Workflow on Document Set

When comparing folders and Document Sets in SharePoint, there is one note that says that workflows can be started on Document Sets, but not folders. What does that mean?
I can only create workflows that are attached to site or list. I have created one list workflow, and, every time I add new folder or document set to that list, workflow starts. So what does it mean that workflow can be started on document set?

What article did you refer
Normally if you want to manually start a workflow it can only be on Item and not folder. You can see that here
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
You can plan for workflow on folder. Using below
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
If this helped you resolve your issue, please mark it Answered

Similar Messages

Workflow - move document set and the content

Hi,
I am working on "simple" solution to move document set and its content to different library.
Source and destination libraries were created using the same template.
I can copy documents from inside the doc set to other library but workflow doesn't work when run on doc set....
Any tip?
Thx

Plz check the following thread for similar issue
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/5b8a3126-fa85-4e59-b785-02df7c277c87/copy-a-document-set-to-another-library-via-an-spd-workflow?forum=sharepointcustomizationprevious
Please Mark it as answer if this reply helps you in resolving the issue,It will help other users facing similar problem

Workflow for Document Set

I am trying to develop an e-mail notification on a Document Set - problem is the workflow triggers not only on the document set, but all the documents within the set.
I know I can't start the workflow "when a document is created" - has anyone found a solution so the workflow is only triggered when the document set is created (and not again when individual documents are uploaded)
Cindi

There are a couple of options that I can think of.
Firstly you could create a Resuable Workflow that is associated with the Document Set Content Type. Although in this instance I would probably look to create a new Content Type (let's say I call it MyCustomDocumentSet) with a Parent of Document Set
and set the Resuable Workflow to be based on MyCustomDocumentSet Content Type. Then associate the MyCustomDocumentSet with your List instead of the Document Set Content Type.
After you have created the Workflow you would need to go back into your MyCustomDocumentSet Content Type and set the Workflow to start on When an item is created.
The second option (perhaps not so elegant, but easy to set up and will work) is to have a normal List Workflow that fires for the Document Set and Documents within it, but have a condition to check what is being created. For example:
If CurrentItem:ContentType not equals Document Set
Stop the workflow and log "My Message"
If it isn't a Document Set then the workflow will stop. However, if it is a Document Set it will continue with whatever you add to your workflow after the condition and stop workflow action.

Document Set and WF 2013

I have two questions:
1. Can workflow be started on Document Set (using 2013 workflow - Visual Studio) ?
2. Can Document Set be declared as Record from 2013 workflow - Visual Studio?
EDIT:
3. Can Document Set be declared as Record programmatically?

Yes you can start workflow on Document set.
http://sergeluca.wordpress.com/2011/06/05/sharepoint-2010-workflows-and-document-setsstart-the-workflow-when-a-new-item-is-createdbe-careful/
You cannot declare document set as record.
http://social.technet.microsoft.com/Forums/sharepoint/en-US/99af83f1-c1b8-4097-aac2-507e59593f71/document-set-cant-be-declared-as-a-record
http://www.sharepointanalysthq.com/2011/09/document-set-limitations-and-considerations-in-sharepoint-2010/

Workflow: create a document set and add default documents to it

Having a workflow create a new document set seems straightforward: use the "create list item” action, choose the target library and one of the document set content types available in it
and supply values for the fields. But that workflow action doesn't provision the document set with default content, even though the content type has default content defined. Other people have asked the same question and some say you can write a second workflow
triggered by creating the new document set item in the target library, but I don't see how you can add default content to it.
"Copy list item" would work if you could supply the title of the document set along with the target library. You can copy files (in my case several .msg, .pdf and .docx files) from
a "templates" library, but without being able to add the document set name/path as part of the target "this list" they end up in the root of the target library not in the document set.
I've seen suggestions that "Create list item" will work, but I don’t see how it can since with that you can't supply a file name to provide the default content with.
Am I missing something?
Tom
SharePoint Systems Officer, Capital Regional District, BC, Canada

