Approval Workflow Question

I need help setting up an approval workflow. The workflow should run as below.
User submits InfoPath Form.
Form is sent to Approver 1
Approver 1 receives a reminder 1 day before due date.
If Approver 1 does not meet the due date then the form is sent to Approver 2
Approver 2 is sent a reminder 1 day after they receive the form.
As per default Approval Process, If at any stage the form is rejected, it is sent back to the Originator.
What I would like to add is when Approver 1 receives the task, they can change the Approval Process to "In Progress" so to stop the workflow sending to Approver 2.
Any help on this would be really appreciated.
dfrancis

Yes developing a workflow with above conditions is possible in both SharePoint Designer Workflow and off-course in Visual Studio Workflow (A Sequential Workflow would be enough).
As for the SPD Workflow, you would end up developing a little complex workflow with conditions tracking the approval status. You can set a condition to check your due date field with current date and then send an email via Send email action.
You may create custom Approval Status drop-down column with two values "Approved" and "Rejected".
If any Approver selects "Rejected" value in drop-down in EditForm.aspx then create action
"Send email to CreatedBy"
You can create task for Approver 2 when Approver 1 sets the status to "Approved". Therefore until the Approver 1 selects "Approved" the task would not be created for Approver 2.
On the other if you are not comfortable creating SPD workflow then go for Sequential Workflow in Visual Studio and you would have more control over the conditions.

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SOA Approval Workflow - Questions

Hello,
i created a simple approval workflow, which assigns a request to the creator.
I use the following expression:
Identification Type: User
Data Type: By Expression
Value: /task:task/task:payload/task:
Now, i want to assign the request to a group/role of the request. All members of this group could accept/reject the request.
How to set this expression?

This works, but i need a dynamically solution.
If a user of group A do a request, this should be assigned to group A
If a iuser of gorup b do a request, this should be assigned to group B
My solution is at the momente "hard coded". I need for each group another workflow
Is it possible create one dynamic workflow for all groups?

Document Approval Workflow Question

I have a document approval workflow set on a document library, because I want the documents to require approval by the approver before they can be seen. I also have versioning set on the library. However, once the documents are approved and then later
changed, the Document Status is reset to Draft and requires approval again. Is there a way to use either Document Approval or Versioning or a combination of both to keep the document in a draft state and not viewable until approved, and then not change states
again if changed? Thank you!

Hi,
The screenshot is Content Approval option in Document library settings. As we can tell from the explanation in the left part, content approval is designed to specify whether new items or changes to existing items should remain in a draft state until they
have been approved. It will work both when a document is uploaded to library and when a document is edited.
If you would like approval only happen on first uploading but not on lated editing, then you might use other method for approval progress.
As workaround, you could use OOB approval workflow and specify it to start only when an item is created, so that the approval progress will only happen on first uploading.
https://support.office.com/en-nz/article/Understand-approval-workflows-in-SharePoint-2010-a24bcd14-0e3c-4449-b936-267d6c478579
Regards,
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected] .
Rebecca Tu
TechNet Community Support

Ootb 2010 approval workflow question

I have been trying to resolve a custom ootb approval email issue (in another thread) and have not gotten a solution - but I have come across a general question that could be realated but I dont know the answer and have not been able to find this in the forum
so far (I looked for about 1/2 hour).
See the screenshot below - can someone help me with this question?
so - I am not able to insert an image or include a link because I am new and it is a spam measure but I have posted the image on our edu site and the path is below - you will have to change the 'dot's
www dot med dot unc dot edu/ahs/research/files/ootb_approval_2010_customized.gif

thank you so much for checking back in - I removed the 'all approvers string' from that field - adding just my name, and the system assigned the tasks appropriately to each approver, but the email notification was only sent to me - ie it did not notify the
other approvers - but sent their notification to only the name in the Email task notification to john
Bulluck
When I remove/delete that Email
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Collaborate / Approval workflow question

I work in a corporate environment where each project I complete needs to be approved by 4 people before it goes out. Problem is they are rarely in the office, so it creates a pretty significant bottleneck.
I'm envisioning some sort of process where I can upload a FLV of the project to a webserver and direct the approval commitee to a webpage that will let them view the video, comment (and see other's comments), and approve the project.
Does anyone have a similar approval process or know of any software based or other solutions that might help me with this?
Any suggestions would be appreciated.

