Creating Reusable Workflows - Exercise

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Creating Reusable Workflows - Exercise

Creating Reusable Workflows

Duration: 15 to 25 minutes.
  1. Create a reusable workflow for the document content type using SharePoint Designer.
    1. Navigate back to SharePoint Designer or open a new instance if you closed it from the previous exercise.
    2. If the Time-Off Request WF is still open from the previous exercise, click the Workflows breadcrumb at the top of the editor tab. Exercise - Reusable Workflows Or if you closed it, you can click the Workflows link in the Navigation menu.Exercise - Reusable Workflows
    3. Click the Reusable Workflow link in the WORKFLOWS tab toolbar New group. Exercise - Reusable Workflows
    4. Type "Reusable Doc WF" in the Name field and choose Document in the Content Type drop-down field and click the OK button. Exercise - Reusable Workflows
  2. Add an Association Column to the Reusable Doc WF.
    1. Click the Association Columns button in the WORKFLOW tab toolbar in the Variables group. Exercise - Reusable Workflows
    2. Click the Add New Column... button on the Association Columns dialog. Exercise - Reusable Workflows
    3. Type "Reusable WF Feedback" in the Field name field and click the Next button on the Add Column dialog. Exercise - Reusable Workflows
    4. Leave the Default value field empty and click the Finish button of the Column Settings dialog.
    5. Click the OK button to close the Association Columns dialog and save your column setting.
  3. Add a Set Field in Current Item action to the Reusable Doc WF and configure it to write text into the Reusable WF Feedback associated column.
    1. Hover and click the orange bar within Step 1 of the Reusable Doc WF. Exercise - Reusable Workflows
    2. Click the Action drop-down button in the Workflows tab toolbar and choose the Set Field in Current Item action. Exercise - Reusable Workflows
    3. Click the field link in the Set Field in Current Item action and choose the Reusable WF Feedback option from the drop-down list. Exercise - Reusable Workflows

      Only fields defined in the content type and associated columns are available to use in a reusable workflow.

    4. Click the value link in the Set Field in Current Item action. Exercise - Reusable Workflows
    5. Type "This message was created by the Reusable Doc WF!" in the value text box.
  4. Publish the Reusable Doc WF.
    1. Click the Publish button in the WORKFLOW tab toolbar's Save group. Exercise - Reusable Workflows
  5. Associate and test the Reusable Doc WF workflow with the Shared Documents library of your site.
    1. Switch back to your browser window or open one if you don't have one already open and browse to your assigned student site.
    2. Click the Documents link in the site's Quick Launch menu. Exercise - Reusable Workflows
    3. Click the FILES tab to open the toolbar and click the New Document button. Exercise - Reusable Workflows
    4. Type "This is a sample document for use with a reusable workflow." in the new Word document and click the Save icon in the upper-left corner of the Microsoft Word window.
    5. Click Shared Documents from the Other Web Locations on the Word Save As page.
    6. Type "Sample WF Doc" in the File name field and click the Save button.
    7. Close Microsoft Word.
    8. Click the LIBRARY tab to open the toolbar and click the Library Settings button. Exercise - Reusable Workflows
    9. Click the Advanced settings link under the General Settings group.
    10. Click the Yes radio button for the Allow management of content types option. Exercise - Reusable Workflows
    11. Click the OK button to save the setting.
    12. Click the Workflow Settings link under Permissions and Management. Exercise - Reusable Workflows
    13. Click the Add a workflow link.
    14. Select Document from the Run on items of this type drop-down field. Exercise - Reusable Workflows
    15. Select Reusable Doc WF from the Select a workflow template list box. Exercise - Reusable Workflows
    16. Type "Reusable Document WF Test" in the Type a unique name for this workflow field. Exercise - Reusable Workflows
    17. Leave the rest of the workflow settings at their defaults and click the OK button at the bottom of the form.
    18. Click the Documents link in the site's Quick Launch menu to navigate back the default view of the library.
    19. Click the ellipsis link next to the Sample WF Doc link then click the second ellipsis link in the balloon pop-up to open the context menu and click the Workflows link. Exercise - Reusable Workflows
    20. Click the Reusable Document WF Test link. Exercise - Reusable Workflows
    21. Click the Start button to start the workflow.
    22. Verify the Reusable Document WF Test column has the status of Completed. Exercise - Reusable Workflows
    23. Click the ellipsis link next to the Sample WF Doc link and then click the second ellipsis link in the balloon pop-up to open the context menu and click the Edit Properties link. Exercise - Reusable Workflows
    24. Verify the Reusable WF Feedback field exists and has the text "This message created by the Reusable Doc WF!" in it. Exercise - Reusable Workflows
    25. Click the Cancel button to close the dialog.
  6. Close SharePoint Designer.
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