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

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.

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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

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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

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See Also:

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:

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 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.

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See Also:

Reassign Task

Reassign Task

sa08allowreassignprop.jpgReassign Task 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 delegate the original review, approval, or data collection task to another user. The Reassign Task option is available if the Allow Reassignment property for the Request Feedback or Request Approval Widget is set to Yes, as shown here. If this property is set to Yes, a Reassign Task button is displayed at the bottom of the feedback, approval, or data collection task form.

To reassign a review or approval task to another user, edit a task assigned to you:

Step Action Result
1. Click the Reassign Task button at the bottom of the review or approval task form. sa08reassigntask.jpg
2. Enter a single user or group in the Delegate To box, enter a due date in the Due Date* box (if the task needs one), and enter a Description for the task.

sa08newusers.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 reassign the task. sa08delegatedtask.jpg

After you click Submit in the Reassign Task form, several things happen:

  • A new task is created for the user or group you entered in the Delegate 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 Reassignment Subject/Body properties. Default text is specified in the Request Approval or Request Feedback Task Reassignment 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 task reassignment details.

Query Database

Query Database

The Query Database widget executes a single SELECT, INSERT, UPDATE, or DELETE SQL statement against a database. The results of SELECT statements can be stored in a workflow variable. The widget supports SQL Server, Oracle, ODBC, and OLEDB connections.

NOTE: In the case of SELECT statements, the Query Database widget returns either a single value (field) or a single record (row). SQL statements should be constructed with this in mind.

If the query returns multiple fields or rows, the widget will only store the first row or the first field from the first row of results, depending on the variable type selected for the results. See the Save To Variable property description below for more information.

Widget Properties:

Column Description
Connection Type (Required) Select the type of database connection to use. Available choices are SQL Server, ODBC, OLEDB, and Oracle.
Connection String (Required)

For ODBC, OLEDB, and Oracle connection types, manually enter the connection string. For SQL Server connections, click the Icon-Ellipsis button to define the following additional properties:

  • Server name: Enter the Server name for your SQL Server database.
  • Authentication: Select Windows Authentication or SQL Server Authentication. Windows Authentication will use the login credentials of the workflow initiator. SQL Server Authentication will use the Username and Password defined in the widget.
  • Username/Password: To connect using SQL Server Authentication, enter a Username and Password.
  • Database: Click the Get Database button to retrieve a list of databases on the specified server, and select the database you want to query.
  • Query: Enter a valid SQL statement. Any SQL statement you enter here will propagate to the Query String property in the main Widget Properties form.
  • Results: To test your database connection, enter a SQL statement in the Query box and click the Test button. For INSERT, UPDATE, or DELETE statements, only the database connection string is tested. For SELECT statements, the query string is also tested, and a result indicating success or failure is shown in the Results field. Statements containing lookups cannot be tested, since lookup values are not determined until the workflow runs.

    NOTE: You can also test ODBC, OLEDB, and Oracle connection types from this property form.

Query String Enter a single SQL statement to execute against the database. SELECT statements should be constructed to return a single field from a single row or a single record (row) of results. Click the Icon-Ellipsis button to include lookups in your statement.
Save to Variable Select a workflow variable with a Text or Record data type to store the query results (applicable only for the results of a SELECT statement). Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable 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 the Common Widget Properties topic.
Click Apply to save the widget settings.

Example Using Query Database Widget

Return to External Data Widgets

See Also:

Opening a Workflow Template

Opening a Workflow Template

Overview of Workflow Conductor Templates

open option on menu R4.jpgTo open a workflow template from the template gallery, click the Open icon in the Conductor Studio ribbon.

A list of your available templates will be displayed in the My Templates tab of the Template Gallery. Select one or click the Shared Templates or Featured Templates tab to select a template from one of those tabs and then click Open. The workflow template will load into Conductor Studio.

open template R4.jpg

NOTES:

  1. Opening a workflow template in Conductor Studio does not open the workflow deployed or published to the current list. You are opening the template that is saved to the template gallery.
  2. By default, a saved workflow template can only be opened and edited by the designer who saved it, or by a template manager. For information about sharing templates so other users can view and save a copy of them, see Sharing Workflow Templates.

More Information About the Template Gallery

The Template Gallery is organized into the tabs described in the table below. By default, the templates in each tab are sorted in the order the template was last saved so the one created most recently is at the top of the list. To sort or filter the list, see Filter or Sort the List of Templates in the Template Gallery.

To open a template, select it and then click Open.

Gallery Tab Description
My Templates This is the tab that is displayed by default. Workflow templates created and saved by the logged in user (the current workflow designer) appear in this list. No one else, except template managers, can see these templates unless the workflow designer chooses to share a template.
Shared Templates Workflow templates that all workflow designers can open appear here. When you open a shared template, any changes you make to it are saved as a new copy of the template in your My Templates list. The original shared template is not affected. Any workflow designer can share a template. See Sharing Workflow Templates for more information.
Featured Templates These are templates a system administrator with access to the Workflow Conductor Control Panel in SharePoint Central Administration has selected to appear in the Featured Templates list. This list may include frequently used templates or templates approved for use in your SharePoint environment. See Featured workflow templates for more information.
Manage Templates If you are a template manager, you can open or delete shared templates, featured templates, or templates created by any designer from the Manage Templates tab. See Managing Workflow Templates or Manage WF Conductor Templates from Central Admin for more information.

How to use the My Workflows Web Part

How to use the My Workflows Web Part

Overview of Workflow Conductor Web Parts

The My Workflows Web Part displays all the workflows initiated by the current user in the site, the Web application, or the entire farm. My Workflows displays the status, workflow name, a link to the item the workflow was started on, and additional information that might be relevant depending on the type of workflow.

From this Web Part, the workflow initiator can:

  • Cancel a workflow that is running, by clicking the Cancel link associated with the specific workflow.
  • Restart a workflow that errored, by clicking the Restart link associated with the specific workflow.
  • Resume a paused workflow, by clicking the Resume link associated with the specific workflow.

Sort the list of workflows displayed by clicking on a column heading. Click the same heading a second time to reverse the sort order.

My workflows WP cut.png

For information about configuring this web part, see How to configure the My Workflows Web Part.

Move Item Widget

Move Item Widget

The Move Item widget moves a list or library item from one list or library to another. Fields that exist in both the source and target lists are copied. The item is first copied to the target list, and then deleted from the source list.

Icon-Warning Widget Limitation: The source and target list types and column types must match or the Move Item widget will fail.