Committee's suck. My suggestion is to get just one guy who has final approval. Let
him bring it to others if he wants, but just one guy needs to be in charge.

OIM 11g Approval Workflow Notification questions

Hello.
I am working with an OIM 11g approval workflow. The workflow will flow from one group to another, and if one user in each group approves it, it is approved. Because I assigned it to groups, the notifications are going to every user in each group.
Is it possible to send a notification to only a single user within a group, instead of everyone? Does auto claim do this?
Is it possible to send a different notification if the ApprovalTask is rejected versus approved?
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If I understand correctly, you want to send the notification only to the user who has approved the request and not to all in the group. You can do it by NOT using the notification tab in the .task but by using EmailNotificationService after the .task in BPEL. There you can read the data from payload on who approved the request and can send the notification only to that user. Same way for rejects. You can configure that.
1. After your .task completion you can have a decision box which can check the value for 'outcome' and then direct it to appropriate path for appropriate notification.
or
2. Based on outcome you can set the template in a variable and then in the notificationservice use that variable.
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OIM Approval Workflow Scenario/Question

Hello,
Can anybody please explain how the approval workflow actually works in OIM?
Scenario - After a user does self registration using the web console - how can we specify tasks in between that workflow - so that the user's manager should receive/approve the request first and then suppose then the request goes to some Department Head for his approval and then only the user will receive and confirmation email for logging into OIM.
I understand the Provisioning workflow perfectly from OIM User Form to PRocess Form and from their to Target. But really want to understand this 'Approval/Self REgistration' workflow. Can anybody explain me with the steps that are needed to be configured in OIM Design Console for the 'scenario' explained above.
Many Thanks!

Hi,
There is one possible solution for your requirement. I jsut the forget the name of the workflow which trigger while self registration.
You can do one thing in that process add two task which assign task to manager and once he approved the request task will be assigned to deapartment head and once he approved the user will be created in OIM.
Task will be assigned not as approval but as asisgned task, if its ok with you; just try this and let me know.
Regards
Alabhya Goel

AWE (Approval Workflow Engine) Question

I'm trying to implement AWE (Approval Workflow Engine) and am having a bit of a problem.
I've been following the instructions on the Red Paper document concerning implementing AWE. I have the following code. When this code fires the cross reference table is populated. However the PSWORKFLOW table does not get populated. The orinator does have a supervisor selected in the Workflow tab of his user profile. But nothing gets routed to the user for approval. Like I said the PSWORKLIST record does not get populated when this code fires. I'm trying to follow the code from EProcurment but am wondering if it's a coding or configuration issue. Any help is greatly appreciated. Thanks!!
&reqRecord = CreateRecord(Record.CUS_VCHR_AW_VW);
GetLevel0()(1).GetRecord(Record.VOUCHER).CopyFieldsTo(&reqRecord);
&launchMgr = create PTAF_CORE:LaunchManager("VOUCHER", &reqRecord, "");
&launchMgr.requester = "TEST";
/* &launchMgr.appDef.trace_flag = True; */
&launchMgr.SetHeader(&reqRecord);
&launchMgr.DoSubmit();