Hi Tom,
According to your description, my understanding is that you want to add documents to the document set using workflow.
I recommend to use the custom workflow activity “Copy List Item Extended” and you download it from the following link:
http://spdactivities.codeplex.com/.
With this activity, we can copy documents to document sets.
Please refer to the link below to deploy the custom activity:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/24f21b48-0078-4c18-bd3e-180cd2291c28/moving-items-into-library-foldersdocument-sets-infopathspd-2010-workflow
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

Create document set by workflow based on external list

Hello,
I'm wondering if the following is possible:
I have a external list with all my projects.
Next to that i have an document library where i place all the documents about the projects in document sets. Is it possible to automatically create the document sets based on the external list?
So when a new record is created in the database (External list) it automatically creates a document set. (The document sets have an external data column which refers to the projects external data)
I was thinking of an workflow, but i don't know how to accomplish this. I'm just a beginner with SharePoint.
Kind regards,
Robbert-Jan

Hi Robbert ,
According to your description, my understanding is that you want to create a document set for an external list in SharePoint 2013.
For achieving your demand, you can refer to the article:
http://msdn.microsoft.com/en-us/library/ff394479(v=office.14).aspx
http://blogs.msdn.com/b/chandru/archive/2013/08/10/sp2013-creating-document-set-using-workflow.aspx
One thing to notice is you cannot associate workflow with External List because workflow engine cannot run on back end system.
Reference:
http://siddiq-sharepoint2010.blogspot.in/2011/12/bussniess-connectivity-services.html
Best Regards,
Eric
Eric Tao
TechNet Community Support

SPD List serial WorkFlow attach Dynamic approvers, Document Sets attached to List

SPD Workflow:
System : SharePoint 2013
1. Approver's should be fetched from a people picker item of another List based on condition (Filter with department)
2. Workflow should be serial & approvers should be dynamic from above list item people picker based on department condition
3. As it is a List workflow i.e., Custom List is associated to Workflow but I need to upload a document set as a List item
4. When ever user creates a New List Item, Initiation page should allow him to attach multiple documents, while uploading first document into list from Intiation page, it should create a unique document set with a sequence number and other documents
should be added in the same document set & that document set should be attached to list item.
5. Action from Email should reflect the workflow approval.
/*below point is not Important to achieve in SPD*/
6. I would like to create a separate List or New List after 1000 document sets are uploaded to workflow list & workflow should be associated automatically when a New List is created
*I know how to achieve It from server or client side coding..
suggest optimized way to achieve above points in SPD 2013 & OOB only?
V

Hi,
I had tested again with multi workflows which are assigned to three users, they all worked well.
At first, the workflow would send an email to the first approver, when the first approver approved; then send an email to the second approver, when the second approver approved; then send an email to the third approver.
When the third approver approved, the workflow would completed, then the assigner who started the workflow would receive an email that the workflow has been completed.
You can create a simple workflow to check whether it works.
Such as you can just only use the “Start Approval Process” one action to check whether it works.
Did the issue occur in other lists or libraries?
You can create a new list or library, then create an approval workflow to check whether it works.
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

Move document to document set - Workflow

Hello!
I'm looking for a workflow that will move a document (from the standard "documents" library) and actually put it into a Document Set (e.g. DocSet1, DocSet2, etc.) in a different library called "Document Sets"
Is anybody aware of a way to do this please?
Thank you,
Griff

You need a simple workflow which will move document from one document library to another.
http://social.msdn.microsoft.com/Forums/en-US/442eb024-29c5-44e1-91ea-97d37aa5cec2/move-sharepoint-designer-workflow-from-one-document-library-to-another?forum=sharepointcustomizationlegacy
Once moved to Document sets library based on rule it will have proper document set and DOcument ID assigned to it.
http://stackoverflow.com/questions/2403407/move-sharepoint-designer-workflow-from-one-document-library-to-another
http://cypher19.wordpress.com/workflow-copy-document-from-one-library-to-another/

How can I use Document Set description field in a SharePoint workflow

We bundle together related documents into a Document Set and then route the Document Set for approval using a Sharepoint 2010 workflow. Within the workflow, we are also sending an email to each approver, and an email to a manager if items become past
due. I have been asked if I can add the Description field from the Document Set to the email text.
I am familiar with the use of the "Add or Change Lookup" control to insert fields into the email text.
For example: Data Source "Current Item" with field "Title" becomes
[%Current Item:Title%].
The problem is that I can't find a data source that will pull in the Document Set description.
Any help would be appreciated.

Hi,
According to your post, my understanding is that you wanted to use Document Set description field in a SharePoint workflow.
I recommend to modify the view to display the description field.
If you add the description, it will display the value.
Then you can create workflow as below:
Thanks,
Linda Li
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]
Linda Li
TechNet Community Support

Is it possible to find out if a certain type of document is available inside a document-set by the help of workflows?

Is it possible to find out if a certain type of document is available inside a document-set by the help of workflows?

Hi,
According to your post, my understanding is that you wanted to find out if a certain type of document is available inside a document-set.
Per my knowleadge, there is no out of the box way to accomplish this with SharePoint Designer Workflow.
To find the content type inside a document-set, there are two methods:
First, open a document set, click “New Document” option, then you can find the available content type in the document set.
Second, open the document set content type, open Document Set Settings Page, then you can see the available content type.
More information:
What is Document Sets in SharePoint 2010?
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Workflow to capture document set version automatically

Hi,
I have a document library filled with over 800 document sets. I need a automatic versionning system for the library and I figured my solution was to use a custom Workflow.
So I created a workflow in Sharepoint Designer with only one step: "Capture a version of the document set". The Workflow is setup to start at any modification or creation in the list.
My problem is that every time the workflow run, it creates 10 identical versions of the same document set instead of 1. I tried capturing the version manually and it captures only one version (as it should).
Any idea?
Thanks in advance for your help!

I found a workaround to this issue. First create a new field called AutoVersion. Make it a Yes/No checkbox. Add this to your Document Set. Update your workflow so that it first checks that AutoVersion is checked before capturing a version, then after capturing
the version uncheck this box. Now if the user checks the box, the workflow will capture the version, but on the second through tenth time it tries to capture the version it will see the box is now unchecked and won't run.
This works fine, but you can go anadditional step and add some jQuery to the Edit Properties page so that the checkbox gets check automatically when the form is opened and also hides the checkbox so it can't be unchecked. To the user there will not be a
checkbox visible, but to SharePoint it will think the box has been checked and run the workflow.
More info here on the code you can use to perform this: http://techaholica.com/2015/02/27/sharepoint-version-a-document-set-through-a-workflow/

Move Files from one document set to another document set using workflow

Hi All,
Env : SP 2013 Server - SPD 2013.
I'm trying to make a SPD Workflow that must copy a files from one Document Set to another Document set in the same library other document library
Does Someone already get success for Copy files from one Document Set to another Document set?
Thanks for your help.

Hi,
According to your post, my understanding is that you wanted to move Files from one document set to another document set using workflow.
I recommend to use the custom workflow activity Copy List Item Extended Activityto
copy files to another document set.
You can do this with codeless SharePoint Designer workflows as long as you can install the
Codeplex Custom SharePoint Designer Workflow Activities.
These activities are also built-in to SPD2013. However, you can only use the custom activities in the SharePoint 2010 Platform.
To install the custom activities, please follow the steps as below:
Download the solution file form
Useful Sharepoint Designer Custom Workflow Activities
Copy the wps file to the Disk C.
Open the SharePoint 2013 Management Shell.
Run the command: add spsolution c:\ dp.sharepoint.workflow.wsp
Open the Center Administration, click System Setting->Manage Farm Solution-> dp.sharepoint.workflow.wsp->Deploy to one or more Web Application.
Open the SharePoint designer, create SharePoint 2010 Platform workflow, add action from Custom Actions.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Document Set Content Type Workflow

I have a document library in Share Point 2013 that is using Document Sets. I need to set up a workflow under the document content type that would send an e-mail if documents have not been uploaded by a specific due date in the document set. Any
Help will be greatly appreciated.