Widget Properties:

Column Description
Source Item (Required)

Click the Icon-Ellipsis button to select an item to move.

  • Select source item:
    • To move the current item, select Current Item (the default).
    • To move 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 move, 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 (Button-AddLookup) icon. If more than one item is matched, the first item returned is selected as the source item to move.
Target List (Required)

Click Icon-Ellipsis to select a target list or library to move the source item to.

  • Select target item:

    • To create a copy of the item in the current list and delete the original item, select Current List.
    • To move the item to a different list in the current site or to a list in another site or site collection, select Other List and make the desired selections in the Site Collection, Site, and List boxes.
  • Overwrite existing items: To overwrite an item with the same Name in the target library, check the Overwrite existing items checkbox. Note: This option is only available for document libraries.

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 Move Item Widget

Return to Lists and Items Widgets

See Also:

More Examples of Formulas Used With the Calculate Widget

More Examples of Formulas Used With the Calculate Widget

TEXT Formulas
Example Assumption Outcome
TEXT(DATEVALUE(“{Variable: varCalcDate}”),”m/d/yyyy”)) varCalcDate = “2015-07” and you are using U.S. Date Format 7/1/2015
TEXT(DATEVALUE(“{Variable: varCalcDate}”),”d/m/yyyy”)) varCalcDate = “2015-07” and you are using U.S. Date Format 1/7/2015
TEXT(DATEVALUE(“2015-07″),”mmmm”) Using U.S. Date Format July
TEXT(DATEVALUE(“2015-09″),”mmmm”) Using U.S. Date Format Sept
TEXT(DATEVALUE({CurrentItem:Valid To})-{CurrentItem:Reminder Period},”m/d/yyyy”) Using U.S. Date Format, you want to calculate the Reminder Date for an item based on the Valid To date and the Reminder Period. Valid To is a DateTime column in the current list with a value of 4/30/2013 for the current item. Reminder Period is a Number column in the current list with a value of 1 for the current item. Reminder Period is intended to store the number of days. 4/28/2015

Return to

Modify a Workflow Initialization Form

Modify a Workflow Initialization Form

If you need to collect information from a user in an initialization form when a workflow is started, add a Workflow Initialization Form to your workflow in Conductor Studio. The Workflow Form is made up of one or more fields. Each field is stored in a workflow parameter, which can be used by the widgets in the workflow. Workflow parameters, like workflow variables, appear in the lookup list for Workflow Variables.

NOTE: Workflows with an initialization form must be configured with a manual Start Option to allow users the opportunity to complete the required form fields. When workflows start automatically, users don’t see the initialization form.

If you have already created an initialization form for your workflow, clicking Init Form from the menu or Workflow Settings tab will edit your existing form. If no form has been created yet, clicking Init Form will allow you to create a new form (see Workflow Forms for more information).

To modify an initialization form, follow these steps:

Step Action Result
1. In the Workflow Conductor Studio, click the Add Field button in the Workflow Settings tab.

add field in WF settings.jpg
Alternatively, click the Init Form option in the Variables section of the Workflow Conductor ribbon.
init form in menu.png

The Form Builder is displayed. Fields added previously are listed in the Input Field list. The Form Builder allows you to add more fields to the initialization form or edit, delete, or rearrange fields.
form builder for existing form.jpg
2. To modify the fields on an initialization form, select the field that needs updating and click Modify.

For more details about Information Types, see Information Types used on Workflow Initialization Forms.

The Forms Settings dialog will appear. See below for an example of a Date and Time field ready to be modified.

Forms Settings when modifying.jpg

3. Modify the parameters as needed. When ready, click Finish to save changes made to the field. Otherwise, click Cancel to close the Form Settings dialog without saving any changes.

The Form Settings dialog will close.

Icon-WarningIMPORTANT: If you change the field name and have already referenced the parameter in a widget of your workflow, you will need to re-reference the parameter. It will not be updated with the new name automatically.

4. If you want to delete a field, select it in the Form Builder and click Remove.

The selected field will be deleted.

NOTE: There is no warning asking if you are sure you want to remove the field. Clicking Remove, removes the field and you won’t be able to get it back unless you close the Workflow Conductor Studio without saving changes to your template.

5. If you want to change the order that the fields are displayed to the end user, select a field and choose Move Up or Move Down as appropriate.

The selected field will move up or down the list one position.

NOTE: The Move Up and Move Down buttons are disabled unless there is more than one field on the form.

6. Repeat steps 2-5 to modify, remove, or move more fields, as needed.
7. When your form is complete, click Close to close the Form Builder. Your form will be saved.

Managing Workflow Solutions

Managing Workflow Solutions

Overview of Workflow Conductor Control Panel

Workflow Conductor provides a central page to view and manage Workflow Conductor workflow solutions deployed using the Solution Deployment method. This page is accessed from Central Administration by clicking Workflow Conductor > Workflow Solution Management.

NOTE: If you are looking for information about managing workflows deployed using the Simple Publishing method, see Workflow Association for more information.

The following tasks can be performed in the Workflow Solution Management page of the Workflow Conductor Control Panel in Central Admin:

Top

View workflow solutions across the farm

To view the list of workflow solutions from the Workflow Solution Management page, follow these steps:

Step Action
1. Workflow solutions deployed to the SharePoint farm are listed in the Deployed Solutions section of the Workflow Conductor Solution Management page. For more information about the solution, view the entries in the Status and Deployed To columns or click the Workflow Name.

sa08_2010CPSolutionMgmt.jpg

2.

solutiondetail.jpgClicking a Workflow Name displays details about the solution.

NOTE: The Deployed Solutions list and the details are similar to the Central Administration > System Settings > Manage farm solutions list in SharePoint Central Administration, but limits the list of solutions to only those deployed by Workflow Conductor.

Top

Retract and remove workflow solutions

Retracting a workflow solution removes it as a site collection feature. The workflow will no longer be available to associate to lists and libraries. Any workflow instances that are running will be terminated. Removing the workflow solution removes it from the list of solutions in the SharePoint farm.

Icon-WarningIMPORTANT: As with any SharePoint solution, before retracting, make sure you have removed any associations to the solution. For a workflow solution, this means that you need to remove the association with any lists and libraries in the appropriate site collection(s). If you do not remove the association before retracting, the workflow will still be associated to the list or library, users will still see it as an available workflow for list items although it will not run, and new workflows deployed with the same name may need to be manually associated before they can run.

For more information about viewing, disabling, and removing workflow associations, see Workflow Association.

