Update Managed Metadata field in SharePoint 2013 Designer Workflow for O365
Hi Guys,
I need to update the managed metadata field in SharePoint Custom List using Workflow but its not working. I have also tried to use the HTTP WebService POST Operation but no luck.
Am doing this for a SharePoint Online (O365) Site.
Has anyone worked on something similar and was able to get it running ?
I saw a post to create a custom Workflow Activity but I don't have a choice to go with the custom code option.
http://patrickboom.wordpress.com/2013/07/23/workflow-activity-set-managed-metadata-column/
I was able to achieve this by creating a SP 2010 based Workflow for O365. Which means that it worked well with SP 2010.
Is there a different way to do it in 2013 ? I tried almost all options apart from creating custom Activity but nothing worked out.
Any help would be great.
Thanks,
Nutan
Nutan Sharma
Hi Nutan,
According to your description, my understanding is that you want to update Managed Metadata field with SharePoint 2013 Designer for SharePoint Online.
As far as I know, there is not an OOB action to achieve your requirement with SharePoint 2013 Designer for SharePoint 2013. Customizing a workflow action is a better option to achieve it. Why didn’t you customize a workflow action as Patrick’s blog?
In addition, please take a look at the article about Nintex workflow, check whether it is useful for you:
http://habaneroconsulting.com/insights/setting-managed-metadata-fields-in-a-nintex-workflow#.UykBSf6KDHo
As this issue is about SharePoint Online, I suggest you create a new thread on SharePoint Online forum:
http://social.technet.microsoft.com/Forums/en-US/home?forum=onlineservicessharepoint . More experts will assist you.
I hope this helps.
Thanks,
Wendy
Forum Support
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Wendy Li
TechNet Community Support
Similar Messages
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Hi,
We have a requirement to update a column value once the item has been approved.
Following settings have been made in the publishing articles list:
Require content approval for submitted items : yes
Create major and minor (draft) versions
Who should see draft items in this document library? :Only users who can edit items
Require documents to be checked out before they can be edited? : yes
I have createdatu a Sharepoint 2013 workflow to check if Approval sts of current item = 0 i.e. Approved , then check out and update the item and finally checkin the item. Everything works fine till this point except that the minor version of the item is
checked in. Due to this the updated columns are not published to others.
Also, I created a Sharepoint 2010 workflow to SET CONTENT APPROVAL = APPROVED and started this workflow from my list workflow above, but the item does not get checked-in and always shows "In Progress" status with comment "The item is currently
locked for editing. Waiting for item to be checked in or for the lock to be released.".
Please let me know where I am missing out so that once the item is approved, column value gets updated and current item is still in Approved status.
ThanksHi,
According to your post, my understanding is that you want to update Column value after current item is Approved and then publish major version using Sharepoint 2013 designer workflow.
You will get into this kind of Catch-22 situation trying to set the Content Approval Status in SharePoint Designer workflow:
- You must check out the document before you can change the Content Approval Status
- You can't change the Content Approval Status once the document in checked out
Since you set the Require documents to be checked out before they can be edited=Yes, you will need to check out the document when run the workflow on the item. But you cannot approve a document when it is checked
out. So the logic in workflow conflicts.
As a workaround, you can use the Start Another Workflow action to start the normal Approval workflow on the document. The built-in Approval workflow can work with a document that’s not checked out.
The designer approval workflow also can work with a document that’s not checked out.
You can create two workflow using SharePoint Designer 2013.
First, create a SharePoint 2010 platform workflow.
Then, create a SharePoint 2013 platform workflow.
Then when the SharePoint 2013 platform workflow start, it will start the SharePoint 2010 platform workflow to set content approval status, then the SharePoint 2013 platform workflow will update current item value.
More information:
SharePoint Designer Workflow Content Approval Issue
SharePoint 2010 Approval Workflow with Content Approval
Best Regards,
Linda Li
Linda Li
TechNet Community Support -
When to use Managed Metadata service in Sharepoint 2013 and 2010
Hi Folks,
I have been working on sharepoint from quiet some time now. I have been using managed metadata service also.
What I have not been able to find out so far is when should I be using MMS.
What are the real advantages that I can draw out of it.
I have one application that has Managed Metadata installed and has various terms stores and terms.
The Managed metadata service created is utilized in search,
What I do not know is what is why are we using it at all.
What is benefit of it.
Managed metadata service could also be used in navigation is what i know.
But what confused me is when is the best scenario to use it for navigation.
Why can we not use the navigation provider in the managed metadata service.
There might be other uses also, but that is not clear to me.
Can any one tell me why and in which scenario to really use it.
I know how to configure the mms and how it works though the jargons around the managed metadata.
