SharePoint Site Workflow: Initiation forms parameters examples

workflow Initiation Form Parameters sharepoint online
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This SharePoint designer workflow tutorial explains, to create a site workflow using SharePoint designer 2013 for SharePoint Online or SharePoint 2013/2016 site. Also, we will see how to use Initiation form parameters in that site workflow in SharePoint.

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

Create SharePoint Designer 2013 Site Workflow

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

Follow the below steps to create a site workflow using SharePoint designer 2013.

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:

If you are not seeing the SharePoint 2013 Workflow Platform type, then you need to install the workflow manager in SharePoint 2013. You can read an article on: Install and Configure Workflow Manager for SharePoint 2016 in Windows Server 2012 R2 Step by Step tutorial.

sharepoint site workflow
sharepoint 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 designer site workflow
sharepoint designer site workflow

Add initiation form paramters in site workflow in SharePoint designer 2013

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

sharepoint designer 2013 site workflow
sharepoint designer 2013 site workflow

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.

how to create a site workflow in sharepoint designer 2013
how to create a site workflow in sharepoint designer 2013

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 workflow initiation form
sharepoint workflow initiation form

The parameter will look like below:

sharepoint workflow initiation form parameters
sharepoint workflow initiation form parameters

Then we will add Send an Email action like below:

sharepoint workflow initiation parameters
sharepoint workflow initiation parameters

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

sharepoint workflow initiation form parameters
sharepoint 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 workflow initiation parameters
sharepoint 2013 workflow initiation parameters

Then the email message will looks like below:

sharepoint designer workflow initiation parameters
sharepoint designer workflow initiation parameters

And the workflow will look like below:

sharepoint designer initiation form parameters
sharepoint designer 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 2013 workflow initiation form parameters
sharepoint 2013 workflow initiation form parameters

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

creating a site workflow using sharepoint designer 2013
creating a site workflow using sharepoint designer 2013

Here in the initiation form give the usernames like below:

sharepoint 2013 workflow initiation form parameters
sharepoint 2013 workflow initiation form parameters

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:

sharepoint workflow initiation parameters
sharepoint workflow initiation parameters

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

sharepoint workflow initiation form parameters
sharepoint workflow initiation form parameters

You may like following SharePoint designer workflow tutorials:

Hope this SharePoint workflow tutorial explains, how to create a Site Workflow and Initiation Form Parameters example using SharePoint designer workflow in SharePoint Online/2013/2016.

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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

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