To retract and remove a workflow solution from the Workflow Conductor Solution Management page, follow these steps:

Step Action
1. Click the solution name in Deployed Solutions section of the Workflow Solution Management list.
2. sa08_2010CPSolutionMgmt-Retract.jpgIn the Solution Properties page, click Retract Solution.
3.

sa08_2010CPSolutionMgmt-RetractSchedule.jpgEnter a date and time to schedule the retraction and click OK.

You can also schedule the retraction for Now, however note the warning below. While the app pool is recycled, the SharePoint farm is unavailable to users.

Icon-WarningIMPORTANT: The application pool is recycled during a retraction.

4.

After the solution is retracted, its Status in the Workflow Solution Management list will change to Not Deployed (you may need to refresh the page to see the change). The solution is no longer available to associate to any list in the Web application. If you want to be able to deploy the workflow solution again later, you can leave it in the list.

NOTE: Any instances of a workflow that were running when the solution is retracted are terminated.

5.

sa08_2010CPSolutionMgmt-Remove.jpgTo completely remove the workflow solution from the farm, click its name again and click Remove Solution.

NOTE: If a workflow solution remains deployed (whether it is retracted or not), you will not be able to deploy any other workflows with the same name to the same Web application.

Top

Manually deploy workflow solutions scheduled for deployment

If Workflow Conductor is configured for scheduled solution deployment, solutions that are waiting to be deployed will be listed separately. To deploy a solution immediately instead of waiting for the scheduled time, follow these steps:

Step Action
1.

In the Solutions Scheduled for Deployment section of the Workflow Conductor Solution Management page, click the Deploy link for the solution.

sa08_2010CPSolutionMgmt-Scheduled.jpg

Icon-WarningIMPORTANT: The application pool will be recycled when the solution is deployed. Sites in the Web application may be temporarily unavailable.

Log to History

Log to History

The Log to History widget writes a custom message to the workflow history. Workflow history messages are shown on the workflow status page. Read Viewing Workflow Status for more information.

Widget Properties:

Column Description
Message Enter text for the workflow history Description column by typing text in the property field or by clicking the Icon-Ellipsis button to open the text editor. Add lookups to the Description text using the Add Lookup button (Button-AddLookup) in the text editor.
Outcome Enter text for the workflow history Outcome column by typing text in the property field or by clicking the Icon-Ellipsis button to open the text editor. Add lookups to the Outcome text using the Add Lookup button in the text editor.
Click Apply to save the widget settings.

Example Using Log to History Widget

Return to Lists and Items Widgets

See Also:

Lists and Items Widgets

Lists and Items Widgets

This is a high level overview of the types of List and Items Widgets available. Click on the name of the widget to get details and examples.

See Also:

Information Types used on Workflow Initialization Forms

Information Types used on Workflow Initialization Forms

Create a New Workflow Initiation Form

Use the information in the table below to learn about the Information Types available for Workflow Conductor Initialization Forms.

Single line of text Date Time Number
Multiple lines of text Choice Yes/No
Type Description
Single line of text
Topsingle field on form.jpg
Enter a default value, if desired, and check Requires value if you need this field to have a value before the workflow continues.
Multiple lines of text

Topmulitple lines field on form.jpgEnter a default value, if desired, and check Requires value if you need this field to have a value before the workflow continues.

Need more info about HTML format allowed.

Number

Topnumber field on form.jpgSpecify the following for the Number field:

  1. Enter a default value, if desired
  2. Check Requires value if you need this field to have a value before the workflow continues.
  3. If you want to force the value entered to be greater than a minimum, check the Minimum value allowed box and enter the minimum value.
  4. If you want to force the value entered to be less than a maximum, check the Maximum value allowed and enter the maximum value.
Date

TopDate and Time field on form.jpgSpecify the following for the Date field:

  1. Enter a default value, if desired. You can select the current date as the default or enter a specific date.

  2. Check Requires value if you need this field to have a value before the workflow continues.

  3. Choose the format for the date displayed. It can include time or not include time.

  4. Check the box if you want the date entered to be greater than the date the workflow runs.

Choice

Topchoice field on form.jpgSpecify the following for the Choice field:

  1. Enter the choices for the end user. If you would like to display different text than that saved to the parameter, include a vertical separator. For example, to store “1 – High” but display “High”, enter the choice value as 1 – High | High.
  2. Enter a default value, if desired.
  3. Check Requires value if you need this field to have a value before the workflow continues.
  4. Choose to display the choices in a drop-down menu or as radio buttons.
Yes/No

TopyesNo field on form.jpgEnter a default value, if desired.

NOTE: This field will always have a value, so there is no option to make it a required field.

About Workflow Conductor Widgets

About Workflow Conductor Widgets

WFconductor.pngWorkflow Conductor widgets are the modular building blocks used to create workflows in Workflow Conductor Studio. Some widgets define the flow, or path, of a workflow, and others perform specific actions, such as sending an e-mail, updating the properties of an item, or creating a task.

Widgets are grouped by function in the widget list in the left pane of Conductor Studio. The categories in this list can be customized by an administrator in Central Administration. See Configuring WF Conductor Categories for more information. The default categories represent the major widget functions (listed below). A Frequently Used category contains widgets that administrators expect to be used most often by workflow designers.

  • Workflow Logic Widgets: Workflow Logic widgets handle the “flow” of the workflow. This category includes widgets that allow workflow branching or parallel processing. Some of the widgets in this category are container widgets that allow other widgets to be dropped inside of them. For example, drop other widgets inside the two branches of a Run Parallel widget to allow two sets of actions to be executed simultaneously.
  • User Interaction Widgets: User Interaction widgets request input from users or communicate to users during a workflow. Widgets that send e-mail or assign certain types of tasks can be found in this category.
  • User & Group Management Widgets: User & Group Management widgets query, create, update, and delete accounts and groups. Widgets that manage Active Directory and SharePoint user accounts and groups are found in this category.
  • Lists and Items Widgets: Widgets in the List and Items category read or manipulate SharePoint items, lists, and libraries. Actions such as creating, copying, or updating list items are found here.
  • Site Management Widgets: Site Management widgets provide options to create and manage SharePoint sites.
  • External Data Widgets: External Data widgets access data outside of the current SharePoint environment. Access to Web services, databases, and even external SharePoint environments is provided by these widgets.

See also an Alphabetical List of Workflow Conductor Widgets.