RegardsManaged Metadata has some specific advantages that make it useful for certain situations.
A managed metadata column has the following advantages over a lookup or choice column:
A managed metadata term set can be shared across the entire SharePoint farm, so you can use it in different site collections.
You can set up "synonyms" so that multiple similar terms resolve to the same underlying piece of information
Terms can be hierarchical (terms can be nested under other terms), and the SharePoint interface allows hierarchical filtering. For example, if I have a term set for Location, and one of my terms is North America, with terms below that for United States,
Mexico, and Canada, I could choose to filter my list to show me all records with any North America location (inclusive of US, Mexico, and Canada), or to filter on a specific term (such as Mexico).
You can allow people to enter new terms, which will then appear in the term set.
You can specify information owners/stakeholders who maintain the term sets without them needing elevated access to sites; normally only site owners can mess with site columns and content types. Managed metadata lets you separate information management
(what terms/synonyms should be used) from site management (granting access, creating groups and lists, etc).
There are some disadvantages too. For example, with a lookup column, the lookup list can store additional columns of information. A managed metadata term set (on the other hand) only really stores terms (and descriptions/synonyms), but not related
info. You might be tempted to do something like create a term set for part numbers, representing every part that your company produces; the term set would handle the part numbers just fine, but wouldn't let you add extra columns of information for
description, weight, price, etc. In such a case, a lookup list is the better option.
Microsoft has some suggested guidelines for when to use managed metadata/term store:
SharePoint 2013:
http://technet.microsoft.com/en-us/library/ee519604(v=office.15).aspx
SharePoint 2010:
http://technet.microsoft.com/en-us/library/ee519604(v=office.14).aspx
A brief summary...
Managed metadata is a good option when the potential metadata meets the following criteria:
Is something for which a user will select a valid value
Represents information that is likely to be used multiple times
Has valid values that can be organized hierarchically
Includes synonyms or abbreviations that should be aggregated
Can be applied in one language, but might be viewed in other languages
Managed metadata is not a good option if the potential metadata meets any of the following criteria:
Is represented by a built-in column (such as “last modified date”)
Has an infinite number of valid values
Has different valid values in each location that it is used (such as different values for the “version” attribute depending on which product team’s site the item appears in)*
Has only “yes” and “no” as valid values
*This type of metadata could still be captured in site collection-specific term stores -
Sharepoint 2013 designer workflow auto approve task after due date is passed
sharepoint 2013 designer workflow auto approve task after due date is passed.
Could we approve the task automatically once due date is apssed?
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadHi Amit,
If your task is created by a workflow (first) and stored in a separate task list, you can create another workflow on this particular task list, then each workflow instance would check if current task is expired (not approved/rejected), then
determine if update current task's "Task Outcome" as approved (and update task status as complete), and then create a retention policy on this paricular task list to trigger the workflow on due date .
Thanks,
Daniel Yang
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]
Daniel Yang
TechNet Community Support -
Issue in sharepoint 2013 designer workflow kickoff
We are facing issues in sharepoint 2013 designer workflow kickoff. When we kick off custom designer workflow using AD user with contribute/approve access, sendemail from task does not send an email. When we kickoff using administrator account task in
the designer workflow sends an email. There seems to be multiple issues with kickoff. and it even does not give any error task gets created but send email does not work.
Another issue in another approach-
We are also not able to kickoff using one AD account which we are not login in everyday. If we kickoff using this account after 2/3 days kickoff says invalid state of object for that user. Once we login manually with that admin workflow kick off account
again kick off starts. We do not want to let current user kickoff the workflow.
In both cases we are using new AD import in sp2013 and sync is done every 5 minutes.
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadMay be a permission issue, see whether the contributor has enough permission to participate in the workflow.
Also try to set Design permission to test and see whether that works.
Hope this helps!
Ram - SharePoint Architect
Blog - SharePointDeveloper.in
Please vote or mark your question answered, if the reply helps you -
Sharepoint 2013 designer workflow custom sendemail activity
Does anybody know sharepoint 2013 designer workflow custom sendemail activity. Current OOB sendemail action from designer workflow cancels the entire workflow when sendemail fails.
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadHi Amit,
What error did you meet when you used the OOB ‘Send Email’ action?
I suggest you fix the error rather than creating a new workflow ‘Send Email’ activity.
Of course, you can also customize a workflow activity to send email, there are two acticles about creating a custom workflow activity for your reference:
http://msdn.microsoft.com/en-us/library/office/jj163911(v=office.15).aspx
http://www.sharepoint-reference.com/Blog/Lists/Posts/Post.aspx?ID=37
I hope this helps.
