Enabling and Using SharePoint Approval Workflow - Exercise

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Enabling and Using SharePoint Approval Workflow - Exercise

Enabling and Using SharePoint Approval Workflow

Duration: 10 to 15 minutes.
  1. Navigate to your team site.
  2. Activate the Workflows feature for the site collection to enable the out-of-the-box SharePoint workflows to be used.
    1. Click the Settings icon and select the Site Settings link from the drop-down of choices. Exercise - Approval Workflow
    2. Click the Site collection features link on the Site Settings page in the Site Collection Administration group. Exercise - Approval Workflow
    3. Scroll to the bottom of the features list and click the Activate button next to the Workflows feature. Exercise - Approval Workflow
  3. Add the Approval workflow to the Approved Docs document library.
    1. Click the Approved Docs link in the Quick Launch menu to navigate to the library. Exercise - Approval Workflow
    2. Click the LIBRARY tab to open the toolbar.
    3. Click the Library Settings link on the LIBRARY tab toolbar to open the settings page. Exercise - Approval Workflow
    4. Click the Workflow Settings link on the Settings page within the Permissions and Management group. Exercise - Approval Workflow
    5. Click the Add a workflow link on the Workflow Settings page. Workflow Settings page.
    6. Select the Approval - SharePoint 2010 item from the Select a workflow template list box. Exercise - Approval Workflow

      Activating the Workflows feature made the Approval - SharePoint 2010 workflow and the others you see in the list above available to be used with lists and libraries. If the Approval workflow does not appear in the list, then the Workflows feature has not been activated for the site collection.

    7. Type "Approval-Exercise" in the Enter a unique name for this workflow: field. Exercise - Approval Workflow
    8. Leave the rest of the workflow settings at their default values and click the Next button.
    9. Type your account name in the Assigned To field and click the Check Names to verify the account name. Exercise - Approval Workflow
    10. Type "This task was created by the Approval workflow exercise." in the Request field text box. Exercise - Approval Workflow
    11. Click 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). Exercise - Approval Workflow
    12. Take a minute or two to read the rest of the Approval workflow options, but leave everything else at their default values and click the Save button to save the changes.
  4. Create a new document in the Approved Docs document library to use with the Approval workflow.
    1. Click the Approved Docs link from the Quick Launch menu. Exercise - Approval Workflow
    2. Click the FILES tab to open the toolbar. Exercise - Approval Workflow
    3. Click the New Document link on the FILES tab to open a new document in Microsoft Word. Exercise - Approval Workflow
    4. Enter the following text in the new document: "This is some sample text to test the Approval workflow and content approval."
    5. Click the Save icon in the upper left of the Microsoft Word window.
    6. Click the Approved Docs link on the Save As page in Microsoft Word. Save As.
    7. Enter "Approval Workflow Test" in the File name field and click the Save button to complete saving the new document.
    8. Close Microsoft Word.
    9. Refresh Approved Docs and verify the new Approval Status column that shows the current state of the new document is "Pending". Exercise - Approval Workflow
  5. Use the Approval workflow to set the Approval Status of the new Approval Workflow Test Word document to Approved.
    1. Click the ellipsis button next to the "Approval Workflow Test" document in the Approved Docs library and then click the second ellipsis button on the balloon pop-up to view the context drop-down menu and select the Workflows option. Exercise - Approval Workflow
    2. Click the Approval - Exercise link in the Start a New Workflow area to start the Approval workflow. Exercise - Approval Workflow
    3. Verify that your account is in the Assigned To field and click the Start button to start the workflow. Exercise - Approval Workflow

      Note that you can change the workflow settings before starting it, including who the task is assigned to as well as adding additional users or groups. These settings are the same as the ones you can configure when you add the workflow to the library. The setting you choose when you add it to the list or library become the default settings when you start the workflow.

    4. Verify there is a new column in the Approved Docs library titled Approval - Exercise and that it is set to In Progress for the Approval Workflow Test document. Exercise - Approval Workflow
    5. Click the Site Contents link in the sites Quick Launch menu.
    6. Click the Tasks link on the Site Contents page. Exercise - Approval Workflow
    7. Click the task link Please approve Approval Workflow Test to open the task. Exercise - Approval Workflow
    8. Verify that the Workflow Task dialog has a link to the item needing approval as well as a field to enter comments and buttons to Approve, Reject, Request Change, or Reassign Task. Exercise - Approval Workflow
    9. Click the Approve button to approve the document and close the Workflow Task dialog.
    10. Click the Approved Docs link in the Quick Launch menu.
    11. Verify that both columns Approval Status and Approval - Exercise have been set to Approved. Exercise - Approval Workflow
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