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. Let us start with the SharePoint site workflow example.
SharePoint Site workflows are not bound specifically to any list or document library, but we can run on a particular SharePoint site.
Create SharePoint Site Workflow
Now, let us see step by step how to create a SharePoint 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 SharePoint workflow manager.
The first in the Transition to stage, Add a Go to a stage.
Then add End of Workflow. So the Transition to stage will look like below:
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:
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.
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:
The parameter will look like below:
Then we will add Send an Email action like below:
Then click on “these users” links. Then click on Workflow Lookup for a User… like below:
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:
Then the email message will look like below:
And the workflow will look like below:
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:
Once you click on Site Workflows it will show all the site workflows. Here click on the particular site workflow like below:
Here in the initiation form give the usernames like below:
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:
Now if you will check the email, you can see the email will appear like below:
You may like the following SharePoint designer workflow tutorials:
- SharePoint Custom Workflow using Visual Studio
- Nintex workflow examples
- Nintex Workflow for Office 365 SharePoint Online
- How to use App Step Nintex Workflow Action in SharePoint Online Office 365
- Start a task process workflow action Nintex workflow
- Query list from another SharePoint Online subsite using Rest API and Nintex workflows
- Create a Leave Request Approval Workflow using SharePoint Designer 2013
- How to Call Web API using httpsend workflow activity in SharePoint Online
I hope this SharePoint workflow tutorial explains, how to create a Site Workflow in SharePoint and Initiation Form Parameters example using SharePoint designer workflow in SharePoint Online/2013/2016.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com
Bijay, I have a workflow with multiple Initiation Form Parameters with the People type. In my workflow I am trying to check to see if a Parameter is empty or not, to tell the workflow Stage where to Transition.
I tried something like this: “If Parameter: Contracts Manager not equals Variable: BlankItem (Local string variable) Go to Stage 1, else Go to Stage 2, etc., which doesn’t work.
I have a number of different People choices on the initiation form that are related to Task assignments and Stages on my workflow. Each choice represents a department. The user may not always fill in a person for all departments depending on the document. I would rather not have just one People picker for that reason.
Any help you could provide is greatly appreciated.