Thanks,
Wendy
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]
Wendy Li
TechNet Community Support -
I am looking for custom sendemail in sharepoint 2013 designer workflow using dictionary object with email template from list
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadHi Greetings.
pls check if it helps you.
http://msdn.microsoft.com/en-us/library/office/jj554504(v=office.15).aspx
Please remember to click 'Mark as Answer' on the answer if it helps you -
how to view and restore sharepoint 2013 designer workflows and how to redeploy with newer version to environments
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadHi,
In SharePoint Designer 2010, we could not save the workflow as a template directly except the reusable workflow.
However, in SharePoint Designer 2013, we can just save all the types workflow as a template, then you can import the workflow into the new environment.
http://blogs.msdn.com/b/workflows_for_product_catalogs/archive/2012/11/02/deploying-a-workflow-on-a-different-server.aspx
In SharePoint Designer 2013, every time we publish the workflow, we would get a newer version workflow, and the old workflow version would be overwritten.
So, when you deploy the workflow in the environment, the workflow would the newer version.
Thanks,
Jason
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]
Jason Guo
TechNet Community Support -
We are getting sharepoint 2013 designer workflow task cancellation only for a specific sharepoint user. Its working for other users.
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint LeadHi Amit,
Based on the error message, I recommend to check if the user with issue has user profile generated in User Profile Service Application.
Please also check the ULS log for detailed error message and a screenshot of the workflow steps for further research.
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 -
The below mentioned code works sometimes and doesn't most of the time. What is the real best way to update multi select managed metadata fields?
Microsoft.SharePoint.Client.File file = site.GetFileByServerRelativeUrl("/sites/myspsite/Documents/Presentation2.pptx");
clientContext.Load(file);
clientContext.ExecuteQuery();
ListItem currentItem = file.ListItemAllFields;
clientContext.Load(currentItem);
clientContext.ExecuteQuery();
currentItem["Country"] = "-1;#India|1d13cfe9-d6f4-4bd3-a6c7-4b46a81f2a96;#-1;#China|9c1dff73-82db-44b1-8d70-f4258dd24e47;#-1;#USA|b9295c0b-67d4-4dc5-99d4-e88af888de48";
currentItem["Title"] = "Demo Doc";
currentItem.Update();
clientContext.ExecuteQuery();
file.CheckIn("test check-in", CheckinType.MajorCheckIn);
clientContext.ExecuteQuery();
Anuradha!!Hi,
Here are two blog for your reference:
How to Work with Managed Metadata Columns by Using the SharePoint Client Object Model
http://blogs.msdn.com/b/sharepointdev/archive/2011/11/18/how-to-work-with-managed-metadata-columns-by-using-the-sharepoint-client-object-model-kaushalendra-kumar.aspx
SharePoint 2010 Code Tips – Setting a Managed Metadata Field with the Client Object Model
http://sharepointfieldnotes.blogspot.com/2011/08/sharepoint-2010-code-tips-setting.html
Best Regards
Dennis Guo
TechNet Community Support -
Send Email Summary using with SharePoint 2013 designer Workflow
Dear Friends,
please find the scenario below,and provide your solution for this.
1.SharePoint 2013 task list have 'N' number of tasks with Assigned to people.
2.Each task assigned to some person like Person 1 has Task 1 & Task 2 - Person 2 has Task 3 & Task 4.
3.In end of the day both the guys will get a single email alert with assigned tasks URL's.
I need a solution using with only SharePoint Designer 2013 workflow.
Please help me out.
Thanks in Advance :)
abbijohnHi Victoria,
I want configurable email template like below, this email template resides in emailmessages list.(configurable)
Hello
{CurrentItem:
CreatedBy},
Please
review and
approve {CurrentItem:
Title}</a>.
What I want is when I use this email message pulled up from email message list in designer workflow for actual list, it should replace CurrentItem:
Title with current item title.
But it does not work. The benefit of this approach
is if I want to change email content, I just goto emailmessages list and change the content and workflow will take it.
But it does not work and workflow takes
CurrentItem:
Title as text.
MCTS Sharepoint 2010, MCAD dotnet, MCPDEA, SharePoint Lead -
On a SharePoint Server 2013 setup (on premise) we want to use a number of managed metadata columns in the search as refiner. The managed metadata column is called "Document Language" and so it automatically creates a managed property called owstaxidDocumentx002Language
which I can use to do a keyword query by typing owstaxiDocumentx0020Language:"NL" in the search box and it returns results. I also marked this managed property as refineable (in the service search application) and it appears in the
seach refiners selection box but it states that there are no values for this refiner.
So I decided to create a new managed search property "DocumentLanguage" and maps this to "ows_Document_x0020_Language" - I marked it as queryable, searchable, refineable, retrievable and sortable but this managed search property
is not being filled up.
