Workflow Initiation Form

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Workflow Initiation Form

Workflow Initiation Form

Initiation forms can be used with a SharePoint workflow to pass additional information into the workflow from the user who starts it. SharePoint Designer 2013 offers a wizard-driven interface for creating parameters and generating the Initiation form. The form that SharePoint Designer creates can be further customized with Microsoft InfoPath.

One drawback to using Initiation form parameters is that they work only if the workflow is manually started on an item. If a workflow is set to automatically start when an item is modified or created, then there is no opportunity for the user to interact with the Initiation form. The following shows the workflow settings and configuration tab in SharePoint designer with the Start Options and Initiation form outlined: Workflow Initiation Form

The following walk-through will show you how to add an Initiation parameter to the Workflow Demo-WF created in the previous walk-throughs in this lesson.

  1. Add Single line of text parameter named "Input Data" to the Workflow Demo-WF using SharePoint Designer.
    1. Switch back to SharePoint Designer and the editor view of our Workflow Demo-WF workflow.
    2. Click the Initiation Form Parameters button on the Workflow tab toolbar. Workflow Initiation Form
    3. Click the Add... button on the Association and Initiation Form Parameters dialog window. Workflow Initiation Form
    4. Type "Input Data" in the Field name field of the Add Field dialog window. Workflow Initiation Form
    5. Click the Next button.
    6. Click the Finish button.
    7. Click the OK button on the Association and Initiation Form Parameters dialog window.
  2. Modify the Set Field in Current Item workflow action to write the parameter information from the Initiation form into the Workflow Output field of the list item.
    1. Click the This field was set by the Workflow De... link of the Set Field in Current Item action. Workflow Initiation Form
    2. Click the fx button next to the text box to open the Lookup for Single line of text dialog window. Workflow Initiation Form
    3. Click the Data source drop-down and select the Workflow Variables and Parameters option. Workflow Initiation Form
    4. Click the Field from source drop-down and select Parameter: Input Data option. Workflow Initiation Form
    5. Click the OK button to save the settings.
  3. Click the Publish button to save the workflow changes back to the SharePoint server.
  4. Run the Workflow Demo-WF to test the Initiation form parameter.
    1. Switch back to the browser window and click the Workflow Demo link in the site's Quick Launch menu.
    2. Click the Workflows link from the item menu of Item One.
    3. Click the Workflow Demo-WF link under the Start a New Workflow heading.
    4. Type "Hello from the initiation form!" in the Input Data field of the Initiation form. Workflow Initiation Form
    5. Click the Start button to start the workflow.
    6. Verify the Workflow Output field for Item One has the text from the Initiation form. Workflow Initiation Form
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