is only used to identify a start item; it does not filter items in the list.

  • To start executing loop widgets on the first item in the list (by SharePoint ID), select First Item of List.
  • To start with a specific item in the list, select Conditional Item and specify the condition that must be met. The loop will start with the first item in the list (by SharePoint ID) that meets the condition and continue in order by SharePoint ID to the End Item.
End Item

Select the last item in the list to execute loop widgets on.

NOTE: This condition is only used to identify an end item; it does not filter items in the list.

  • To stop with the last item in the list (by SharePoint ID), select Last Item of List.
  • To stop with a specific item in the list, select Conditional Item and specify the condition that must be met.

The loop will execute for items in the list until the End Item condition is matched, and then exit. Widgets are not executed on the End Item.

Store Loop Item ID (Required) Select a workflow variable with a Number data type. The Loop Item ID variable stores the ID of the current item in the loop. You can use this ID with a Field Lookup to execute widgets on the current item in the loop not the Current Item (which refers to the item the workflow was started on). Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list.
Loop Delay (minutes)

Enter the delay between items processed by the widget, in minutes. Each loop processes a single item in the list. The minimum delay is one minute.

NOTE: Workflow processing is dependent on the Workflow timer job, which evaluates workflow status every 5 minutes. Repeat for Each Item conditions will be evaluated at the next timer job interval after the specified Loop Delay has elapsed. This means that the minimum effective Loop Delay settings is 5 minutes, even though you can specify a Loop Delay of as little as 1 minute.

Click Apply to save the widget settings.

Return to Workflow Logic Widgets List

See Also:

Repeat While Widget

Repeat While Widget

The Repeat While widget executes a series of other widgets while up to two defined conditions are True. The condition is checked at the start of each loop. When the condition is no longer True, the workflow exits the Repeat While widget and continues with the next widget in the workflow. If more than two conditions are required, Repeat While widgets can be nested.

NOTE: Dropping widgets inside the Repeat While widget is optional. The widget can also be used to simply pause a workflow until a condition is met.

Icon-Warning Widget Limitations:When entering a condition to match values in SharePoint Person or Group or Choice columns configured to allow multiple values, enter the matching value in the format listed below:

  • Person or Group columns: User1;User2

NOTE: There is no space after the semicolon for the match condition, even though SharePoint displays one in the actual column value.

  • Choice columns: Value1, Value2

    NOTE: The space after the comma is required.

    The values must be listed in the same order as they appear in the SharePoint column. For example: If the condition is listed as User1;User2 or Value1, Value2, SharePoint column values entered as User2; User1 or Value2, Value1 will not match.

Widget Properties:

Column Description
Condition (Required)

Click the Icon-Ellipsis button to open the Condition Builder form:

  • Condition: Choose from a set of pre-defined conditions or compare two data sources using a set of logical operators:
    • Current item was created between these dates: Checks whether an item was created within a date range. Specify start and end dates or define dates using lookups.
    • Current item was modified between these dates: Checks whether an item was last modified within a date range. Specify start and end dates or define dates using lookups.
    • Current item was created by this user: Checks whether an item was created by a specific user. Type a user account and click the Check User icon (sa08checkuserbutton.png), click the Lookup User icon (sa08userlookupbutton.jpg) to search for a user in the User Lookup form, or enter a lookup to a user using the Add Lookup button (sa08AddLookupButton.jpg) in the User Lookup form.
    • Current item was modified by this user: Checks whether an item was last modified by a specific user. Type a user account and click the Check User icon, click the Lookup User icon to search for a user, or enter a lookup to a user using the Add Lookup button in the Lookup User form.
    • Current item has these keywords in the title: Checks whether the Title of the current item contains a particular text string (case insensitive). Enter a specific string or define one using a lookup.
    • Compare these data sources: Compares two values using a logical operator. Enter values explicitly or, more commonly, define them using lookups. The following logical operators are available:
      • Equals
      • Does Not Equal
      • Contains
      • Does Not Contain
      • Is Empty
      • Is Not Empty
      • Starts With
      • Does Not Start With
      • Ends With
      • Does Not End With
      • Greater Than
      • Less Than
  • Add Another Condition: Click this link to add another condition to the Condition Builder. Conditions can be joined using AND or OR. Once a second condition is added, remove it by clicking the Remove Condition link.
Loop Delay (minutes)

Enter a delay between the completion of the last widget inside the Repeat While widget and the next condition evaluation. This delay reduces the chance that an unintentional infinite loop can use too many server resources. If no Loop Delay is specified, a default delay of 60 minutes is used. For longer delays or a delay until a specific time, consider using a Delay For or Delay Until widget inside the Repeat While widget.

