Out of the box sharepoint online 2013 workflow

Hi All,
I have a workflow that sends a email to a user after creating a new document.
Now a want to attach a document to this email but this is not possible with the out of the box SharePoint 2013 solution. I use the SP 2010 workflow because I need to send a email to an external user.
Is there a solution that I can use to attach a document to a email in a workflow?

Not possible out of the box. Just curious why would you want to email someone files over the email? I think the logical way is to simply send the item link. This will show user the item details and attachments.
Anyways, If that's the way you want to do it then check the following codeplex solution out.
http://spdactivities.codeplex.com/
I would still recommend you to send the current Item URL in the email instead of sending document as an attachment.
If this helped you resolve your issue, please mark it Answered

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SharePoint Online 2013 Workflows for one List stopped working after 07/08/2014

Our client host application in Office 365 SharePoint Online 2013, and we just found that all workflows for one list stopped working after 7, Aug 2014. It kept displaying pop-up message "Something went wrong. To try again, reload the page and then start
the workflow." when manually start a workflow for this List.
Tested workflow for other list, there's no problem.
Could anyone can help on this issue?

Our client host application in Office 365 SharePoint Online 2013, and we just found that all workflows for one list stopped working after 7, Aug 2014. It kept displaying pop-up message "Something went wrong. To try again, reload the page and then start
the workflow." when manually start a workflow for this List.
Tested workflow for other list, there's no problem.
Could anyone can help on this issue?

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 Media Web Part in VideoPlayerPage.aspx is not video loading dynamically after changing Media Setting

Hi,
We are on SharePoint 2013 and we are using the default SharePoint 2013 Asset Library to upload videos. We are using purely out of the box sharepoint 2013 with no customization at all.
When we click on any videos, It will lead us to the videoPlayerPage.aspx and plays the video that we click on which is what we wanted. But we do not want the player to play videos on load thus we did the following action
Edit Page
Click on the Media Web Part checkbox and the Media Tab in the Ribbon appears
Uncheck "Start Media Automatically"
Stop Editing
After doing this, no matter whatever video was click, it will only load the video which we perform the action on.
How can we undo this change or revert back as we need the videoplayerpage.aspx to load video based on what we click in Asset Library?
Thank you.
Best Regards
Alex Lee

I just did this myself and it did the same to me when editing it via the page editing.
If you open in SharePoint Designer, you can browse to the page (/Forms/Video/VideoPlayerPage.aspx) and change the property in the HTML. This will keep the web part properties from getting overwritten in the DB. You will then be able to open each
video without it playing automatically.
NOTE: You need to delete the asset library, then add it back in order to apply this.
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What are the possibilities and limitation of using Out of the box content search webpart on SharePoint Online 2013/O365 ?

Hi All,
We are migrating from on-premise SharPoint 2010 to SharePoint online 2013.
I have few questions below:
What are the possibilities and limitations of using Out of the box content search webpart?
Also, how the cross site publishing will work in SharePoint online something with managed navigations and product catalog apporach? if it is not supported, then what are the alternatives to acheive the same?
Appriciate any commnets/clarifications.Thanks in advance.
Thanks,
Dhananjay.

Here are the possibilities of Content search webparts
http://office.microsoft.com/en-in/office365-sharepoint-online-enterprise-help/configure-a-content-search-web-part-in-sharepoint-HA104119042.aspx
http://office.microsoft.com/en-in/office365-sharepoint-online-enterprise-help/when-to-use-the-content-query-web-part-or-the-content-search-web-part-in-sharepoint-HA104206662.aspx
Compare the strengths and limitations of the Web Parts
It’s important that you understand the strengths and limitations of the two Web Parts because if you choose the wrong one, your site could run into performance problems. You can use both Web Parts to show content that is based on a query. In a simplified
world, here’s how you can decide between the two:
Use the CQWP when you have a limited amount of content, your query is simple, and you don’t expect your content to grow much in the future.
Use the CSWP in all other scenarios when you want to show content that is based on a query.
The table below gives a comparison of the two Web Parts:
Web Part behavior
Content Query Web Part
Content Search Web Part
Query configuration
Easy
You’ll need to know about certain search features such as
managed properties.
Query across large amounts of content
Limited
Yes
Handle complex queries
Limited
Yes
Scale to handle future content growth
Limited
Yes
Display content from other site collections
No
Yes (see
section below)
Design of query results can be customized
Yes, by using XSLT.
Yes, by using HTML.
Maintenance cost in a complex site architecture
High
Small (see
section below)
Narrow down the query results that are displayed in the Web Part
No
Yes, in combination with the
Refinement Web Part.
It was not there previously but then it was added to Office 365
http://blogs.office.com/2013/10/29/search-innovations-for-site-and-portal-design-in-sharepoint-online/
If this helped you resolve your issue, please mark it Answered