Workflow Conductor widgets can access data in the current site, other sites in the current site collection, and (in Workflow Conductor 1.5 and higher) most widgets can also access data in other site collections. If a widget can access data in other site collections, you will see the Site Collection box, which allows you to select the site collection and site to access. In addition, any widget property that supports lookups can access data in other site collections with the Field Lookup option.

To add a widget to a workflow, simply drag it from the widget list pane on the left and drop it where you want it in the Conductor Studio diagram. Most widgets require configuration, which is done in the Widget Properties tab of the settings pane. No coding is required to set the properties of a widget.

General information about features common to all widgets can be found in the following sections:

How to use Workflow Variables as Lookups

How to use Workflow Variables as Lookups

Using Lookups in Workflow Studio

WF variables lookup.pngThe Workflow Variables lookup list contains Variables and Parameters related to the workflow. Parameters are fields that you add to a workflow initialization form.

If you haven’t created an Initialization form or any variables for your workflow yet, you won’t see anything listed here.

Just like the other lookup types, Conductor retrieves Workflow Variable lookups when the workflow reaches the widget.

How to use Workflow Conductor for process automation in Knowledge Base

How to use Workflow Conductor for process automation in Knowledge Base

KBSA Configuration Overview

Applies To:

  • SharePoint Knowledge Base R2.0 or newer
  • Workflow Conductor R1.6 or newer
  • SharePoint Server and Foundation 2010
  • MOSS 2007 and WSS v3.0

Icon-Warning IMPORTANT if you are using Workflow Conductor prior to Release2.x: Set up the following workflow processes during off hours. Publishing the workflow templates requires the application pool to be recycled. (Upgrade your WFC product soon so that you won’t need to publish during off hours!)

Icon-Warning LIMITATIONS: To approve workflow tasks, users require the following permissions: Assignee, Initiator, Site Collection Administrator.

To complete task forms and to view the Approve, Reject and Submit buttons, users must be able to

  1. Read the workflow item that the workflow is running on
    and
  2. Edit items in the Workflow Tasks List that is associated with the workflow.

Click a section below for more information:

How to use the Workflow Reports Web Part

How to use the Workflow Reports Web Part

Overview of Workflow Conductor Web Parts

WFCreportsWP top grah.pngThe Workflow Reports Web Part allows you to create reports about workflows in the current site or site collection. The report is displayed graphically, with a summary text-based list below the chart.

It is possible to specify the range of information you wish to display in the chart. Choose:

  • Start Date – the start of the reporting interval
  • End Date – the end of the reporting interval
  • Period – Summarize the data by period. Choose Day, Week, Month, or Quarter.
  • Workflow Status – choose All, Running, Completed, Errored, Canceled, or Paused.

When ready, click View Report. If desired, choose to print the report by click Print. The print includes the graph, but not the list display beneath the chart.

WFCreportsWP bottom chart.png

For information about the configuration parameters for this web part, see How to Configure the Workflow Reports Web Part

How to use the My Workflow Tasks Web Part

How to use the My Workflow Tasks Web Part

Overview of Workflow Conductor Web Parts

The My Workflow Tasks Web Part displays tasks created by workflows. These tasks typically reside in lists called Workflow Tasks. My Workflow Tasks can display tasks for the current user or for all users, and can display tasks for the site, the Web application, or the entire farm.

Use the links displayed with each task to see the item that triggered the workflow (in the Item column), the workflow history (in the Workflow Name column).

my wf tasks wp -cut.png

For information about how to configure the My Wrokflow Tasks Web Part, see How to configure the My Workflow Tasks Web Part.

How To Use Text Columns in a Workflow Conductor Widget Condition

How To Use Text Columns in a Workflow Conductor Widget Condition

APPLIES TO
The following widgets in Workflow Conductor 1.1 and higher:

  • Conditional Branch
  • Compare
  • Repeat While
  • Wait For Field Change
  • Repeat For Each Item (Workflow Conductor 1.5 and higher)
  • Field Lookups
  • External List Lookups

Some Widgets in Workflow Conductor allow you to specify a condition that must be met in order for the Widget to run. If the condition is comparing a value with a SharePoint Single line of text, SharePoint Multiple lines of text column, or Bamboo Rich Text column, here are some important tips:

  • When matching text strings, use less specific match conditions. For example, use Contains instead of Equal To.

  • Comparisons are case-sensitive. “Text” and “text” are different strings and will not match.

  • If you change the settings for a SharePoint Multiple lines of text column from Plain text formatting to Rich text or Enhanced rich text formatting, an Equal To condition that worked before may stop working. This is because a rich text field contains non-printing characters, even if the text does not appear formatted.

  • Field Lookup conditions that require an Equals match will not match Bamboo Rich Text columns or SharePoint Multiple lines of text columns formatted as Rich text or Enhanced rich text. Perform the lookup using a different column in the list.

The Field Lookup conditions shown here will not match any items, even if the text appears to match the column text:
sa08_kb12555_04.jpg sa08_kb12555_06.jpg

For Bamboo Rich Text and SharePoint Multiple lines of text columns configured for rich text or enhanced rich text formatting, be aware that any text formatting adds non-printing characters that can make the condition false.

The conditions shown below will not match if the word “text” is in bold in the list column:
SA08_kb12555_01.jpg SA08_kb12555_02.jpg
SA08_kb12555_03.jpg

How to Use Add User to AD Group Widget

How to Use Add User to AD Group Widget

sa08AddUserADGroup-Ex1.jpgThe Add User to AD Group widget shown here is configured to add a new employee to a group “Conductor”.

In this example, the workflow designer has permission to enter custom LDAP paths in Active Directory widgets.

This setting is configured in the Active Directory Settings section of the Workflow Conductor Control Panel > General Settings page in SharePoint Central Administration.

Return to

Add User To AD Group

User & Group Management Widgets

See Also:

How to Run Workflows in Simulation Mode

How to Run Workflows in Simulation Mode

When a workflow is started manually, Workflow designers have the option to run the workflow in Simulation Mode. Simulation Mode allows designers to test workflow functionality without affecting other users. It skips all delays, and sends e-mail and assigns tasks only to the workflow initiator.

Specifically, Simulation Mode affects workflows in the following ways:

  • All Delay For and Delay Until widgets are skipped.
  • The Delay Time property in any Repeat While widgets is changed to “0”.
  • Approvers and Reviewers configured in Request Approval and Request Feedback widgets are changed to the workflow initiator.
  • Send Email widgets will send e-mail only to the workflow initiator.
  • The Assigned To property of any Create Task widgets is changed to the workflow initiator.
  • Echo Test widgets will send e-mail only to the workflow initiator.

To start a workflow in Simulation Mode, check the appropriate checkbox in the workflow initiation page before clicking the Start Workflow button.

sa08_2010StartWFSimulation.jpg
Workflow designers also have the option to override the logging level configured for widgets and specify a new logging level for all widgets for that workflow instance. To override the widget logging level, select the desired logging level in the workflow initiation page.

How to Manage Workflow Solutions

How to Manage Workflow Solutions

Workflow Conductor provides a central page to view and manage workflow solutions deployed with Workflow Conductor using the Solution Deployment method. To view the list of workflow solutions, go to Central Administration > Workflow Conductor, and then click Workflow Solution Management.

This list is similar to the Central Administration > System Settings > Manage farm solutions list in SharePoint Central Administration, but limits the list of solutions to those deployed by Workflow Conductor.

The following tasks can be performed in the Workflow Solution Management page.

View workflow solutions

sa08_2010CPSolutionMgmt.jpgWorkflow solutions deployed to the SharePoint farm are listed in the Deployed Solutions section.

For more information about the solution, view the Status and Deployed To columns or click the solution name.

Retract and remove workflow solutions

Retracting a workflow solution removes it as a site collection feature. The workflow will no longer be available to associate to lists and libraries. Any workflow instances that are running will be terminated. Removing the workflow solution removes it from the list of solutions in the SharePoint farm.

Icon-Warning IMPORTANT: Before you retract a solution, make sure you have removed its associations with lists and libraries in the site collection. If you do not, the workflow will still be associated to the list or library and users will still see it as an available workflow for list items, but it will not run, and new workflows deployed with the same name may have to be manually associated before they can run. This is a problem with SharePoint, not Workflow Conductor. To see a count of workflow associations for a workflow, go to the Workflows page in Site Settings.

For more information about removing workflow associations, see Removing a Workflow Association.

To retract and remove a workflow solution, follow these steps:

Step Action Result
1. Click the solution name in the Workflow Solution Management list.
2. In the Solution Properties page, click Retract Solution. sa08_2010CPSolutionMgmt-Retract.jpg
3.

Enter a time to schedule the retraction (which will recycle the application pool) and click OK.

For more information about retracting workflow solutions, see Retract and remove the workflow solution from the Web application.

sa08_2010CPSolutionMgmt-RetractSchedule.jpg
4. After the solution is retracted, its Status in the Workflow Solution Management list will change to Not Deployed (you may need to refresh the page). sa08_2010CPSolutionMgmt-WFStatus.jpg
The solution is no longer available to associate to any list in the Web application. If you want to be able to deploy the workflow solution again later, you can leave it in the list. However, you will not be able to deploy any other workflows with the same name to the same Web application.
5. To completely remove the workflow solution from the farm, click its name again and click Remove Solution. sa08_2010CPSolutionMgmt-Remove.jpg
Viewing Workflow Association Counts
1. To view the number of associations for a workflow before retracting it, go to Site Actions > Site Settings in the top-level site as a site collection administrator. In the Site Administration section, click Workflows. sa08_2010SiteCollectionWFList.jpg
Manually Deploy Workflow Solutions Scheduled for Deployment
1. If Workflow Conductor is configured for scheduled solution deployment, solutions that are waiting to be deployed will be listed separately. To deploy a solution immediately instead of waiting for the scheduled time, click the Deploy link for the solution.

sa08_2010CPSolutionMgmt-Scheduled.jpg

Icon-Warning IMPORTANT: The application pool will be recycled when the solution is deployed. Sites in the Web application may be temporarily unavailable.

See Also:

How to Manage Workflows

How to Manage Workflows

Workflow Conductor provides a number of tools and web parts to help you run, manage, and view the status of workflows in your environment. You can find each of these topics separately in our documentation and we include them here grouped by permission level.

For SharePoint contributors:

For workflow designers:

For SharePoint administrators:

How to determine who published a workflow and when

How to determine who published a workflow and when

Overview of Workflow Conductor Templates

When multiple designers are working in the same SharePoint farm, you may have a need to figure out who published a workflow and when so you can more easily locate the template used to publish/deploy the associated workflow.

You can use the SharePoint Workflow Settings page to see the workflows associated with a list or library. Access Workflow Settings from the list/library ribbon, as shown below to open the Workflow Settings page.

wf setting icon on library ribbon.jpg

wf settings page.jpgThe Workflow Settings page shows active and disabled workflows for the selected content type.

In the example shown here, there is one active workflow called Review Document. There is also a disabled workflow called Review Document (Previous Version:6/15/2015 3:11:37 PM).

This page provides no information about when the active workflow was published or who published it. It also does not show workflows that may be associated with a particular content type on the list. More information is needed.

Icon-Tipassoc wfs icon.jpg If you are using Workflow Conductor, you can also access the Associated Workflows page from the list/library ribbon and learn more.

The Manage Associated Workflows page is a Workflow Conductor page that shows only the active associated workflows for the list, including those associated with only a specific content type.

It also shows when (Modified) and who (Modified By) published/deployed the active workflow. In the example below, we know that Julie published the workflow on June 29 at 1:44PM.

assoc wfs page2.jpg

Armed with information about who published the workflow and when, and knowing that the name of the associated workflow is also the name of the Workflow Conductor template used to publish it, you can access the Manage Templates tab of the Workflow Conductor Template Gallery to locate the template with the same name, created by that user, and last modified at the approximate date and time the associated workflow was published.

Icon-WarningIMPORTANT: The name of the associated workflow is also the name of the Workflow Conductor template used to publish it, if the workflow was published directly to the list. If the workflow was associated with the list from a workflow that was published to the site or site collection, the name of the workflow may not be the same as the template used.
To determine if the workflow was published directly to the list (rather than associated with the list later), click on the workflow name in the Workflow Settings page. If the workflow was published directly to the list, this message will appear.

wf cannot be customized.jpg

If it was associated with the list afterward, you will see the Change workflow… page when you click the link on the Workflow Settings page.

change a wf.jpg

If you see this page, the template used to publish the workflow to the site or site collection is highlighted in the Select a workflow template area of the page.

icon-video2 For more information, see a video example of how to determine who published a workflow.

How to count items in a SharePoint list using Workflow

How to count items in a SharePoint list using Workflow

If you need a workflow to count items in a list, you can set up the KPI Column to count your items and then your workflow can lookup the count of items for the result. Follow the instructions below to set up KPI Column to count items in a task list.

Step Action Result
1. Edit your list from the settings menu and add the KPI column to your list. KPI.jpg
2. In the Additional Column Settings section, choose the KPI Column that you want to display, the list in which the column resides and the view for the list. Select The number of list items in the view radio button. Count.jpg
3. Show Value – Because you simply want the KPI Column to count up the number of items in the view, you need to display the Column Value. ColValue.jpg
3. Click OK and now in your workflow you can use the value that this KPI Column displays.

How To Concatenate Two or More Fields

How To Concatenate Two or More Fields

Using Workflow Conductor and trying to setup so it will add a user to AD.

After creating a list with a field called ‘First Name’ and another field called ‘Last Name’, the goal is to concatenate these two fields in the workflow to form an AD Display Name and an AD Logon name as follows:

  • AD Display Name = ‘First Name’ & “ ” & ‘Last Name’
  • AD Logon Name = ‘First Name’ & “.” & ‘Last ‘Name’

Use the Calculate Widget to concatenate text strings.

For example, assuming First Name and Last Name are fields/columns in list item that triggered the workflow:

First Name = Tom
Last Name = Thumb

CONCATENATE("{CurrentItem:First Name}"," ","{CurrentItem:Last Name}")

Result: Tom Thumb

NOTE: If you do not include the double quotes, it returns #NAME?, so be sure to use the double quotes.

How to Branch a Workflow Conductor Workflow With Dependency

How to Branch a Workflow Conductor Workflow With Dependency

APPLIES TO

  • Workflow Conductor 1.0 and higher

While workflows can be associated with specific Content Types in a list or library, sometimes your workflow only has one or two steps that differ depending on the item’s Content Type. In that scenario, you may not want to maintain multiple workflows for each Content Type. Instead, consider branching your workflow using the Conditional Branch widget with a condition that checks for the item’s Content Type.

Branching a Workflow

Step Action Result
1. Add a Calculated column to your list or library with a value of =Content Type, as shown below. Make sure to associate this column with all Content Types.

SA08_kb12508_01.jpg

The column will auto-populate with the name of the Content Type used to create the item. The column does not have to be included in any views.

2. In your workflow, insert a Conditional Branch widget wherever your workflow needs to branch depending on Content Type. Configure at least one of the conditions for the widget to include checking the value of the Content Type column, similar to the example shown here: SA08_kb12508_02.jpg
3. If you have more than two Content Types and your workflow takes a different action for each one, you can nest Conditional Branch widgets: SA08_kb12508_03.jpg

To learn how to associate separate workflows to each Content Type, see How to Associate a Workflow Conductor workflow to a Content Type.

How do I build a workflow that runs when items are added or changed?

How do I build a workflow that runs when items are added or changed?How do I configure a workflow to run when items are added or changed?

When you design a workflow in Conductor Studio, you can configure the workflow Start Options in the Workflow Settings tab. Workflow Conductor supports the same start options as SharePoint, including starting a workflow when an item is created or changed. To change workflow start options after the workflow has been deployed, follow the instructions in Changing Workflow Options.

Get Previous Version

Get Previous Version

The Get Previous Version Data widget allows a workflow to query and return the value of a field for the previous version of an item if Item Versioning is enabled in the targeted SharePoint list.

Icon-Warning IMPORTANT: This widget requires versioning to be enabled in the targeted list.

NOTE: This widget is available in Workflow Conductor version 3.5 or later.

Widget Properties:

Field Description
Select Item/Field: Select either the current item on which the workflow is being run, or select a different item using a Lookup, then select the field whose previous value will be returned.
Select Version:

Select the version of the item that will be queried. The available choices are:

Last Minor Version (default): Returns the previous value of the defined field from the most recently saved minor version of the item. If minor versioning is not enabled, the value of the previous major version will still be returned.

Last Major Version: Returns the previous value of the defined field from the most recently saved major version of the item. If minor versioning is not enabled, this is the same as the previous version of the item.

Oldest Version: Returns the value of the defined field from the oldest available item version.

Save Value To: Select the variable that will store the value that is returned. The variable type must be compatible with the field data being returned.
Click Apply to save the widget settings.

Return to Lists and Items Widgets

See Also:

Get User Info

Get User Info

The Get User Info widget retrieves a single SharePoint user profile property for a user and stores it in a workflow variable.

Notes for MOSS Users: This widget uses the MOSS User Profile Account property in the Workflow Conductor Control Panel > Account Settings page. This setting specifies a user account that has the Manage User Profiles Shared Services right in Shared Services Administration > Personalization services permissions. This account is used to access the SharePoint User Profile Properties list. Access to specific user profile data is security trimmed at runtime based on the permission of the user account configured for the widget in the Run As property.

Notes for WSS Users: The widget will retrieve profile data from the User Information List in the current site collection. Access to SharePoint user profile data is security trimmed at runtime based on the permission of the user account configured for the widget in the Run As property.

Widget Properties:

Column Description
User (Required)

Enter a user, using one of the following methods:

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.

Property (Required)

Click the Icon-Ellipsis button to select a User Profile property to retrieve:

  • Property: Select a property name from the list.
    • In a MOSS environment, the list of properties is from the User Profile Properties list in the SSP.
    • In a WSS environment, the list of properties is from the User Information List in the current site collection.
  • Save To: Select a workflow variable to save the Property value to. Only workflow variables that match the data type of the selected property are listed. Create variables in the Workflow Settings tab in the settings pane.
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 Get User Info Widget

Return to User & Group Management Widgets

See Also:

Launching Conductor Studio

Launching Conductor Studio

sa08_2010studio.jpgWorkflow Conductor allows Designers and Administrators to easily create custom workflows using a simple drag-and-drop interface. We call that interface Workflow Conductor Studio, or Conductor Studio for short. It is a browser-based design interface that runs within SharePoint and can be accessed directly from a list or library. For more information about using Conductor Studio, visit the following sections:

To start Conductor Studio, first make sure that the account you are using has the Design or Full Control permission level for the list or library. Then, navigate to a list or library and click the Create or Edit Workflows button in the List or Library tab of the Tools ribbon.

NOTE: Administrators can further restrict who can design workflows in Conductor Studio using the Workflow Designers settings in Central Administration >Workflow Conductor. If you are a SharePoint Designer but do not have the Create or Edit Workflows option in the Settings menu, contact your SharePoint administrator.