NOTE: Workflow processing is dependent on the Workflow timer job, which evaluates workflow status every 5 minutes. Repeat While conditions will be evaluated at the next timer job interval after the specified Loop Delay has elapsed. This means that the minimum effective Loop Delay settings is 5 minutes, even though you can specify a Loop Delay of as little as 1 minute.

Click Apply to save the widget settings.

Example of Repeat While Widget

Return to Workflow Logic Widgets List

See Also:

Remove AD Group

Remove AD Group

SA08RemoveADGroup.jpgThe Remove AD Group widget removes a group from a specified Active Directory location. The widget has the following features and options:

  • Remove a group from a pre-configured LDAP path or enter a custom LDAP path (if allowed).
  • Choose a group to remove by querying the selected LDAP path or specify a group name with a lookup or workflow variable.
  • This widget runs with the permissions of the user configured with the LDAP path.

Return to User & Group Management Widgets

See Also:

Remove SharePoint Group

Remove SharePoint Group

The Remove SharePoint Group widget removes an existing group from SharePoint.

SA08RemoveSPGroup.jpgThe widget has the following features and options:

  • Choose a group from the site collection group list or or specify a group name with a lookup or workflow variable.
  • Remove groups from any site collection.
  • Run this widget with alternate credentials.

Return to User & Group Management Widgets

See Also:

Remove User From AD Group

Remove User From AD Group

The Remove User From AD Group widget removes one or more SharePoint or Active Directory users from an Active Directory group.

This widget uses the Active Directory Settings property in the Workflow Conductor Control Panel > General Settings page. These settings provide a list of pre-configured LDAP paths that can be used in the widget and determine if Conductor Studio designers can enter their own LDAP paths. See the General Settings page for more information.

NOTE: This widget accesses Active Directory with the permission of the user account configured with the LDAP path selected in the widget.

Widget Properties:

Column Description
User (Required)

Enter one or more users to remove from an Active Directory group, using one of the following methods:

  • Type a SharePoint or Active Directory display name or account name for one or more users and click the Check User icon (Icon-Checkmark). Separate multiple users with a semicolon (;).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.
Group (Required)

Click the Lookup AD Group icon (Icon-LookupADGroup) to search for an Active Directory group:

  • Select LDAP Path:

    • If there are pre-defined LDAP paths configured in the Workflow Conductor Control Panel > General Settings page, they will be listed here. Select an LDAP path from the list to update groups in one of the pre-configured Active Directory locations.
    • If the option to Allow custom LDAP paths in widgets is selected in the Workflow Conductor Control Panel > General Settings page, you can also select Other LDAP Path and enter an LDAP path and a user name and password with permission to manage groups in that Active Directory location.
  • Group Name: Enter a group name using one of the following methods:

    • Click the Get Groups button to list available Active Directory groups. Select a group from the list and click OK.
    • Click the Add Lookup button and enter a lookup to a value that contains an Active Directory group name. Click OK.
Run As This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run As property that best matches your requirement. For more information, see the Common Widget Properties topic.
Click Apply to save the widget settings.

Return to User & Group Management Widgets

See Also:

Remove User From SP Group

Remove User From SP Group

The Remove User From SharePoint Group widget removes one or more SharePoint or Active Directory users from a SharePoint group in the current site collection.

NOTE: To update membership to a SharePoint group, a user must be a site collection administrator or the owner of the group. If the option to allow group members to edit group membership is selected in the group properties, any group member may also update the group.

If it is possible that the workflow initiator will not have this permission, use the Run As property to run the widget as another user with the required permission.

Widget Properties:

Column Description
User (Required)

Enter one or more users to remove from the SharePoint group, using one of the following methods:

  • Type a SharePoint or Active Directory display name or account name for one or more users and click the Check User icon (Icon-Checkmark). Separate multiple users with a semicolon (;).
  • Click the Lookup User icon (Icon-UserLookup) to search for a SharePoint or Active Directory user in the User Lookup form.
  • Enter a lookup to user data using the Add Lookup button (Button-AddLookup) in the User Lookup form.
Group (Required)

Enter an existing SharePoint group in the current site collection using one of the following methods:

  • Type a SharePoint group name and click the Check Group icon (Icon-Checkmark).
  • Click the Lookup SharePoint Group icon (Icon-LookupADGroup) to search for a SharePoint group.
  • Enter a lookup to group data using the Add Lookup icon (Icon-Search).
Run As This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run As property that best matches your requirement. For more information, see the Common Widget Properties topic.
Click Apply to save the widget settings.

Return to User & Group Management Widgets

See Also: