SharePoint Online Site Workflow and Initiation Form Parameters example using SharePoint designer workflow

workflow Initiation Form Parameters sharepoint online

In this post, we will discuss how we can create a site workflow using SharePoint designer 2013 for SharePoint online site as well as we can see how we can use Initiation form parameters in that site workflow.

Site workflows are not bound specifically to any list or document library, but we can run on a particular SharePoint site.

Download a FREE PDF on SharePoint online tutorial

In this example, we will send few users (which we will take from Initiation Form ) to participate in a quiz contest through a site workflow.

Also, read:
Introduction to cloud computing and Microsoft Azure

Configure workflow manager for SharePoint 2016 workflow in windows server 2012 r2

App Step in SharePoint 2013 Designer Workflow

Follow the below steps:
– Open SharePoint online site using SharePoint designer 2013. Then from the ribbon click on Site Workflow. Then in the Create Site Workflow dialog box, give a Name for the workflow and optionally provide a description. And make sure to choose Platform Type as SharePoint 2013 workflow like below:

SharePoint 2013 site workflow
SharePoint 2013 site workflow

– The first in the Transition to stage, Add a Go to a stage.

SharePoint online site workflow
SharePoint online site workflow

– Then add End of Workflow. So the Transition to stage will looks like below:

SharePoint site workflow Initiation Form Parameters
SharePoint site workflow Initiation Form Parameters

– Now we will add Initiation form parameters, click on Initiation Forms Parameters button in the ribbon like below:

SharePoint 2013 site workflow Initiation Form Parameters
SharePoint 2013 site workflow Initiation Form Parameters

– Then click on Add… button which will open the Add Field like below. Give a field name and Information type Person or Group. Then click on Next.

SharePoint 2016 site workflow Initiation Form Parameters
SharePoint 2016 site workflow Initiation Form Parameters

Then Allow selection you can choose People and Groups and you can check the checkboxes like Allow blank values? or Allow multiple values? like below:

SharePoint 2013 site workflow
SharePoint 2013 site workflow

The parameter will look like below:

SharePoint online site workflow
SharePoint online site workflow

Then we will add Send an Email action like below:

SharePoint 2016 site workflow
SharePoint 2016 site workflow

Then click on “these users” links. Then click on Workflow Lookup for a User… like below:

SharePoint site workflow Initiation Form Parameters
SharePoint site workflow Initiation Form Parameters

Here choose the Data source as “Workflow Variables and Parameters”. And then choose Field from source, choose the Parameter SendEmailTo which we have created in above state. Then Return field as “Email Addresses, Semicolon Delimited” like below:

SharePoint 2013 site workflow Initiation Form Parameters
SharePoint 2013 site workflow Initiation Form Parameters

Then the email message will looks like below:

SharePoint 2016 site workflow Initiation Form Parameters
SharePoint 2016 site workflow Initiation Form Parameters

And the workflow will look like below:

SharePoint online site workflow Initiation Form Parameters
SharePoint online site workflow Initiation Form Parameters

Now publish the workflow and the workflow will be published to the SharePoint online site.

Then go to the Site Contents page and click on Site workflows like below:

SharePoint Online Site Workflow and Initiation Form Parameters example using SharePoint designer workflow
SharePoint Online Site Workflow and Initiation Form Parameters example using SharePoint designer workflow

Once you click on Site Workflows it will show all the site workflows. Here click on the particular site workflow like below:

SharePoint Online Site Workflow and Initiation Form Parameters example using SharePoint designer workflow
SharePoint Online Site Workflow and Initiation Form Parameters example using SharePoint designer workflow

Here in the initiation form give the usernames like below:

workflow Initiation Form Parameters sharepoint 2016
workflow Initiation Form Parameters sharepoint 2016

Then you can click on the Start button to start the workflow. This will start the workflow.

If you will see the workflow page you will see the workflow completed like below:

workflow Initiation Form Parameters sharepoint online
workflow Initiation Form Parameters sharepoint online

Now if you will check the email, you can see the email will appear like below:

workflow Initiation Form Parameters sharepoint online demo


workflow Initiation Form Parameters SharePoint online demo.

Hope this will be helpful.


You May Also like the Following SharePoint Online Tutorials:

About Bijay Kumar

I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site SharePointSky.com

View all posts by Bijay Kumar →