Content Approval Workflows

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Content Approval Workflows

Content Approval Workflows

In addition to manually setting content approval for items, SharePoint supports using workflows to approve items. For custom workflows, SharePoint provides the action Set Content Approval Status (custom workflows and actions are covered in the next lesson in this course). For SharePoint 2013 standard or enterprise installation, there is an out-of-box workflow for approving content.

The following walk-through will show you how to activate the Workflows site collection feature and assign an instance of the Approval - SharePoint 2010 workflow to the Approval Items list.

The out-of-box content approval workflow is not available with SharePoint Foundation. If your site is running on SharePoint foundation, you will be unable to perform the walk-through.

  1. Activate the Workflows feature to enable the out-of-box workflows that come with the standard installation of SharePoint 2013.
    1. Click the Settings menu and choose the Site settings option.
    2. Click the Site collection features link in the Site Collection Administration group on the Site Settings page.
    3. Click the Activate button for the Workflows feature. Content Approval
  2. Assign an instance of the Approval - SharePoint 2010 workflow to the Approval Items list.
    1. Click the Approval Items link in the sites Quick Launch menu.
    2. Click the List Settings button on the LIST tab toolbar of the Approval Items list.
    3. Click the Workflow Settings link in the Permissions and Management group.
    4. Click the Add a workflow link on the Workflow Settings page. Workflow Settings page.
    5. Select the Approval - SharePoint 2010 workflow from the Select a workflow template list. Content Approval
    6. Type "Approval-Demo" in the Name field of the workflow.
    7. Leave the rest of the workflow settings at their default values and click the Next button.
    8. Type your account name in the Assigned To field and click the Check Names icon. Content Approval
    9. Type "This task was created by the Approval-Demo workflow" in the Request field.
    10. Check the check box at the bottom of the form in the Enable Content Approval section labeled Update the approval status after the workflow is completed (use this workflow to control content approval). Content Approval
    11. Click the Save button.
  3. Create a new item in the Approval Items list to use with the assigned workflow.
    1. Click the Approval Items link in the sites Quick Launch menu.
    2. Click the new item link.
    3. Type "Blue Widget" in the Title field and click the Save button.
    4. Verify the Approval Status column for the Blue Widget item is set to Pending.
  4. Start the Approval-Demo workflow for the Blue Widget item.
    1. Click the ellipsis button next to the Blue Widget item and select Workflows from the item menu. Content Approval
    2. Click the Approval-Demo link under the Start a New Workflow heading. Content Approval
    3. Click the Start button to start the workflow.
    4. Verify the new column Approval-Demo has been added to the list and its value is In Progress for the Blue Widget item. Content Approval
  5. Use the workflow created task to approve the Blue Widget item.
    1. Click the Site Contents link in the sites Quick Launch menu.
    2. Click the Tasks link on the Site Contents page.
    3. Click the Please approve Blue Widget task link.
    4. Click the Approve button at the bottom of the Workflow Task dialog. Content Approval
    5. Click the Approval Items link in the sites Quick Launch menu.
    6. Verify that both the Approval Status and Approval-Demo columns have the value Approved for the Blue Widget item. Content Approval
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