A workflow in SharePoint is a pre-programmed set of instructions that automates redundant business processes. Workflow in SharePoint is like a flow chart where the pre-set terms drive the response for an upcoming stage that acts as a stimulus. Redundant tasks compromise employees' time and efforts and are prone to mistakes. Simply put, automated workflows reduce manual business processes and offer consistency. It can be as simple as automatically notifying an authorized person for pending document approval or automating a complex sales order.
Creating a SharePoint workflow speeds up complex approval processes, streamlines redundant business activities, supports process improvements, and prevents decision-making errors. However, after understanding what a SharePoint workflow is, let us learn how to create them.
How to Create a Workflows in Sharepoint
There are several ways to create workflows in SharePoint, some of which are described below.
No Workflow:
SharePoint 'Alerts,' when used with specific metadata columns, can easily create simple approval and notification alerts. You can also use the Assigned To columns provided on the Task list to send an email alert to the authorized user.
Simple Content Approval Workflow:
The Content Approval Feature can be utilized where one-way content approval remains the primary concern. It fits best in cases like single-ended approvals for documents or vacation requests. You can also add comments to specify the reasons for the approval or rejection of a document.
In-built SharePoint Workflows:
SharePoint out-of-the-box workflow templates are a set of default workflows that can be configured and utilized without any additional effort. The ready-to-use workflow templates are used for:
- Simple approvals
- Collecting feedback
- Collecting signatures
- Creating disposition approval
- Creating a three-state workflow
SharePoint Designer:
Apart from simple workflows, there are certain documents or processes which require more than one approver, making them complex. However, complicated workflows with serial or parallel approvals can be easily created by SharePoint Designer, a free tool by Microsoft with extended flexibility.
Microsoft Flow:
Microsoft Flow is an easy-to-use cloud-based application to automate essential business processes. Based on a trigger and action approach, it is a much easier alternative than SharePoint Designer, which takes hours of coding and debugging.
Final words
SharePoint is a highly collaborative and interactive platform offering businesses a modern intranet solution. Learning how to create a SharePoint workflow to automate manual tasks will eventually lead to enhanced productivity. Add workflows and bring consistency and efficiency to your workplace environment.
Automating business process is important to remain aggressive ion the business. however, 40 percent of representatives spend one-third of their week's worth of work on manual, repetitive tasks.
SharePoint workflow management furnishes your department with the tools to simplify processes and computerize low-value undertakings. In this post, we'll divide the distinctive kinds of SharePoint workflows you can use to expand profitability for your business.
Creating a workflow had made an impact in small or large-scale industry.
Microsoft Flow is a new feature, which is a part of Office 365.
You can built workflows based on triggers and actions.
For instance, you will receive an email once a new entry is added to a SharePoint list or if the document is uploaded to the document library.
SharePoint Designer workflow capability does not permit you for easy interface with other applications.
To create workflow in SharePoint Designer you have to spend lot of time in learning the syntax and quirks of SharePoint
Create parallel approval workflows with Microsoft Flow
In today’s, matrix management structure of the global workforce especially in newer industries, there is a need to inform and get approval of your absence (eg.
vacation) so that your project managers are part of your scheduling decisions.
Find, and then select the Office 365 Users – Get manager (V2) action.
Note: The Title and Assigned To fields are required.
With the recent SharePoint Online version, the platform has become increasingly accessible.
In this article, we will discuss the top 3 features on SharePoint that will help you gain your organization’s confidence on the application, and how to implement them into your business processes.
It is interesting to note how Cloud is thought of as the ultimate solution to all the collaborative problems of an organization.
Collaborative tools have a deep impact of organizational structure:
One of the main reasons why your employees will love SharePoint is because work will be fun and exciting with tools like Yammer and Team.
Community sites act as a forum for employees to brainstorm, find solutions and generate ideas, while having all of it documented as organizational learning repository for future use.
