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S h a r e P o i n t Wo r k f l o w To o l s
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To wrap up the use of ad-hoc style workflows, remember that the key here is ad-hoc Workflows built this way only apply to the particular list or library where they were created; workflows themselves cannot be copied, moved, or otherwise reused They can, however, be reused if a list or library is saved as a template or by using Site Content Types and the Reusable Content library
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Starting a Workflow Manually
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As you saw earlier, one of the options for the workflow is to be enabled for a manual start (you can limit this to users that have Edit Item rights) This enables better control around some kinds of workflows since the process is started only when it s needed Starting the
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Microsoft Office SharePoint Server 2007: The Complete Reference
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workflow (providing this is enabled!) is as simple as using the drop-down menu provided through the list view:
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Selecting Workflows will display the workflows available for this particular item Simply click the name to start it:
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Workflow and Microsoft Office
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Once a workflow has been created for a library or list, it can be invoked directly from any of the publishing Microsoft Office products like Word While the integration between SharePoint and Office has always been tight, the workflow options demonstrate how this integration
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S h a r e P o i n t Wo r k f l o w To o l s
has been implemented in 2007 All of the out-of-the-box workflows are available (as well as any that have been added, as you will see later) The actual process of starting a workflow in the Office products is pretty much the same, so I won t cover the nuances of each Using the previous example, we ll use the most common scenario: Word for the Approval and Outlook for the tasks In this example, you ll go through the complete workflow of a document approval process without using SharePoint The previously set workflow starts when a document is uploaded though creating a new document in Word and then saving it to the document library does the same thing For simplicity (and since it is covered elsewhere), you ll simply upload a document to start it and then handle the rest from Word and Outlook Before you do this, however, you want to set a specific user for this workflow (the original was assigned to the SPS Admin account) To make this change, do the following: 1 Navigate to the site where the library resides, open it via View All Site Content, and then click on the name of the library to open it Then, from the toolbar, select Settings | Document Library Settings 2 Under the Permissions and Management section, click the Workflow Settings link 3 On the Change Workflow Settings page, click the title of the workflow to open it 4 Click Next to get to the assignments page 5 Modify the approver to the account desired 6 Click OK to save your settings Starting the workflow: 1 Navigate to the site and open the library; from the toolbar, click Upload and upload a document (the type is not important) In this example, I ve uploaded a document called QuarterlyReportdocx Because the workflow is set to start automatically, the status should show In Progress when you return to the Library View At the same time, a task has been created for your approver:
Microsoft Office SharePoint Server 2007: The Complete Reference
2 To notify Bob Smith that he s been assigned a task, an automatic e-mail is sent and a task (as shown) is added to the Task List Bob can easily do everything from the UI; however, he can also do the same from Outlook and Word Before this will completely work, Bob (at some point before the workflow starts) links the Task List to his Outlook by going to the Task List View From the Actions drop-down menu, he selects Connect to Outlook (all of Bob s tasks in that list then become synchronized with his Outlook Task List; he can connect to any number of Task Lists this way if he wants to consolidate) This connection is required to respond to tasks outside of SharePoint 3 So, after the workflow has started, let s see what Bob sees First, in Outlook, he ll receive an e-mail message that indicates he s been assigned a task and that also gives him a link directly to the document he is supposed to review:
4 Also, providing Bob has linked the Task List to his Outlook, he can also see the task:
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