Reusable Workflows

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Reusable Workflows

Reusable Workflows

Reusable workflows allow you to create a workflow backed by a SharePoint Content Type instead of an existing list or library. Once the content type is assigned to a list or library, the workflow can be associated with that same list or library. Unlike creating a List Workflow, a reusable workflow does require extra steps of associating the workflow with the list/library. The benefit is that the workflow can be used on as many lists/libraries that support the content type without having to re-create the workflow.

The following walk-through shows how to use SharePoint Designer to create a reusable workflow for the Document content type.

  1. Launch SharePoint Designer 2010 and create a Reusable Workflow associated with the Document content type.
    1. If SharePoint Designer is not already open, click the Site Actions menu and choose the Edit in SharePoint Designer option.
    2. Click the Workflows link in the Navigation menu. Reusable Workflows
    3. From the Workflows tab toolbar, click the Reusable Workflow. Reusable Workflows
    4. Type "Reusable Demo-WF" in the Name field of the Create Reusable Workflow dialog window.
    5. Select Document in the Content Type drop-down field of the Create Reusable Workflow dialog window. Reusable Workflows
    6. Click the OK button to complete creating the new reusable workflow.
  2. Add a Log to History List action to the Reusable Demo-WF workflow.
    1. Click the Action drop-down button on the Workflow tab toolbar and choose the Log to History List action.
    2. Click the this message link in the Log to History List action and click the ellipsis button to the right of the text box to open the String Builder dialog. Reusable Workflows
    3. Type "Reusable demo workflow started on: " in the text box and click the Add or Change Lookup button at the bottom of the String Builder dialog window. Reusable Workflows
    4. Select Name (for use in forms) for the Field from source field in the Lookup for String dialog window and click the OK button. Reusable Workflows
    5. Click the OK button to close the String Builder dialog.
  3. Click the Publish button in the Workflow tab toolbar to save and publish the new workflow to SharePoint.
  4. Associate the Reusable Demo-WF with the Documents library.
    1. Switch back to the browser window and click the Documents link in the sites Quick Launch menu.
    2. Click the Library Settings button on the LIBRARY tab toolbar.
    3. Click the Advanced settings link under the General Settings group.
    4. Click the Yes radio button for the Allow management of content types option. Reusable Workflows
    5. Click the OK button to save the setting.
    6. Click the Workflow Settings link under the Permissions and Management area of the Document Library Settings page. Reusable Workflows
    7. Click the Add a workflow link. Add a workflow.
    8. Select Document in the Run on items of this type drop-down list field. Reusable Workflows
    9. Select Reusable Demo-WF in the Select a workflow template list-box field. Reusable Workflows
    10. Type "Shared Docs Reusable WF" in the Name field.
    11. Check the box labeled Creating a new item will start this workflow in the Start Options group. Reusable Workflows
    12. Click the OK button to save.
  5. Run the Shared Docs Reusable WF against an item in the Documents library.
    1. Click the Documents link in the sites Quick Launch menu.
    2. Click the new document link to upload a new document to the library.
    3. Click the Browse button.
    4. Use the Choose File to Upload dialog to select the EvaluateSharePointServer2010-ITPro document from the class files you downloaded and click the Open button.
    5. Click the OK button on the Upload Document dialog.
    6. Type "Workflow Test" in the Title field and click the Save button to complete uploading the file.
    7. Click the Completed link under the Shared Docs Reusable WF column to open the workflow history page for item.
    8. Verify the Workflow History has the text entry from the Log to History List action with the file name included. Reusable Workflows
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