I am also trying to code for Voucher approval workflow. The worklist is not getting populated and I am getting an error on the following code:
If &sac_aw_ref_launch_mgr.hasAppDef = True Then.
I have the process definition setup.
My code is as follows:
SavePostChange (Component)
Function KickoffAW()
If &sac_aw_ref_launch_mgr.hasAppDef = True Then
/* Update the requester, if necessary */
If &sac_aw_ref_launch_mgr.requester <> VOUCHER.OPRID Then
&sac_aw_ref_launch_mgr.requester = VOUCHER.OPRID
End-If;
&sac_aw_ref_launch_mgr.appInst.Save();
&vchRecord = CreateRecord(Record.BC_VCHR_AW_VW);
GetLevel0()(1).GetRecord(Record.VOUCHER).CopyFieldsTo(&vchRecord);
&sac_aw_ref_launch_mgr.SetHeader(&vchRecord);
If (&sac_aw_ref_launch_mgr.submitEnabled) Then
&sac_aw_ref_launch_mgr.DoSubmit();
End-If;
End-If;
End-Function;
SavePostBuild (Component)
/* Workflow Approval - Start */
If %Mode = "A" Then
&REC1 = CreateRecord(Record.BC_VCHR_AW_VW);
GetLevel0()(1).GetRecord(Record.VOUCHER).CopyFieldsTo(&REC1);
rem &REC1 = GetLevel0().GetRow(CurrentRowNumber()).GetRecord(Record.VOUCHER);
&awprcs_id = "BC_VOUCHER"; /* The transcation definition setup */
/* Initialize the approval manager */
&sac_aw_ref_launch_mgr = create PTAF_CORE:LaunchManager(&awprcs_id, &REC1, VOUCHER.OPRID);
&submitEnabled = &sac_aw_ref_launch_mgr.submitEnabled;
&previewEnabled = &sac_aw_ref_launch_mgr.previewEnabled;
&resubmitEnabled = &sac_aw_ref_launch_mgr.resubmitEnabled;
End-If;
/* Workflow Approval - End */
Thanks,
Edited by: user11900060 on Oct 5, 2009 1:25 PM

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

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

Error auto-firing an approval workflow inside a project's workspace

Hi all,
I have activated the SS2010 Workflow in PWA site collection features in order to use an approval workflow in one of my project's workspace. I setup the workflow under "Project Documents" and select to auto-start upon an item's creation. However this doesn't happen and I always get an eventreceiver exception in Event log. It works as expected when I fire it manually. I am connected as the system account.
Is this a known issue or is the log correct stating that a system account cannot trigger a workflow autostart (below)???
Event log details:
Error loading and running event receiver Microsoft.Office.Project.PWA.WSSEventReceivers.PSDBUpdater in Microsoft.Office.Project.Server.PWA,Version=14.0.0.0,Culture=neutral,PublicKeyToken=71e9bce111e9429c. Additional information is below.
: Value cannot be null.
Parameter name: s
ULS related lines:
02/28/2010 23:55:04.38 w3wp.exe (0x071C) 0x15DC SharePoint Foundation Workflow Infrastructure b9vu Unexpected Declarative workflows cannot automatically start if the triggering action was performed by System Account. Canceling workflow auto-start. List Id: %s, Item Id: %d, Workflow Association Id: %s
02/28/2010 23:55:04.62 w3wp.exe (0x071C) 0x15DC SharePoint Foundation General 6875 Critical Error loading and running event receiver Microsoft.Office.Project.PWA.WSSEventReceivers.PSDBUpdater in Microsoft.Office.Project.Server.PWA,Version=14.0.0.0,Culture=neutral,PublicKeyToken=71e9bce111e9429c. Additional information is below. : Value cannot be null. Parameter name: s
TIA,
Tassos

Tassos:
You might have better response to this question here:
http://social.technet.microsoft.com/Forums/en-US/project2010custprog/threads
Gary Chefetz, MCITP, MCP, MVP msProjectExperts
Project and Project ServerFAQs
Project Server Help BLOG