Hi,
Based on your description, my understanding is that you want to send an email if there is no document uploaded to the document set by a specific due date in the document set.
I recommend to create retention policy on the document set content type in the library to start the workflow at the due date.
The workflow can be created as the image below:
Firstly, get the max id in the library for using in the loop condition in the workflow:
You can follow the link below for details:
http://social.technet.microsoft.com/Forums/en-US/a8a890b5-f5fb-447f-b96f-9f3abdb7e178/forum-faq-sharepoint-2013-extracting-values-from-a-multivalue-enabled-lookup-column-and-merge?forum=sharepointgeneral
Secondly, we need to loop through the items in the library and then check if there are documents(including folders)
existed inside the document set which is called text for example.
Please change the string “/sites/victoria/lib set/” in the Replace Substring in String step to be the relative URL of your library and make sure that there is a space before the document set name in the if condition in the workflow as the image below shows:
Best regards.
Thanks
Victoria Xia
TechNet Community Support

SharePoint 2013 List & linked Document Set Project Help Needed

I have struggling to find the best solution for a recent project. I'm sure someone will have a better suggestion than what I have come up with.
Project Requests
Project Tracking and Documents
Status and other data
Project Documents
Offsite Syncing for active projects (SkyDrive Pro)
Attempted Scenario
1 List for Project Tracking
1 Document Library for Project Documents (Document Set content type)
I created a workflow to automatically create a new Document Set when an item was added to the list, then create a link to the Document set in a column called Documents. The goal with the document sets is to have them sent to another library (archive) when
the project is marked complete. The reason is so that the user synching offline won't have so many document sets to sync or to browse through (there would easily be a few hundred within a couple of months)
Is there a way to programmatically move the document set to an archive library when the list item status is set to complete? And if the status were to change back to active, to move back to the active library.
Or maybe I am going about this the wrong way entirely? All suggestions are greatly appreciated!

Hi,
With Event Receiver, we can capture the ItemUpdated event of item of a list when the value of an item is updated, then perform the Document Set moving accordingly.
Here is a step by step sample on creating a simple Item added event receiver for Custom List in SharePoint 2010:
http://msdn.microsoft.com/en-us/library/ff398052.aspx
More information on
Event Receiver for your reference:
http://msdn.microsoft.com/en-us/library/gg749858(v=office.14).aspx
http://msdn.microsoft.com/en-us/library/ff408183(v=office.14).aspx
Here is a thread with code demo about
moving Document Set programmatically:
http://social.technet.microsoft.com/Forums/sharepoint/en-US/1e8b1110-a719-4825-a300-cc1946f4d96a/document-sets-move-programatically
Feel free to reply if there are still any questions.
Best regards
Patrick Liang
TechNet Community Support

Transfer changes from Document to the Document Set [Sharepoint bug?]

I I have Document Set, 1 Document inside and, for example,
1 general field.
Task: when I change Document I need to copy value of the general field to the Document Set.
Problem: I made Workflow on Document that calls when I change it, this Workflow copies data to the Document Set.
But it doesn't work, because when I change Document inside Document Set there are 2 events: "Document was changed" and "Document Set was changed". And the event "Document Set was changed" called first and it copies all general
fields to all documents inside. That's why when my Workflow starts, field in Document has value from Document Set not the one that user typed.
Any solutions to solve the task or problem (e.g. to increase the priority for Workflow on documents inside)?

Hi ,
According to your description, my understanding is that you want to copy the value of a field for a document inside a document set to the associated column for document set.
How did you design your workflow?
I did a test based on your description, and I used the ID (in my testing, the ID of the document set is 2)to find the associated document set, and the testAA is the column.
My workflow is:
In my testing, everything was ok. Please have a try as the above workflow, compare the result.
Best Regards,
Wendy
Wendy Li
TechNet Community Support

Workflow on Document Set

Similar Messages

Maybe you are looking for