I already executed a number of full crawls but this does not seem to work. Anyone know what to do next?
Rgds,
Joris [http://jopx.blogspot.com]It happened with me many times that the automatically generated managed property is not properly mapped to the crawled property and to get the correct crawled property get the document item
$web=Get-SPWeb http://webUrl
$list=$web.Lists["documentLibrary"]
$list.Items[0].Xml>>item.xml
View the item.xml and check if the ows_Document_x0020_Language contains data
Hope that helps|Amr Fouad|MCTS,MCPD sharePoint 2010 -
Need help to create SharePoint 2013 Designer workflow
Hi TechNet Community Team,
I've one list "Purchase Order" where I'm storing the data for purchase order details below are
the fields.
List Name = Purchase Order
Order No, Order Date, Part No, Part Qty, Delivery Date, Delivery Qty, Balance Qty.
Now in above list I'm storing the Purchase order details to check Order Qty and Balance Qty for every part
no and this list is working fine.
Now my requirement is to create one more list to issue the Part No from available Balance Qty in above List "Purchase Order".
So I thought to create new list with below details (Please suggest me if you have other idea also I can use
only SharePoint OutofBox feature or SharePoint Designer 2013):-
List Name = "Issue Order"
Issue No, Part No, Balance Qty, Issue Qty, Issue Date, Remaining Balance Qty OR Stock Qty
So in List Name "Issue Order" once user will select "Part No" the "Balance Qty" will show the available Qty (from Purchase Order
List). And once he enter Qty in "Issue Qty" column it will show the remaining Qty in "Remaining Balance Qty OR Stock Qty" column.
Also "Remaining Balance Qty OR Stock Qty" will get update in "Balance Qty" column in first list "Purchase Order" list so next time
when user will issue the Qty from "Issue Order" he will get the correct Qty for Part No.
Need your help to create workflow for List "Issue Order" so user can issue the items from this list
and balance qty will update accordingly in List Name = Purchase Order. So next time when user will issue the "Part No" he will get correct quantity.Hi,
For the Point# 1, per my understanding, there are two columns in the list2, both columns are getting values from list1. In List2, when user select a value for the
“Part No”, you want the “Balance Qty” column to be populated automatically.
As there is no such OOTB feature can meet this requirement, custom code using JavaScript would be required.
The two similar demos below would be helpful:
http://spservices.codeplex.com/wikipage?title=%24().SPServices.SPCascadeDropdowns
http://www.codeproject.com/Tips/758909/Two-Level-Cascading-Drop-Down-in-SharePoint-using
Best regards,
Patrick
Patrick Liang
TechNet Community Support -
SharePoint 2013 Designer Workflows
I have created a new SharePoint custom workflow using Designer 2013. I have the conditions and actions working fine, I also am able to send emails using workflows. However the task process doesn't seem to work. I set up the workflow to update the Tasks lists
and published it. I used both existing tasks and tried with creating a new tasks list, but neither the task list is being updated nor the task email is being sent.
Note, I am receiving the emails when I assign an action within the workflow, also I receive the task emails when I use OOB workflows. I am not receiving emails only when using Designer Workflows. I tried OOB on the same library where I enabled designer workflow
and it is sending task emails and updating the task lists and history as well.
Any insight?
Thanks!Hi ,
According to your description, my understanding is that you failed to update task list using SharePoint Designer workflow 2013.
For reproducing your issue, I create a designer workflow 2013 for a task list and try to update Due Date column. But it is working fine.
Could you provide more information about the steps of your workflow?
Also please have a look at the thread:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/88075158-7aff-4696-863e-c00b2b460efe/trouble-updating-task-in-sharepoint-designer-approval-workflow
Best Regards,
Eric
Eric Tao
TechNet Community Support -
Sharepoint 2013 designer workflow mail not sending
Hi
I am doing sharepoint 2013 workflow for mail sending using designer.
I am sending mail when new item created in List.
Here status is completed, but mail not sending the following error comes
"The e-mail message cannot be sent. Make sure the e-mail has a valid recipient".
But i have valid email ID.
If i am sending mail through C# (Visual Webpart), mail sending properly.
Give me solution, Thanks in advanceCan you please check the below threads
http://social.technet.microsoft.com/Forums/sharepoint/en-US/3c76459c-01f5-4d75-be17-ee5b2ce1c1dd/sharepoint-designer-2013-workflow-not-sending-emails?forum=sharepointgeneral
http://social.technet.microsoft.com/Forums/sharepoint/en-US/caee58c6-3128-4241-92e2-62f1d0bff01f/sharepoint-workflow-not-sending-e-mail?forum=sharepointcustomizationlegacy
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