OOB Approval Workflow Not Working as Expected

I am using the OOB Approval Workflow with an InfoPath (Browser Based) form that is published to a form library. The form contains multiple options for approvers that route serially. I open the form, fill it out, and submit it to the library. The
approval workflow is set to automatically start when an item is created. When the first Item is created the it works correctly. The workflow's task status is "In Progress" and the workflow assigns a task to the person selected in the person/group
picker on the Infopath form.
The issue is when I submit a second form to the library. The workflow automatically sets the the "Outcome" to "Rejected" and never assigns a task to the person selected in the person/group picker on the Infopath form. See below:

check the ULS logs and share the more details why its auto rejected.
you can configure the Diagnostic Log as verbose for Workflow.
http://technet.microsoft.com/en-us/library/jj658588.aspx
share the result.
Please remember to mark your question as answered &Vote helpful,if this solves/helps your problem. ****************************************************************************************** Thanks -WS MCITP(SharePoint 2010, 2013) Blog: http://wscheema.com/blog

Imaging Payables Invoices upon Receipt for attachment to approval workflow

Looking for a solution to image Payable Invoices on receipt. This Invoice image has to flow through the approval workflow as an attachment with the ability to open / print.
Would appreciate any help you may be able to provide or insight from any experience you might have with similar requirement (Best practices, Issues/challenges, etc). Thanks.

1) PO approval and invoice approval is independent of each other. You have to have PO approvals. Invoice approvals are optional.
2) Check ap_wfapproval_history_v and ap_inv_aprvl_hist_all
Hope this answers your question,
Sandeep Gandhi

(approver) for PO approval workflow ?

Hi everybody,
Quick question:
The WF guy told me that the PO approval workflow (1 step) works by default with the immediate manager (the manager is the approver).
Im confused with this.. Is this true ? If yes, What is then the purpose of Assign Agents ?
Thanks for your help ! =)
Diego

Hi Diego,
This is my understanding...but do check what the 'Gurus' have to say.
It is not just assign agents. It is "assign agents to tasks".Meaning,to approve the shopping cart--you need to assign an agent in the form of a role,user etc.
By defualt,it'll go to your managers inbox--default because the task of approving your shopping cart has already been assigned(assign tasks to agents) to your manager.Does it make sense?
On the same lines--i have two questions:
-Can we assign more than one task to the agent??Say in Diego's case(i-step approval),how many and which tasks can we assign to the agent?
-Some tasks are defined general and some tasks are background and the remaining tasks have nothing defined.Why?What is the difference between general and background tasks?
Diego,hope you do not mind me asking related questions...hope my above explanation makes sense.
Thanks
Priya

Completion and approval workflows in line item based SC approval scenario

Hi SRM experts,
We are on SRM 7 ECS , support pack SAPKIBKV08
We are designing line item based SC approval workflow. We also have completion workflow. i.e after requester creates a shopping cart, it goes to buyer as per completion workflow( if the SC does not have price , vendor or has a free text) , and then after the completion workflow, it goes to main SC approval workflow.
My questions are :
1. If a requester creates 2 line items in SC , and 1 line item does not have price/vendor/or material , whereas 2nd line item has price/vendor/ and material , can we send onlt the 1st line item to completion workflow and not send the 2nd line item in the completion workflow but directly to SC approval workflow ? OR we have to send the entire cart to the completion workflow ?
2. After the completion and the approval workflow , if line item 1 is approved, can it create a PO , whereas the 2nd line be still in approval . i.e do all the cart items need to be approved before creating POs or as and when individual line items get approved , they can create thier own POs
Rgds
Sumendra

Hi Sumedra,
Which workflow are you using - application or process contrlled workflow?
Assuming you are using process-controlled workflow - I will answer following questions -
1. Can offline approval be used for item based shopping cart approval workflow?
- Yes, it can be used !
2. Can different line items be sent by mail to different mail boxes?
Yes
3. Will 1 manager see all the 10 line items OR only the 1 line item for which he is responsible?
1 manager can 'see' all the items but he can only approve or reject the item that he is suppose to act on. All other item will be grayed out. However, this behaviour is configuarable !
4. If he will get only line for which he is responsible , and once he clicks on approve , will this approval apply to his line item only , OR it will apply to all the 10 line items ?
- see above
Regards,
Amit

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