After the in place upgrade from SharePoint server 2007 to 2010, the out of the box approval workflow does not prompt for additional information after check in of a major version.

I think it has to do with the interaction between Word, InfoPath, IIS, and /or SharePoint, but I cannot put my finger on it. Maybe client integration or authentication settings? I have looked at it in wireshark
and have not seen anything glaring.
Steps to reproduce the (working) behavior:
Set up a document library in SharePoint 2010.
Under versioning settings, make the following changes:
Set Require Content Approval for submitted Items to Yes
Select Create Major and Minor (draft) versions
Set require checkout to Yes
Create an out of the box “approval” workflow with the following settings:
Start this workflow to approve publishing a major version of an item.
I then create a new document. Save it. check it in. it is now version 0.1.
I then open it again. check it out. Make a change. Close and save it.
Check it in.
Publish major version:
At this point a screen is presented to me to enter workflow parameters. This screen comes up in Enterprise 2013 and MOSS 2007, but not the migrated version of 2010:
This is what I need help with. It should come up in 2010. To fix it in 2013, I had to change the IIS bindings to only have 1 entry for a port. I did this for 2010 and it did not work.
Any help or ideas is very appreciated. Thanks very much in advance.

Hi Chris,
According to your description, my understanding is that the approval workflow cannot work when the workflow was set to start to approve publishing a major version of an item after upgrading to SharePoint 2010.
I recommend to check the approval workflow in Workflow settings of the corresponding library to see if the Start this workflow to approve publishing a major version of an item is checked.
For test, I recommend to create a new OOB approval workflow and set it to start to approve publishing a major version of an item in the same library to see if the workflow can work.
Thanks
Victoria
Forum Support
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]
Victoria Xia
TechNet Community Support

Script to hide out of the box form field in SharePoint 2013

Can someone post a script to hide the fields on the out of the box New form of a particular list ?

You can still edit form pages within SPO. Embedding that script should work. Have you tested it?
As an alternative, you can set some of the column properties (such as
ShowInEditForm) to No via the SPO Manager but this is a paid product - http://office.microsoft.com/en-us/store/sharepoint-manager-2013-online-WA104025157.aspx?queryid=6e5f213e%2D1ae8%2D4d5c%2D85f0%2D83712736e194&css=sharepoint%20manager&CTT=1
Steven Andrews
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Twitter: Follow @backpackerd00d
My Wiki Articles:
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Please remember to mark your question as "answered" if this solves (or helps) your problem.

Sharepoint Out of the Box as Business Process Management (BPM) Tool

How Sharepoint out of the box can be used as Business Process Management tool? Like we have K2.

Hi Bharat,
Thanks for posting your query,
All versions of SharePoint support workflows based on windows workflow foundation. SharePoint Server includes some predefined advanced workflows such as Approval, Collect feedback, Collect signatures. WSS 3.0 and SharePoint foundation contains simple "3
steps workflow".
But all versions support custom workflows and custom worflow steps created in SharePoint Designer or Visual Studio.
You can customize forms with SharePoint Designer, Visual Studio or InfoPath.
Also, check out below mentioned URLs to know more on this functionality in SharePoint 2013
https://support.office.com/en-sg/article/Overview-of-workflows-included-with-SharePoint-d74fcceb-3a64-40fb-9904-cc33ca49da56
http://www.actsolution.net/Pages/SharePoint/Business-Process-Management.aspx
http://www.slideshare.net/SPTechConSanFrancisco/using-sharepoint-for-business-process-management-by-eugene-rosenfeld-sptechcon
http://www.slideshare.net/AndreasAschauer/sharepoint-2013-as-a-bpm-workflow-management-system
http://technet.microsoft.com/en-us/library/ee424392(v=office.15).aspx
I hope this is helpful to you, mark it as Helpful.
If this works, Please mark it as Answered.
Regards,
Dharmendra Singh (MCPD-EA | MCTS)
Blog : http://sharepoint-community.net/profile/DharmendraSingh

Not able to start out of the box approval workflow programmatically

We have a requirement to start an out of the box workflow from a .NET web service.
We are using the StartWorfklow method:
wfManager.StartWorkflow(item, association, association.AssociationData
we are getting the below error message at the above line of code: Attempted to perform an unauthorized operation.. Data: System.Collections.ListDictionaryInternal
Then, we tried:
SPSecurity.RunWithElevatedPrivileges(delegate()
        wfManager.StartWorkflow(item, association, association.AssociationData,
SPWorkflowRunOptions.Synchronous);
Now, the workflow got canceled automatically with "Failed on Start" status. In the "Workflow History", it is showing 2 records with "was canceled by System Account." & "failed to start" in the description
column.
Please advise.

Hi Zhengyu,
1. I've already done that:
a) when "SPSecurity.RunWithElevatedPrivileges(delegate()"
is used, there are no errors showing up and code gets executed. However, the workflow failed to start.
b) When I don't use elevated privileges, the code is showing an error (Attempted to perform an unauthorized operation.. Data: System.Collections.ListDictionaryInternal) when
it tries to start the workflow (StartWorkflow method).
2. The workflow starts with no issues through UI. I tried it using "System Account" and another account.
3. I tried also "Collect Feedback" workflow template. Same results...
You can find the code below:
public
stringStartItemWorkflow(stringsitePath,
stringlibraryName,
stringfileName)
stringreturnVal =
String.Empty;
stringwfName =
"VPApprovalWF";
SPUserTokentoken = GetSecurityToken(sitePath);
try
using(Microsoft.SharePoint.SPSiteportalSite
= newMicrosoft.SharePoint.SPSite(sitePath,
token))
using(SPWebportalWeb
= portalSite.OpenWeb())
                    portalWeb.AllowUnsafeUpdates =
true;
SPListlist = portalWeb.Lists[libraryName];
SPQueryfileQuery =
newSPQuery();
                    fileQuery.Query =
String.Format("<Where><Contains><FieldRef
Name='FileLeafRef' /><Value Type=\"User\">{0}</Value></Contains></Where>", fileName);
                    fileQuery.ViewAttributes =
"Scope='RecursiveAll'";
SPListItemCollectionlistItemCol = list.GetItems(fileQuery);
SPWorkflowManagerwfManager = portalSite.WorkflowManager;
SPWorkflowAssociationCollectionassociationCollection
= list.WorkflowAssociations;
if(listItemCol.Count > 0)
foreach(SPListItemitem
inlistItemCol)
if(associationCollection.Count > 0)
foreach(SPWorkflowAssociationassociation
inassociationCollection)
if(association.Name == wfName)
                                        item.Update();
                                        association.AutoStartChange
=
true;
                                        association.AutoStartCreate
=
false;
                                        association.AssociationData
=
String.Empty;
                                        StartWF(wfManager,
item, association);
                                        returnVal +=
"Workflow Started";
break;
else
                                returnVal +=
"No workflows are attached to the library.";
else
                        returnVal +=
"A file with the name provided doesn't exist";
                    portalWeb.AllowUnsafeUpdates =
false;
catch(Exceptionex)
            returnVal +=
"Workflow not started, reason: "+
String.Format("Source:
{0}. Stack Trace: {1}. Inner Exception:{2}. Message: {3}. Data: {4}", ex.Source, ex.StackTrace, ex.InnerException, ex.Message, ex.Data);
returnreturnVal;
SPUserTokenGetSecurityToken(stringsitePath)
SPUserTokentoken =
null;
SPSecurity.RunWithElevatedPrivileges(delegate()
            Microsoft.SharePoint.
SPSiteportalSite =
newMicrosoft.SharePoint.SPSite(sitePath);
            token = portalSite.RootWeb.EnsureUser(
"DOMAIN\\ADMIN-USER").UserToken;
            portalSite.Dispose();
returntoken;
privatestaticvoidStartWF(SPWorkflowManagerwfManager,
SPListItemitem,
SPWorkflowAssociationassociation)
SPSecurity.RunWithElevatedPrivileges(delegate()
            wfManager.StartWorkflow(item, association, association.AssociationData,
SPWorkflowRunOptions.Synchronous);
Thank you all for your help.
Regards,

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

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.

Where is the SP 2010 out of the box workflow status value stored?

I created an out of the box Approval - SharePoint 2010 workflow (TEST1) on a custom list. When I created this out of the box workflow, I specified a name for the task (TEST1 Tasks) and history (TEST1 History) list.
The workflow is creating tasks, sending emails, and the task emails lead me to a screen where I can approve or reject the requests.
However, TEST1 - the list that contains the items created - doesn't have a status column. The TEST1 Tasks has a status column. But I would prefer the people working with the workflow just look at TEST1 and not the Tasks or History lists.
What is the preferred way to create one of these list workflows so that the admins only have to look at the specific tasks that have been submitted and they can see which have been approved or not?
Thank you

Thank you for your reply. Initially, I didn't have content approval turned on, had workflow approval turned on, but didn't have a status column. I also had an error in the history list that the status could not be created.
When I turned on the content approval, then I got a status column, but now my list has a warning across the top telling the user that their request won't be public until approved.
I don't really WANT a document approval workflow. But I don't see how to set up what I do want.
What I need is a simple custom list - a few lookup columns, the rest static data columns, that describe an action that is being requested. That request (ala the list item) is what needs to be approved or rejected. There is no publishing needed in this workflow.
The approval workflow was the closest I could see for setting up such a simple request workflow.

Best Practices in SharePoint 2010 ( Out of the box feature vs Custom Web Part, development )

Hi
How do we differentiate on when to allow custom web parts and when to use out of the box.
What are the performance issues involved when we deploy a custom web part into the SharePoint server.
Why do some companies prefer to allow only out of the box features, and no custom work is done?

SharePoint is a powerful, flexible server product that can provide a wealth collaboration environment right out of box.
Best answer for your question is depend upon your requirement. Sometime Out of Box features will solve all the problem with little designing. But sometime your requirement need a Custom Web part / solution.
With OOTB implementation the big advantage is easy to trouble shoot & fix the issues. You will also found tons of blogs on internet for OOTB features. In custom development, its hard to troubleshoot & identifying whether its SharePoint issue or Custom
code issue.
check the below article for more ideas.
http://social.technet.microsoft.com/Forums/sharepoint/en-US/1e7845ef-61e0-4d01-bb6c-92519e6d7139/sharepoint-2010-outofbox-best-practices?forum=sharepointgeneralprevious
http://www.cdh.com/media/articles/Pages/SharePoint-out-of-the-box---To-customize-or-not-to-customize.aspx
Master List of SharePoint 2010 On-Premises Custom Development Best Practices
http://i.zdnet.com/whitepapers/Quest_WPW_SharepointDev_Custom_US_KS_v3.pdf
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

Add javascript to Out of the box Modal Dialogue Box in Sharepoint 2010.

Hi,
We have Sharepoint and Project Server 2010 SP-2 enviroment. We are using Project Server Timesheet for our managing Time logging.
Project Server 2010 has "Add existing task" Modal Dialogue box in which I want to add "Javascript" code in order to sort the Project Server Timesheet Line Claasification listbox control in Ascending order.
As you can see from below screenshot "Standard" the Out of the box timesheet line classification is coming at top and then our custom line classification coming.
But I want to sort this list in ascending order so that this "Standard line classification can come at the bottom of the listbox control.
Please suggest me how can I achieve this.
Thanks much !!!
Sachin Vashishth MCTS

Thanks SaiRam from input, I can get JQuery for sorting the control over the internet no issue. I have to pass the ControlId in J-Query to sor the items in that control and I am not able to get the control id as it;s modalk dialogue box.
Can you please explain further here, also let me know in case I am wrong in my understanding.
Thanks !!!
Sachin Vashishth MCTS

Out of the box sharepoint online 2013 workflow

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