Click the 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 (). 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 ()

• To remove a field from the list of fields to update, uncheck the checkbox in front of the field name.

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 ().
• Click the Lookup User icon () 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 () in the User Lookup form.

• 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.

Click the 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 ().

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

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 the 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 (). If more than one item matches the criteria, Approval Status is updated for the first item returned.

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.

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 ().
  • Click the Lookup User icon () 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 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.

Select Yes to add an attachment to the e-mail message. In the Attach Items box, click the 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.

In 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.

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

IMPORTANT: 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.

If 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.

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.

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

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.

Gear icon menu in SP2013.

Site Workflows link in SP2013

Site Workflows link in SP2010

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.

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.

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.

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 (). Separate multiple users with a semicolon (;).

• Click the Lookup User icon () 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 () in the User Lookup form.

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.

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.

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.

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.

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.

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.

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 ().
• Click the Lookup User icon () 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 () 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.

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.

• 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.

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

• 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.

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.

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.

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.
  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.
  

If you need to choose a different item, click the ellipsis icon ( ) 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.

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.
  
  
  * 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.

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 . Separate multiple users with a semicolon (;).
• Click the Lookup User icon 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 in the User Lookup form.

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.

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.

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.

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.

• 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.

  When 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.

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.

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.

Locate the List Workflow and click the Delete Workflow icon ().

IMPORTANT: 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.

Locate the Site Workflow and click the Delete Workflow icon ().

IMPORTANT: 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.

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.

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.

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.

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.

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.

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 the 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 (), click the Lookup User icon () to search for a user in the User Lookup form, or enter a lookup to a user using the Add Lookup button () 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.

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.

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 (). Separate multiple users with a semicolon (;).
• Click the Lookup User icon () 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 () in the User Lookup form.

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 ().
• Click the Lookup SharePoint Group icon () to search for a SharePoint group.
• Enter a lookup to group data using the Add Lookup icon ().