You can learn more about the four sections of the Workflow Conductor Studio interface by clicking an item below:

Filter or Sort the List of Templates in the Template Gallery

Filter or Sort the List of Templates in the Template Gallery

Open a Workflow Template

When working with Workflow Conductor, your list of templates may grow quickly and span multiple pages. When this happens, use the Sort and Filter features of the Template Gallery to quickly and easily find the template you need.

NOTES:

  1. The sort and filter features of the Template Manager changed a bit in Workflow Conductor Release 3.5. This page describes how they work in the latest release. If you are using an older release, please see Filter or Sort the List of Templates in the Template Gallery in Release 3.2 and Earlier.
  2. The screen shot shows the Manage Templates tab because the logged in user is a template manager. If you are not a template manager, you will not see that tab.

To filter or sort the list of templates shown, follow these steps:

Step Action
1.

Accessing Template sort and filter in template gallery of R3.5.jpg In the Template Gallery, hover over the heading of the column that shows the information you want to sort or filter on. A menu arrow (menu option.jpg) will appear. Click it to see the menu.

NOTE: The menu option won’t appear until you hover over the column heading.

2.

filtered list of templates WFC R35.jpgTo filter the list, hover over Filters to see the text entry box. Enter filter text in the box. The list will be filtered to only those templates that have the text anywhere in the column. For example, the screen shot shows how to filter the list to show only the templates with the word “test” anywhere in the Template Name. As you enter the filter string, the list is filtered dynamically.

To remove the filter, uncheck the Filters box.

3.

To sort the list, simply click the header text. Clicking the same header a second time, will reverse the sort order.

Alternatively, you can choose Sort Ascending or Sort Descending from the menu displayed in Step 2.

4. template filter has been applied.jpgThe font of the header will change to indicate a filter is applied to the list using that column. A small arrow (sort arrow.jpg) will appear to indicate the list is sorted by that column. The arrow will point up or down, depending on the sort order selected.

Exporting or Importing workflow templates

Exporting or Importing workflow templates

Overview of Workflow Conductor Templates

Export a template for

  • safe keeping,
  • to be able to import it to another SharePoint environment, or
  • to send a copy to Bamboo’s Support Team if you are having an issue.

Export a template

Step Action
1.

export and import templates small.pngTo export the current workflow template, select Export from the Workflow area of the menu in the Workflow Conductor Studio.

NOTE: You can export a workflow that you haven’t yet saved or one that doesn’t yet have a name.

2. A message will appear at the bottom of your Internet Explorer browser, asking if you want to save the *.xoml file.
You can choose to save it with the given workflow title, or you can choose to Save As a file with a different name.

export file save msg.png

Import a template

Step Action
1. export and import templates small.pngTo import a workflow template, select Import from the Workflow area of the menu in the Workflow Conductor Studio.
2.

import wf template.pngIn the dialog box that appears, browse for the *.xoml file to import and then click Import.

NOTE: If the template imported refers to hard-coded server URLs and other things that don’t exist in your SharePoint environment, you may need to make a few adjustments to the workflow before publishing it to your list, site, or site collection.

External Data Widgets

External Data Widgets

This is a high level overview of the types of External Data Widgets available. Click on the name of the widget to get details and examples.

Return to About Workflow Conductor Widgets

See also an Alphabetical List of Workflow Conductor Widgets.

Featured Workflow Conductor templates

Featured Workflow Conductor templates

Overview of Workflow Conductor Templates

sa08_2010_FeaturedTemplates.jpgAny designer can share a workflow template. However, you may want to highlight specific templates as those that are commonly used, approved for use by all designers, or maybe just good examples for other designers. The template gallery includes a Featured Templates area for this purpose.

Icon-WarningIMPORTANT: Designating a template as a Featured Template can be done only from the Workflow Conductor Control Panel in SharePoint Central Administration.

To add a template to the Featured Templates tab, follow these steps:

Step Action
1. Go to Central Administration and click the Workflow Conductor section.
2. In the Workflow Conductor Control Panel, click Template Management.
3.

In the Template Management page, use the table to locate the template you want to feature. You can browse for templates in either the User Templates or Shared Templates tabs.

Click the column header to sort the display by that column. Click the same column a second time to reverse the sort order.

There is no filter capability for the lists on these tabs.

Add to Featured.png
When you locate the template you want to feature, click the Add to Featured link (Add to Featured icon.png) for the specific template.

NOTE: Previous to Release 3.5, the Add to Featured link was displayed as the word Add.

4. To remove a template from the Featured Templates list, click on the Featured Templates tab in the table and click the Delete icon (delete link.png). Template managers can also delete featured templates from the Manage Templates tab in the Conductor Studio template gallery.

FEatured templates tab in CA R3.5.png

End Workflow Widget

End Workflow Widget

The End Workflow widget stops the workflow with an optional message to the workflow history log. No further widgets will be executed.

The primary purpose of this widget is to end a workflow inside one branch of a branched widget, such as Conditional Branch Widget, Request Approval Widget, or Request Feedback Widget.

NOTE: This widget does not need to be added to the bottom of a workflow, since workflows will always end after the last widget runs.

Widget Properties:

Column Description
History Log Message Enter an optional message to be written to the workflow history when the workflow is stopped. The message can be typed directly into the text field, or click the to add lookups.
Click Apply to save the widget settings.

Example of End Workflow

Return to Workflow Logic Widgets List

See Also:

Disable AD Account

Disable AD Account

The Disable AD Account widget disables an Active Directory user account.

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 determines 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
LDAP Path (Required)

Click the Icon-Ellipsis button to select the Active Directory LDAP path that contains the user account to disable:

  • If there are pre-defined LDAP paths configured in the Workflow Conductor Control Panel > General Settings > Active Directory Settings, they will be listed here. Select an LDAP path from the list to disable a user account 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 > Active Directory Settings, you can select Other LDAP Path and enter an LDAP path and a user name and password with permission to manage user accounts in that Active Directory location. See Active Directory Settings for LDAP path examples.
User (Required)

Enter an Active Directory user account to disable, using one of the following methods:

  • Type a SharePoint or Active Directory display name or account name 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.
Click Apply to save the widget settings.

Example of Using the Disable AD Account Widget

Return to User & Group Management Widgets

See Also:

Disabling a Workflow

Disabling a Workflow

Disable a workflow when you want to prevent users from starting new instances of the workflow but you want to let running instances finish. This is typically done before the workflow association is permanently removed from the list. Disabling a workflow also lets you keep workflow history data available for future reference. If needed, the workflow can be enabled again if it is not removed.

