A Practical Roadmap On How To Work With Sharepoint Workflows

Should you or should you not is often the question that most people think to themselves when thinking of using SharePoint workflows

. There are undoubtedly pros and cons to everything and it is no different with SharePoint workflows too. There is a certain segment of people that believe using SharePoint will be beneficial and there is another segment that is not too keen on it. Yes, the bottom line is irrespective on whichever side one is, everyone wants SharePoint workflow to automate and streamline processes, however, many remain confused at the discussion stage and never move on to the implementation stage. To help users understand if SharePoint workflow can work for them and how well it can work for them, I have tried and explained the kind of workflows SharePoint offers.

SharePoint workflows are pre-programmed applications that undoubtedly help with the automation of different types of business processes. This can include a diverse array of activities such as collecting signatures, approvals or even feedback for a particular document or plan. Since SharePoint workflows are all about automating process, it definitely helps in not only streamlining the process but also saving time and effort.

With SharePoint Server 2010 and SharePoint Online Office 365, the following five workflows are included and they act like a template. Users can add a particular version of the workflow for maybe a library or a single list and can also specify different selections and options.

Approval SharePoint workflow: This type of workflow is undoubtedly meant to route a particular document to the concerned people for their approval. It is also possible to use an Approval workflow to manage content approval in a particular library or list.

Collect feedback and signatures: A feedback SharePoint workflow works with the objective of routing a document or any other item to the required people in order to get a feedback from them. If more than a few documents are being routed for feedback, then what this SharePoint workflow does is collate and consolidate all the feedback and also offer a record of the review process. It is not only restricted to feedback because even signatures can be collected through the collect signature SharePoint workflow. This particular workflow helps in routing a particular document to the concerned persons to get their digital signatures.

Disposition Approval: This particular SharePoint workflow is designed in a manner that it helps in managing records efficiently within an organization. In a way you can say it helps with clearing out the old and expired documents and ensuring that only those documents remain that are needed. In a nutshell it helps in streamlining the complete process and is apt for bulk task completion.

Three-state workflow: This three-state workflow is pretty interesting because what it does is track the status of a particular list item through three different stages. This type of SharePoint workflow is perfect for tasks where a high volume of items need to be tracked within an organization.

Depending on the requirement within an organization, the employees and management can think of initiating various Sharepoint workflows and what is truly amazing about them is that they are easy to understand and implement.

by: Paresh Aegis

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