Approval Workflow Folder Inheritance

In a previous thread, it was confirmed that the approval/workflow setting are not inherited by sub-folders. However, a user can create folders, therefore leaving a big hole in the approval process. Does SAP have any timeline on when they will be addressing this issue?
see:
Folder approval

Hi,
When you work with Layout, you customize collection and resource renderer. In both of them, you have to define groups of command.
In group of command, apply for folder, not allow to create new folders.
Patricio.

Similar Messages

Workflow folder inheritance

Hi,
I am using SAP NW 2004's and I am working with Workflow Approval. I created an approval process in a folder and it worked.
Is it possible to apply the workflow that I created in one folder to subfolders including all steps and persons for each folder? Like workflow inheritance.
Daniel

Hi Daniel,
I am working with EP 7.0 SP8 and this functionality does not exist.
You can see this link, and in this site there are information and examples about how to set approval process programmatically.
https://www.sdn.sap.com/irj/servlet/prt/portal/prtroot/com.sap.km.cm.docs/library/kmc/Knowledge%20Management%20and%20Collaboration%20Developers%20Guide.html
Patricio.

Handling Multiple Approval Workflows

I have a scenario where documents need to be uploaded into SharePoint, triggering specific approval workflows depending on the destination of the uploaded document. I initially thought this could be done through one document library with a separate approval
workflow set for specific folders within this document library. It now appears there is no easy solution for accomplishing this within one document library and multiple sub-folders, as the sub-folders inherit all workflows from the parent document library.
As a SharePoint beginner I am unsure the best solution for this scenario. Should I be using something other then multiple document libraries to accomplish this task (this seems messy, thus why I tried to use one document library with multiple sub-folders)?
Thanks for the help in advance.

Hi Brian,
I think this can be handled multiple ways but here are the 2 that came to my mind first.
1. add a column to your doc lib that is a dropdown of all the sub folder names that they can upload to. Make it a required field so they need to fill it in on upload. then in your workflow you can lookup the value of that dropdown and write an if condition
based on the dropdown selection to determine which approval to start.
2. you might be able to use the substring functions that exist when building your workflow located under Action>Utility actions and then do a substring on the url path field to determine the subfolder that the doc was uploaded to.
I am sure there are other ways to accomplish this without multiple document libraries. You could probably also do a taxonomy (similar to the way I said to do the dropdown) it probably depends if you would find it useful to have a taxonomy on your files
Have fun! Let me know if this is useful and if you have any other questions, please let me know.
Alex

New Screen Flow entry for Approval Workflow

Hi,
Can anyone please help me with this? I have a requirement where I need to provide a link on a JSPDynpage to the default approval workflow screen for any KM folder. We already have links to standard permissions and subscription screens which can be called via a url which looks something like this:
http://<host>:<port>/irj/servlet/prt/portal/prteventname/HtmlbEvent/prtroot/com.sap.km.cm.command?Uri=/documents/Public%20Documents/Test%20Folder&isp=permissions
For this we had created a new entry under Screen Flow (System Configuration->KM->CM Configuration->User Interfaces->Mapping->Screen Flow) and provided the java class for the Permissions screenflow. When I try the same for approval workflow however it does not work. In short, when I create a new Screen Flow Entry e.g. "approval" and specify the Java class for approval screenflow (com.sapportals.wcm.rendering.screenflow.cm.ApprovalScreenflow) and then use the URL
http://<host>:<port>/irj/servlet/prt/portal/prteventname/HtmlbEvent/prtroot/com.sap.km.cm.command?Uri=/documents/Public%20Documents/Test%20Folder&isp=approval
it does not work. Does anybody know why approval workflow works differently and how I can remedy the situation? Any help would be appreciated.
Thanks,
Shibendra

Hi,
The Custom Dialog Task No. you have to assign.
1) Go to std. Workflow note all the Std. Task Maintain in SWFVISU, Note all the Parameters
2) Similarly for the Respective Custom Task, Assign the Same for your Custom Workflow.
Regards,
Surjith

Approval workflow in the rooms

Hello to all,
i need to active the approval workflow for the room's documents.
One member create a new document, and only he and the leader should see the document, and when the leader approve the document the others members should see this document. And all the members can create and uploat documents at the room.
Can sombody helpme??

Hi Anna Maria ,
you are right... let's see if a user has read/write access to a folder he/she can see any document in any status.
if another user has read access permission over that folder he/she won't see any document until it is approved.
Of course you need all the user have read/write access.... so
I'm thinking about two options:
1. once an user upload a file you remove the write permission over that file.. you need to develop your own upload app.
2. this is the tricky one...
create a folder for every user in your room, give them read/write permission over their own folder
for example, user01 ---> read/write over the folder named user01 in this room
everyone else only read access
activate the approval process over every single folder.
This way, every time a user upload a document, only he/she and the people in the approval workflow can see it, not his/her partners.
Ok, but now maybe you don't wanna navigate for every folder to see the approved documents, so..
create an index over the root folder
create a query-base taxonomy with a public folder
for the public folder create a query something like
property
Folder IS your <rootfolder>
Finally, create an readonly iView to this folder taxonomy
for example
/taxonomies/<your index>/<your taxonomy>/public
In this iView all the people in the project will see only the approved documents.
You can read about the query based taxonomies here
https://www.sdn.sap.com/irj/sdn/go/portal/prtroot/docs/library/uuid/bd1db090-0201-0010-eaab-82bcdf1c85ae
Regards
DV

Approval Workflow and Templates

Hi
When using approval workflow and templates, does it exist a workaround of how we may solve the issue where we have to set approval and templates for each KM folder in a hierarchic structure?
Could it be possible to set these settings for a topfolder and inherit the settings for the siblings?
Regards
Kay-Arne S. Aarlie

Hi,
You must configure approval service for each folder. It'is not inherit. But, you can develop it, in this link you can find knowledge management and collaboration funcions.
https://www.sdn.sap.com/irj/servlet/prt/portal/prtroot/com.sap.km.cm.docs/library/kmc/knowledge management and collaboration developers guide.html
Patricio.

Creating an approval workflow

Hi Experts,
I need to create a simple Approval Workflow for documents in a folder created in
CA ---> KMContent ---> documents --->Public documents --->Target folder.
I want one user A to upload and submit for approval documents in Target folder and want another user B to approve these documents (User B should be able to see the documents which are submitted by A for approval and not the ones which are not submitted) .Till the time documents in target folder are not submitted for approval or they are not approved by user B,they should not be visible to any user C who has only read permisssion.
What permissions and service permissions do i need to assign to these users A,B and C?
Which users are to be mentioned in the definition of Approval Workflow(details --->Settings --->Approval)?
I've read many documents and am totally confused about permissions.Whatever docs i upload as a user are visible to all.
Please help.
Thanks in advance.
Aanchal

Hello Aanchal
Goto details of Target folder from Content Admin -> KM Content.
Select Settings -> Approval
Click on enable button. Now add the users whom you want to check and approve the documents under this folder.
Regarding the permissions:
There are two types of permissions - ACL permissions and Service permissions.
Below is a list of document statuses and the corresponding visibility limitations.
In Progress: Only visible to authors (users with write permission) and users with the service permission Approver Administration
For Approval :Only visible to authors (users with write permission), approvers, and users with the service permission Approver Administration
Rejected:Only visible to authors (users with write permission), approvers, and users with the service permission Approver Administration
Released : Visible to all users with read permission
Archived: Only visible to authors (users with write permission) and users with the service permission Approver Administration
Dont worry. Please let me know if you still have doubts.
Award points if found useful.

SharePoint Approval Workflow using SharePoint Designer in SharePoint Foundation 2013

I am unable to do SharePoint Designer workflow for approval process and I didnt get any Approval process in Actions in SharePoint designer Workflow also I don't find workflow features in Site collection features SharePoint 2013.
Even I am not able to do simple Out of the box Approval Workflow.
Kindly help me with this

Unfortunately, Out of the box workflows are not available in SharePoint foundation 2013, you need at least the standard version of SharePoint 2013.
You can still create .Net Workflows using the 2010 plateform.
Take a look at this great comparative between the three versions of SharePoint 2013 :
http://blog.blksthl.com/2013/01/14/sharepoint-2013-feature-comparison-chart-all-editions/

Setting up Sharepoint 2013 approval workflows depending on field value

Dear Microsoft Support,
I am still relatively new to Sharepoint-Infopath and would need help with setting up workflows for a requisition form I am creating. I have designed and created a form using Infopath 2013 and have successfully created the link
to have the data uploaded into my Sharepoint Server 2013 library. This form's purpose is to have our users make supply requisitions from the Warehouse department. We are a school, therefore, there are numerous different departments with different approvers.
My goal now is to setup the approval workflows using Sharepoint Designer 2013. The complication now is that only certain people need to approve the requests, depending on the department selected. For example, I am in the IT department, if I put a field's value
as "IT" the form will be sent to the IT department manager prior to going to the Warehouse department for processing. If the user chose "English", the form will be routed to the English department head for approval. What are the steps that
I would take to have that kind of customization? How do I setup approval workflows in Sharepoint Designer 2013 to meet that?
I have tried searching for solutions over the web, but all of them are too generalized and would not be related to my case in terms of different approvers depending on the different departments in our school. Your assistance would be greatly appreciated.
Thanks. Jason

I would create a second SharePoint list that is set up with two columns. The first column is Title (which is a default column) and the second column is 'Person or Group' column and name it 'Approver'. Then enter the department in the title field and select
the person who needs to approve that department's forms in the 'Approver' field. Use this list and pull in this information in the InfoPath form by creating a data connection to the newly created list and set up the filter to only pull
back the information where 'Title' = 'Department'. After this information is pulled into your form, store the approver information in a hidden field in the InfoPath form and use that field throughout the workflow.
I know this is a very brief explanation so let me know if you need more information.

Approval workflow in SharePoint foundation 2010

Hello Experts,
I'm using SharePoint foundation 2010. Can someone help me understand the procedure for creating the approval workflow for a doc library using the SharePoint designer 2010. It would be great if you can guide me the step by step procedure for setting up this
workflow.
Thanks.

Hi rebel537,
As you described, you are using SharePoint Foundation 2010. There is no “Start approval process” action when you edit SharePoint Foundation 2010 workflow in SharePoint
designer 2010.
I suggest you using “collect data from a user” action instead of “start approval process” action to complete the approval task. There is a demo for your reference.
1.
Open the SPD, navigate to the workflow edit zone. Select “collect data from a user “action.
2.
Click data, in the pop-up window, click next and enter the task name for the approval workflow.
3.
Click next, define the fields for the task, for this demo, there has a field “approval result”.
4.
Then click finish. Back to the workflow edit zone, click user, in the pop-up window, select the user for the task then click finish ,back to the workflow edit zone.
5.
Add a condition (if any value equals value) after the action.
6.
Click the first value, and then click Fx, there goes to a pop-up window, enter as below.
Data source: Association: Task List
Field from source: Approval Result
Field: ID
Value: Variable: collect
7.
Set another value to “Yes”, add the action” set workflow statue”, set it to approval.   Add an If-Else branch, set the workflow statue to reject.
8.
Publish the workflow, and use it for the approval purpose.
Thanks,
Simon

FI Upload file (Approval Workflow)

Hi All,
Need some assistance:
Currently our company has a standard approval workflow built. So when we receive an invoice without a PO, we manually post the invoice to a GL & Cost Centre. Once the invoice is coded, It’s then sent to the GL owners to approve using the workflow currently in place. All this works perfectly fine.
My issue is FI Upload files……. As Upload files contain several GL accounts – we are currently attaching a manual email approval from the approver to the file upload so the Accounts Payable department could post without any further approvals in Workflow as an email approval is sufficient.
We would like to build the same workflow approval cycle that we have already in place for Fi Invoices.
Note – an upload file come in with 10 different GL accounts ( ideally we don’t want to send it to 10 different approvers) as this will slow down the process, so I was wondering if there is a better solution that you could share to eliminate the upload going to 10 approvers.
Any Suggestions are greatly appreciated.
Thanks
Alex

Hi All,
Need some assistance:
Currently our company has a standard approval workflow built. So when we receive an invoice without a PO, we manually post the invoice to a GL & Cost Centre. Once the invoice is coded, It’s then sent to the GL owners to approve using the workflow currently in place. All this works perfectly fine.
My issue is FI Upload files……. As Upload files contain several GL accounts – we are currently attaching a manual email approval from the approver to the file upload so the Accounts Payable department could post without any further approvals in Workflow as an email approval is sufficient.
We would like to build the same workflow approval cycle that we have already in place for Fi Invoices.
Note – an upload file come in with 10 different GL accounts ( ideally we don’t want to send it to 10 different approvers) as this will slow down the process, so I was wondering if there is a better solution that you could share to eliminate the upload going to 10 approvers.
Any Suggestions are greatly appreciated.
Thanks
Alex

FI Uploads (Approval Workflow)

Hi All,
Need some assistance:
Currently our company has a standard approval workflow built. So when we receive an invoice without a PO, we manually post the invoice to a GL & Cost Centre. Once the invoice is coded, It’s then sent to the GL owners to approve using the workflow currently in place. All this works perfectly fine.
My issue is FI Upload files……. As Upload files contain several GL accounts – we are currently attaching a manual email approval from the approver to the file upload so the Accounts Payable department could post without any further approvals in Workflow as an email approval is sufficient.
We would like to build the same workflow approval cycle that we have already in place for Fi Invoices.
Note – an upload file come in with 10 different GL accounts ( ideally we don’t want to send it to 10 different approvers) as this will slow down the process, so I was wondering if there is a better solution that you could share to eliminate the upload going to 10 approvers.
Any Suggestions are greatly appreciated.
Thanks
Alex

As such there are no events available in BUS2023, therefore extend it to add the event and call this event in your BTE FM using FM SWE_EVENT_CREATE_IN_UPD_TASK
Regards, IA

In search of assistance learning how to modify the mail message from an out of the box SP2010 approval workflow.

So, I have found the article
http://punaro.com/2012/01/derek/modifying-a-sharepoint-2010-workflow-email/comment-page-1/ which appears to walk through the process of modifying an out of the box workflow's mail message.
However, there is a basic problem that I run into before I get started.
I am logged into the system as a regular user (ie not a farm admin, etc.).
I do, however, have full control on the site on which I am working.
I create a custom list.
I create a simple one step approval - sharepoint 2010 out of the box workflow.
I start SharePoint designer and give it the URL of the list. It opens up and I see the various objects on the left side of the screen.
I click right on the Workflows object - which is where the article says I will find the ability to copy and modify the workflow.
All I see is "open", "open in a new tab" and "Pin".
I selecdt open in a new tab - and I get a blank screen labeled workflows that says "There are no items to show in this view".
So, I click on Lists and Libraries, then on the name of my custom list.
When the list displays, the Workflows section of the page has a "Modified Workflow" displayed.
When I right click on it, no menu is shown. When I click on the modified workflow, I get the workflow settings page for that workflow.
I am trying to figure out how to create the copy of the workflow so that I can modify one of the mail messages in SharePoint designer.
Is there someone who has some advice on how to find this copy and modify option? Or perhaps a web site, web forum, article series, or book covering the topic?
Thank you!

Hi lwvirden,
According to your description, my understanding is that you want to modify the OOB approval workflow in SharePoint Designer.
After opening the site in SharePoint Designer, just click Workflows in the left panel and then the workflows in the site will load in the right part.
If you want to copy and modify the OOB approval workflow, then you need to right the approval workflow
Approval – SharePoint 2010 under Globally Reusable Workflow. After that you will see the
Copy and Modify button.
Best regards.
Thanks
Victoria Xia
TechNet Community Support

Trying to set up an out of the box SP 2010 approval workflow that doesn't generate warnings or errors

I have a custom list for which I want an approval workflow. There is only going to be one stop for the approval - creating an item is a request to a person for a new code to be created.
If I do not turn on content approval, then I get the message:
The workflow could not set content approval status. Enable content moderation for this list and run the workflow again.
When I turn on content approval, then when the users go to the custom list to create an item, they see this message:
Items on this list require content approval. Your submission will not appear in public views until approved by someone with proper rights.
Surely I am missing something obvious. I just want a standard SP 2010 form without warnings to gather info from the user, then to create a workflow task that sends a person an email that they need to approve or reject the request.
The second message is going to cause questions from the users. The person who has to approve the tasks wants to be able to see what requests are awaiting approval vs approved vs rejected.
Is this something that is not doable in SP 2010?

the "Approval Process" step is designed for manipulating the "Moderation Status" (Content Approval status) of a list item... What you are seeing is DESIGNED behavior.
When Content Approval is enabled, content changes are not made public until they have been approved. The Approval workflow sends the email to a manager, who is supposed to approve or reject the change.
If Content Approval is DISABLED, there is no point to the workflow.
Scott Brickey
MCTS, MCPD, MCITP
www.sbrickey.com
Strategic Data Systems - for all your SharePoint needs

Out of the box approval workflow suddenly failed on start (retrying)

SharePoint 2010. I've been using out of the box approval workflow for several month now. I did some minor changes to it, like to who and when emails should be send, but that's all.
Then out of a sudden it stopped working. New request status is "Failed on start (retrying)". Sometimes (!) status is "In Progress", but no tasks are created. In both cases there is nothing on workflow history and error report is also empty
(it even cause an error "Report contains no data").
I'm sure that I didn't change anything in a workflow. The only think that I changed was an InfoPath form, but I only added there field "Created By", so I would see in calendar later who created this request. I couldn't see how this might affect workflow
process.
I'm confused as I don't even know where to start searching for the solution. Why this might happen? Any ideas are very welcome!

In my list I have a multiple choice field which is not required. When it was
blank my workflow was failing on start! This field was not involved in a workflow directly, I included it only in the email to approver. When I deleted it from an email everything was fine.

Approval Workflow Folder Inheritance

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