Icon-WarningIMPORTANT: Removing a workflow association terminates any instances of the workflow that might be running and removes the workflow history.

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

Step Action
1. lib ribbon with wf settings highlighted.jpgFrom the List Ribbon, click Workflow Settings.
2. remove block wf.jpgIn the Workflow Settings page for the list, click Remove, Block, or Restore a workflow.
3.

In the Remove Workflows page, choose the No New Instances radio button for the workflow you want to disable. This will allow current workflow instances to finish, but the workflow will no longer be listed in the available workflows list.

disable a workflow.jpg

Once no instances are running, it is safe to Remove the workflow by choosing the Remove radio button for a particular workflow association. It is also possible to remove the workflow from the Associated Workflows page accessed from the List Ribbon.

NOTE: Previous Versions of workflows are shown only on the Remove Workflows page shown above and therefore can only be removed from there. Active workflows are shown on the Associated Workflows page and can be removed from either place.

See Also:

Discard Check Out Widget

Discard Check Out Widget

The Discard Check Out widget removes the “Checked Out” status from an item that is currently checked out and restores the previous version number.

NOTE: To discard check out for items checked out to other users, the user configured in the Run As property must have the Override Check Out permission.

Widget Properties:

Column Description
Item (Required)

By default, the Current Item’s “Checked Out” status is discarded. To discard check out on a different item, click the Icon-Ellipsis button.

  • Source:
    • Select Current Itemto discard check out for the item the workflow was started on.
    • Select External List Lookup to discard check out for an item in another library in the site, site collection, or another site in another site collection:
      • To discard an item from a list in the current site, select a list in the List box. To delete an item from a list in another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a list from the List of available lists and libraries.
      • To identify the item in the library that you want to discard check out 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, the first item returned is deleted.
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 Discard Check Out

Return to Lists and Items Widgets

See Also:

Deleting a workflow template

Deleting a workflow template

Overview of Workflow Conductor Templates

delete template from my templates in R3.5.pngTo delete a workflow template from Workflow Conductor Studio, open the template gallery and locate the copy of the template you want to delete.

Icon-WarningIMPORTANT: Deleting a workflow is different than deleting a workflow template. See Removing a Workflow for more information about deleting or removing workflows.

To delete your personal copy of the template, locate it in the My Templates tab and click the Delete link (delete link.png). Click OK to the warning displayed to delete the template.

Icon-WarningIMPORTANT: Once you delete your copy of a template, you cannot get it back. There is no recycle bin. Deleting a template does not affect the published or deployed copy of the workflow in the farm.

To delete the shared copy of a template so it is no longer available to other workflow designers, locate it in the Shared Templates tab and click the Remove from Shared link (delete link.png). You can only delete templates you originally shared, unless you are a template manager.

NOTE: Since the template listed in the Shared Templates tab is a copy of the original, deleting it will NOT delete the original. The owner of the original template can choose to share it again at a later time.

Featured templates can only be deleted by template managers from either the Workflow Conductor Studio Managed Templates tab or the Workflow Conductor Control Panel in SharePoint Central Administration. See Featured workflow templates for more information.

Delete List

Delete List

The Delete List widget deletes an entire list or library from the current site.

Widget Properties:

Column Description
List (Required)

Click the Icon-Ellipsis button to select a list or library to delete:

  • Source:
    • Select Current List to delete the current item.
    • Select Other List and make selections in the Site Collection, Site, and List boxes to delete another list in the site, site collection, or another list in another site collection.
      • Select Workflow Variables to delete a list in a site named in a workflow variable, selected from the Variable Containing Site Name list. If you are deleting a list from the current site collection, the variable must contain the sitename portion of the site URL (e.g., http://myserver/sales). If you are deleting a list from another site collection, the variable must contain the full URL of the site (e.g., http://myserver/sitecoll/site).
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 Delete List

Return to Lists and Items Widgets

See Also:

Delete Site

Delete Site

SA08DeleteSite.jpgThe Delete Site widget permanently deletes a SharePoint site from the site collection. The widget includes the following options and features:

  • Choose to delete a site in the existing site list or specify a site URL with a lookup or workflow variable.
  • Delete sites in other site collections.
  • Run this widget with alternate credentials.

Icon-Warning IMPORTANT: If you delete the current site, the workflow (and any workflows in progress in that site) will not complete. Deleting the site deletes any workflow associations.

Return to Site Management Widgets

See Also:

Delay Until Condition is Met Widget

Delay Until Condition is Met Widget

The Delay Until Condition is Met widget pauses the workflow until a predefined condition is reached.

Widget Properties:

Step Action
1. Condition (Required): Click the ellipses ( sa08EllipsisIcon.jpg ) beside this field to open the Condition Builder window.
2. Select a condition from the drop-down menu.
3. In the Value 1 box, type in the desired value or click the magnifying glass (sa08AddLookupIcon.jpg) to use a lookup.
4. Choose an operator from the drop-down menu (e.g. Equals, Greater than, Less than).
5. In the Value 2 box, type in the desired value or click the magnifying glass (sa08AddLookupIcon.jpg) to use a lookup.
6. Click OK.

The table below lists the possible conditions and a description of each:

Condition Description Enter Comparison
Value(s) As
Compare these data sources

Compares two values (of the same data type) using a logical operator. 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
  • Greater Than or Equal To / Less Than or Equal To
Text or lookup
Current item was created between these dates Checks whether an item was created within a date range Date/Time or lookup to date/time value
Current item was modified between these dates Checks whether an item was last modified within a date range. Date/Time or lookup to date/time value
If two date ranges overlap Checks whether two sets of dates overlap each other. Date/Time or lookup to date/time value
Specific date/time is within a date range Checks whether a specific date time is between two dates.
Current item was created by this user Current item was created by this user Date/Time or lookup to date/time value
Current item was modified by this user Checks whether an item was last modified by a specific user. Person or lookup to Person value
Current item has these keywords in the title Checks whether the Title of the current item contains a particular text string (case insensitive). Text or lookup to text string
User is a member of an Active Directory group Checks whether a user is a member of a specific Active Directory group. User: Person or lookup to Person value
Group: Group or lookup to Group value
User is a member of a SharePoint group Checks whether a user is a member of a specific SharePoint group. User: Person or lookup to Person value
Group: Group or lookup to Group value
Role is assigned to user Checks whether a user has a role assigned. User: Person or lookup to Person value
Group: Group or lookup to Group value

Example of Delay Until Condition is Met

Return to Workflow Logic Widgets List

See Also: