Project Workspace Document Library Workflow

Hi All,
I want to create the out-of-box three state workflow and want create some group for each document type and assign to the workflow. I could not find any option to create new groups.
Thanks in advance, Taj

Either you can enable the Older workflow sets which were available out of box in earlier versions like Approval workflow by navigating to site collection features >> activating workflows (check for other workflows as well) and then use them
Or as you said, you can easily create a SharePoint designer based workflow which as per your requirement should be pretty simple
I think workflows must have been already configured but in case not refer to this TechNet article for Installing and configuring workflow in 2013(yeah a bit additional work to get this done)
http://technet.microsoft.com/en-us/library/jj658588%28v=office.15%29.aspx
Here is a sample approval workflow, even though its for 2010, should be same for 2013 as well, though haven't tried it though
http://blogs.technet.com/b/meacoex/archive/2010/11/01/get-manager-approval-in-sharepoint-designer-2010-step-by-step.aspx
Thanks | Sunil Kr Singh | http://epmxperts.wordpress.com

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View Workspace Document Library on a PDP -- Project Server 2013

Regards!!
In Project Server 2010 exists a Solution Starter called "Project Workspace List Viewer". I need the same solution but in Project Server 2013, is this possible?? does somebody has created the same solution??
Thanks for your help!!

As per the link mentined below it wont work for 2013.
http://social.technet.microsoft.com/Forums/projectserver/en-US/bbedf949-acdc-4c75-83fc-e59f84fe77bc/displaying-the-contents-from-project-site-to-project-web-app?forum=projectonline
kirtesh

SharePoint 2013 document library workflow to send emails when document changes

Hi All,
Need a email alerts to setup when documents get change in a SharePoint 2013 document library. Mail should go to all the members in a SharePoint Security group.
Many Thanks
sudesh withanage

Out of the box , You cannot set alerts for SharePoint group. You may try -
1- Create a group in active directory, add users to the ADgroup. Add that ADgroup in Sharepoint and configure alert.
2- You can set up a new user and change their email to that of a distribution list, and then assign the alerts to this user.
3- You can create a custom workflow/action or event receiver that will send an email to a distibution list or programmatically traverse the SPGroup's members and send them the notification email, whenever an item is added or changed.
4- You can try this , this was for WSS3 -
http://advancedalert.codeplex.com/
5- you can to use SharePoint Designer and create a workflow that send an email to SharePoint group.
Thanks
Ganesh Jat [My Blog |
LinkedIn | Twitter ]
Please click 'Mark As Answer' if a post solves your problem or 'Vote As Helpful' if it was useful.

Document Library - Workflow not starting on copied Word Document

HELLO EVERYBODY!
Right, got a weird issue on a Document Library, where if the Document Library already contains a Word Document with a Title of 'Document 1' and i download the document, make a change and re-upload it. The document uploads as a new separate file but it retains
the same 'Document 1' title.
My problem is that for some reason SharePoint isn't seeing this newly uploaded document and therefore it is not running the workflow on it?
This really confuses me, as it will work with new documents, but it will not work if you download a Word document, change it and re-upload the document as a new version, the workflow will not start.
Any ideas are welcome.
Thanks,
Tucker

Hi Tucker,
According to your description, my understanding is that the workflow which was set to start when an item is created cannot start when uploading a copy of a document existing in the library.
I tested the same scenario per your post, and the workflow can start automatically.
As the workflow can start automatically when uploading a new document, it is not the issue with the workflow.
I recommend to verify the things below:
Did you upload the copy with a new name as a separate file or as a new version to the existing document to the library?
Test with a new library and a new document to narrow the issue scope.
Best regards.
Thanks
Victoria Xia
TechNet Community Support

Document library workflow won't send email

Hi,
when i set the settings for a workflow on a Document library, it won't send an email.
I use a workflow on a document item.
In the settings i use the Three statement, task list "tasks". History list is "Workflow History".
Then i use "Start this workflow when a new item is created".
On the next settings page I set the task details to sent an email to a costum AD account.
Further i have set all the states in the library and settings.
But even though the custom account(email) is filled in, it won't sent an email to that email adress.
Can anyone help me to understand why it won't sent an email?
Thanks.

Hello,
Many things can go wrong with the a workflow. I am going to assume you are creating your own workflow via Visual Studio or SharePoint Designer. I always recommend you add a couple "Log to Workflow History" actions to see where the workflow
is working and is not working. For example, when the workflow starts, immediately log "Started WF". Also add one to the end of the WF. Some times a couple in between actions will help you track progress.
Run the workflow with the "Log to Workflow History" Actions ... if it runs but stops when trying to email ... the email is your issue.
Now for a couple things to check:
Are the Outgoing email settings in Central Administration configured?
http://technet.microsoft.com/en-us/library/cc263462%28v=office.15%29.aspx
If this is not configured, email cannot be sent.
Does the user have a valid email account?
If so, this is good (send a quick email to verify). Be sure you can validate incoming emails.
Is the User Profile Synchronization Running?
http://technet.microsoft.com/en-us/library/ee721049%28v=office.15%29.aspx
http://www.harbar.net/archive/2012/07/23/sp13adi.aspx
When the User Profile Sync is not running, funny things can happen with profiles ... such as no email for the user. The User Profile Sync pulls the Active Directory attributes and set them in SharePoint. It also copies this information to all the site
collections on the farm. Without the user profile sync running, it is very likely that you may not have an email on the user.
You can add the email to the user on the particular site manually via PowerShell:
Set-SPUser -Identity
"DOMAINusername" -Email
"[email protected]"-Web
http://yourdomain.com
More Info on Set-SPUser: http://technet.microsoft.com/en-us/library/ff607827%28v=office.15%29.aspx
If you are having this issue and you have many users, consider using the User Profile Sync.
Hope this helps .. .please pick answer if it does help you.
Cheers,
-Brian Culver

The Create List Item workflow action does not work in document library with document template

My end goal is more complex but below is a basic example of the issue I’m having that just simply does not work.
I'm trying to use a site workflow to create an item in a document library that has a document template applied to it but the file that gets created by the workflow is corrupt and cannot be opened.
I created a document library and edited the document template by adding some text to the header and changing it to a Word docx file instead of a Word dotx file. I tested the document template by clicking the files tab in the ribbon and then clicking new
document which opens the document template in Word and allows me to edit and save the document back to SharePoint. Then I created a SharePoint 2013 site workflow in SharePoint Designer that contains a single Create List Item action, and that action creates
an item in the document library with the name field statically defined. I published the workflow and then manually start it on the site. The workflow completes successfully and when I navigate to the document library the document has been created by the workflow.
When I click on the document to open it in the Word Web App it throws the error pictured below and if I open it in the Word client application it just opens a blank document and not the correct document template.
I also tried using a SharePoint 2010 workflow with pretty much the same results. Opening the document in Word Web App gives the same error as above and opening the document in the Word client application gives the error pictured below.
Come on Microsoft creating a Word Document in a SharePoint Document Library from a SharePoint Workflow should just work! Is this a bug or does anyone have any ideas on what is causing the this issue?

I had the same problem with corrupted document - this worked for me:
1. Create a 2010 Workflow which creates the list element in a document library
(you may start this workflow from your 2013 workflow if applicable)
2. In the Create New List Item properties - make sure to set ContentTypeId to your content type
("Id for indholdstype" is Danish for "Contenttype ID")
3. Your Content Type template should be a ".docx" file - NOT a ".dotx" file...!
(I have always created my templates for content types as .dotx files - seems Microsoft wants us to use ordinary .docx files as template files for content types)
Hope this helps you!

Want to fire event receiver before workflow is execute while adding File in Document Library.

Hi,
I have Event receiver and workflow attached to same Document
Library.
Is it possible to fire event receiver before Workflow is
executed ?
Regards,
Milind

Hi,
According to your description, my understanding is that you want fire event receiver before workflow is excuted.
If the workflow for a list is set to auto-start, it will always execute before event receiver by default.
Here is a similar thread for your reference:
http://sharepoint.stackexchange.com/questions/3147/execution-order-of-event-receivers-and-workflow-on-a-list
As a workaround, you can set the workflow start by manually. Then , after executing the event receiver, you can start workflow using code at the end of event receiver.
Here is a demo for your reference:
http://zimmergren.net/technical/starting-a-sharepoint-workflow-from-code-event-receiver
More information about start workflow using C#:
http://jainnitin2411.wordpress.com/2012/07/06/programmaticallystartsharepointworkflow/
Best regards,
Zhengyu Guo
Zhengyu Guo
TechNet Community Support

Updating a title column in list that is a lookup column to document library in sharepoint designer workflow 2010

Hi I have a requirement to create a list item in Contracts List when a document is uploaded in Contracts Vendor library.
Contracts List will
have columns - Contract Name ( title column), Contract Number, Contract Start date and end date.
Contracts Vendor library will have Contract
Name,Contract NUmber.
User will select the Contract Name from drop down ( this is look up column linked to Contract Name in Contract
List).When user uploads document in Contract Vendor library then item should be created in Contract List with selected Contract Name and
Contract number .
Contracts and Contracts Vendor are related by look up Contract Name. Contract Name is internally a title column in
Contracts List.
Issue1 :
Since Contract number is look up column, while I am creating item the Contract name is not getting updated in
Contracts List. I have to use sharepoint designer workflow to achieve this task. Title colum or Contract Name shows no title.
Issue 2:
One
more issue I am facing is that Contracts List has Section and Division cascaded drop downs when i select values from section and division
dropdowns and save item in Contracts list the values are getting saved in Contract List.
Could anyone suggest me how to handle this ? I am
attaching the screenshots of the list and library structure. TRuly appreciate your help.
Below are screenshots of the list structure

Hi,
According to your post, my understanding is that you wanted to update a title column in list that is a lookup column to document library in sharepoint designer workflow 2010.
I try to reproduce the issues as follows:
Create a custom list named Contracts List, add columns: Contract Name ( title column), Contract Number(Number), Contract Start date(Data and Time) and Contract End date (Data and Time).
Create a document library named Contracts Vendor library, add columns: Contract Name(Lookup), Contract NUmber(Lookup).
Create a workflow associated to the Contracts Vendor library.
Add action: Create List Item.
   5. Start the workflow automatically when an item is created.
   6. Upload a document, select the Contract Name and Contract NUmber, the workflow will be started automatically.
   7. Open the Contracts List, an item will be added with the Contract Name and Contract Number in the Contracts Vendor library.
Thank you for your understanding.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

When do Workflows fire for a Document Library that requires Check In?

I have a SharePoint Designer workflow that is set to fire if the item is changed, and this workflow is running against a Document Library that requires Check In.
So, the big question is, does the workflow fire if the document is checked out, and the properties are modified, but before the document is checked back in? Or, will the workflow only fire after the document is checked back in?
I understand that a workflow is asynchronous, and that a document could be modified and then checked in, and the workflow might only fire after that. What I want to know is whether the workflow will fire if the document properties are modified but the document
is not checked in for some time.

The workflow will fire only when the user checks in the document.

Load a project from a SharePoint document library

"Add a project to a SharePoint document library" is nicely documented in the RoboHelp reference guide. However there is no information on adding another user to that library, i.e. how do you synchronize that user with the library on SharePoint? Do they open a new project and restore the files...? I have no idea how to do this - spent the last 2 hours trying to figure this out as there in no information on this - not even on Google searches. It's really a shame that a powerful help authoring tool is lacking help itself. I'm a fan of robohelp, however when you face roadblocks like this - it's very frustrating. This should be something simple to do and it should be clearly documented. Can someone please help.

I have just found the solution and it had previously been answered in this post: How do I connect multiple users to a project on Sharepoint for collaboration
Adobe - you need to include this in your documentation - this is a vital feature for people using the ShrePoint connector. I should't have to take two hours of my time to find a random post about this to resolve my problem.

Corrupt document gets created in document library with document template using createlistitem workflowaction in visual studio workflow for office 365 solution

Hi,
My requirement is to create a document library associated to a custom content type with a document template associated. Also I need to create a document based on the template in this document library when a new item is created in another list by taking the
reference ID of that new Item , I need to create the document with the name appended by ID. I need to do all this deployment using WSP.
I have created document library with document template associated to content type by following instructions in below stated blog :http://blogs.msdn.com/b/chaks/archive/2011/05/19/deploying-a-document-template-file-in-content-type-in-a-office365-sandboxed-solution.aspx
This works perfect for me.
However, there are few observations, when going to Document Library > Library Settings > Advanced Settings > Document Template section - doesnt shows the Edit template link. When tried to look at the value for the document template using view source
, it is giving me /Lists/MyDocsListInstance/Forms/template.dotx instead of the actual template file uploaded.
Ignoring the above observation, when I am trying to create a sandbox based workflow in visual studio to create document in document library when new item is created in another list, I provide the ContentTypeID as the ID associated with the document library
with template.
It creates the corrupt document at end of workflow.
I have tried using .docx instead of .dotx files for workflow as per solution provided in some of the post but it isnt resolving my issue.
Any help is much appreciated.
Regards,
Krutika

OK, I am going to throw out a lot of ideas here so hopefully they get you closer to a diagnosis. Hang on :)
Does it happen to work for some users but not others? If so, try logging in on the "good" computer with the "bad" username. This will tell you if the problem is related to the end-user's system. Also, once the user downloads a document
successfully can they open and work on it in Word? Also, does the document library have any custom content types associated with it or does it just use 'Document'?
I notice that there are other folks on the web that have run into this same problem and the similarity seems to be that they are either on SharePoint 2007 or have upgraded from 2007. Did this doc library start out as a 2007 library?
What you might want to do is this: Make a site collection from scratch in 2013 (or find one that you know was created in 2013). Choose team site (or whatever you want) for the root web and set up the security the same way you have it on the malfunctioning
library. Now, use windows explorer to copy and paste some of the documents to the new location. Be sure you recreate any needed content types. Now test it from the troubled user's computer.
I'm thinking there may be something that is different about the library since it was migrated through various versions and updates since 2007. I've sometimes found that there can be problems (especially with user profiles but that's a different story) with
things that go through this evolution.

Workflow in document library doesn't function properly on uploaded documents

I have a document library with a few different content types. When documents are added to the library either via new or upload I want to run a workflow that numbers the documents (so contracts have a contract number & change orders have an order number).
The counters are in a separate list - one item for each counter, a last number and a calculated next number.
So for contract numbers the workflow gets the nextnumber for the counter and enters it into the contract number field of the current item before sending it back to the counter as last number.
The workflow is set to start on item creation and works just fine with new documents. However, it doesn't work on uploaded documents. In order to discern between the different content types I've set a field condition to recognize if the workflow should run.
When uploading documents the workflow runs before the field is set and therefore doesn't set the contract number.
I tried just setting a 5 min "wait" at the start of the workflow, but then the document fails to save.
Workflow:
Sorry it's in Norwegian, I can't figure out how to get the conditions and actions into English (all my buttons etc are in English)...
Any ideas on how to get the workflow to run properly in order to update the contract number?

Hi,
According to your post, my understanding is that you had a workflow in document library didn’t work properly.
I hadcreated a list called Counter1, created a library called
New&Upload, modified the view of the list, made it display the
ID of the list.
I created a simple workflow as below, selected “Start workflow automatically when an item is created”, it worked well without any issue no matter
Upload or New a document.
You can create a new workflow with a new library, then check whether it works.
You can also check the event log and ULS log to see if anything unexpected occurred.
To check event log, click the Start button and type “Event Viewer” in the Search box.
For SharePoint 2013, by default, ULS log is at
C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\15\LOGS
You can check the ULS log by the methods here:
http://blogs.msdn.com/b/opal/archive/2009/12/22/uls-viewer-for-sharepoint-2010-troubleshooting.aspx
http://msdn.microsoft.com/en-us/library/gg193966(v=office.14).aspx
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

Workflow on document library

i have scenario that i need to run the workflow on document library it do have taxonomy and other fields before document is uploaded
(1)one of the field is number unique index value once any user type the unique value which is already in that field it will not allow to fill with that field but if we change the unique number to another value workflow will be stuck in the starting
workflow will run fine if this unique valditation does not happend
(2)i have one of the metadata field showing status of document as pending or closed i am running reminder workflow for pending document once i update the the field to closed the workflow is already running in progress to remind for the next due
date but if i update the status to closed workflow will not be updated the status i want the workflow to be updated since the status is closed
(3)also if the document is checkout how can i handle the workflow running on the document
MCTS,ITIL

Hi ,
Why did you want to migrate out of box workflow?
OOTB workflows will be provided by the default sharepoint features, you can use them after activating the corresponding site collection features.
If you want to migrate lists with its workflows, i think you just need to check include content when you migrate the lists.
If you want to export OOTB workflow templates, you can use object module to do it, please refer to:
http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.spsite.workflowmanager.aspx
http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.workflow.spworkflowmanager.getworkflowtemplatesbycategory.aspx
Here is a relevant article:
http://blog.philwicklund.com/fff/2010/04/my-favorite-new-sharepoint-2010-workflow-features.html
I hope this helps.
Thanks,
Wendy
Wendy Li
TechNet Community Support

How to add document library which is common for All Project Site Under All Project in pwa.

Hi,
I want to add Document Library under project site which should be common for all project site in all project.
is there any out of box solution for this ?

Hello. Yes this possible. See a post I created below that covers creating custom project site templates. The first part of the post is for project plan templates but then the bulk of this post is for project site templates. http://pwmather.wordpress.com/2014/02/02/getting-started-with-projectonline-part-6-ps2013-office365-project-ppm-sharepointonline-pm-sp2013/.
Paul
Paul Mather | Twitter |
http://pwmather.wordpress.com | CPS

Move a folder, sub-folders, and documents under that folder from one document library to another within a Workflow

Hello,
I'm building a workflow in SharePoint Designer 2010 (Unfortunately we are not on 13 yet), and in that workflow I need to move a folder (with all it's sub-folders and items) from one document library to another document library.
I tried a copy item but that kept failing, I checked content type, columns, and permission and it all looks good.
the other option I started looking into is to Create the folder in the document list and them move all the items under that folder to the new folder. However I can't figure out how to loop through each items in that folder.
Has this issue been addressed? or does someone has a solution.
I looked and searched and all I found was tutorials on moving single items into a folder, but not entire folders.
Thanks
Hani

Why to take pain in creating a workflow that copies folders, sub-folders and all of its contents from one document library to another.
Simply open your source and destination document library in Windows Explorer mode and start copying your folder, sub-folders and contents that you want to copy out of the box.
You will find "Open with Explorer" button under the Library tab on the ribbon of document library.
Please remember to click 'Mark as Answer' on the reply if it helps you

Project Workspace Document Library Workflow

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