Share Point Document Management Workflow

8/8/2019 Share Point Document Management Workflow

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A Beginner s Guide to Document Management andWorkflow in SharePoint

DocumentManagementWorkflowInfo.com

Table of Contents

Electronic Document Management Systems basics ...................................................................... 3

Defining and using workflows (BPM) in EDM ................................................................. 3

Defining folder structures in an EDRMS ...................................................................... 3

Defining document types and metadata in an EDRMS ..................................................... 3

Components of an Electronic Document Management System ........................................... 3

EDRMS: The difference between documents and records ................................................. 3

SharePoint Document Management ................................................................................................. 4

How to delete a SharePoint document library template or list template .................................. 4

How to add a version column to a SharePoint document library .......................................... 4

How to set the default document template on a SharePoint document library .......................... 4

Document Center site template available in WSS 3.0? ..................................................... 4

Design and create a document content type in SharePoint ................................................ 4

Using a User Tasks web part for collaboration and document approval in SharePoint ................ 4

How to create a SharePoint site column ...................................................................... 4

How to add a content type to a SharePoint document library .............................................. 5

How to enable check-in, check-out, and versioning on a SharePoint document library ................ 5

Adding a document template to a SharePoint document library using a content type .................. 5

Understanding the basics of content types in SharePoint .................................................. 5

SharePoint document management web parts: Relevant Documents .................................... 5

Defining document management metadata in SharePoint ................................................. 5

How to enable tree view navigation in WSS 3.0 ............................................................. 5

Workflow / Business Process Management ..................................................................................... 6

How to use the Update List Item action in a SharePoint Designer workflow ............................. 6

How do SharePoint workflows and SharePoint event handlers differ? ................................... 6

Debugging Visual Studio 2005 workflows for SharePoint .................................................. 6

Understanding the Define Workflow Lookup dialog in SharePoint Designer ............................ 6

How to create custom Visual Studio 2005 workflows for WSS 3 or Office SharePoint Server 2007 . 6

How to create a custom SharePoint Designer 2007 workflow ............................................. 6

How to enable a Visual Studio workflow on SharePoint and attach it to a document library .......... 6

How to manually deploy a Visual Studio 2005 workflow to SharePoint ................................... 6

Adding a three-state workflow to a content type in SharePoint ............................................ 7

The basics of custom Visual Studio workflows for SharePoint ............................................. 7

How to set up a three-state workflow on a SharePoint document library ................................. 7 Introduction to SharePoint workflows .......................................................................... 7
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3 Ways to create workflows for WSS 3.0 and Office SharePoint 2007 ................................... 7

Standard out-of-the-box workflows in WSS 3.0 and Office SharePoint Server 2007 ................... 7

SharePoint basics ................................................................................................................................ 8

How to add a date difference column to a SharePoint list or library ....................................... 8

Sample SharePoint workflows ........................................................................................................... 8

Format a date in a SharePoint workflow using a SharePoint formula ..................................... 8

Format a date in a SharePoint Designer workflow using a custom action ............................... 8

Get a SharePoint list item GUID using a SharePoint Designer workflow ................................. 8

How to send an email alert containing a link to a SharePoint list item .................................... 8

Using a GUID to look up a SharePoint list item instead of an ID .......................................... 8

Using the Log to History List SharePoint workflow action for debugging ................................. 8

SharePoint Designer workflow: Create a new document based on a content type ..................... 8

4 Ways to set a date value in a SharePoint Designer workflow ........................................... 9

SharePoint Designer workflow: Move a document from one library to another ......................... 9

SharePoint Designer workflow: Allow users to enter an email address before running a workflow .. 9

How to perform date calculations and construct dynamic strings in a SharePoint Designer workflow...................................................................................................................... 9

Visual Studio workflow: Copy a document from one SharePoint document library to another ........ 9

SharePoint Designer workflow: Send email when major versions of a document are checked-in .... 9

SharePoint Video Tutorials ............................................................................................................... 10

SharePoint Video Tutorial: Use a content type to add a document template to a SharePointdocument library ................................................................................................ 10

How to move a SharePoint Document Library using a List Template ................................... 10

Use a calculated field and two dependent workflows in SharePoint to format a date ................ 10

Custom SharePoint Designer workflow activity to format dates ......................................... 10

Get the GUID of a new SharePoint list item created in a SharePoint Designer workflow ............ 10

Retrieve the GUID of the Current Item in a SharePoint Designer workflow ............................ 10

Define an email message with a link for a new Task list item in SharePoint Designer ............... 10

Set the approval status of a SharePoint list item using a SharePoint Designer workflow ............ 11

Create a document review workflow in SharePoint Designer 2007 ..................................... 11


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Electronic Document Management Systems basics

Defining and using workflows (BPM) in EDM What is workflow? The term workflow can be broken down into two parts: Work = An

activity towards the production or accomplishment of something, i.e., a goal. Flow = Acourse of successive events taken to achieve a goal or an outcome. In DocumentManagement, workflow is generally used as a process to route electronic documentsbetween entities. Entities can be people, departments, companies, or systems. Workflowis sometimes also called ...

Defining folder structures in an EDRMS The use of folders in document management Once you have defined the document typesand metadata for managing documents, you will need a way to categorize and group thedocuments. Folders are used as a storage mechanism in document management; theyare used as containers to group and store documents. Folders should be created in sucha way that they are intuitive ...

Defining document types and metadata in an EDRMS Document types Document types describe the document's content in electronic form(such as an image) and the information associated with the document. You can usedocument types to index and categorize documents in an EDRMS. Indexing informationin documents is commonly referred to as metadata. Metadata describes things such asthe type of document, the creation date of the document, the filing date ...

Components of an Electronic Document Management System Basic components of an EDMS The basic components of an Electronic DocumentManagement System (EDMS) are: Document repository Check-in and check-out Version

control and auditing Classification and indexing Search and retrieval Security Integrationwith desktop client applications The functionality of an Electronic Document ManagementSystem (EDMS) may be extended to include: Workflow Collaboration Archiving ImagingRecords management Document repository Every EDMS should have a documentrepository. A document repository is a central location on a server ...

EDRMS: The difference between documents and records What is EDRMS? EDRMS stands for Electronic Document and Records ManagementSystem. Document Management can be used to manage the lifecycle of documents in anorganization, which includes the way documents are created, stored, reviewed,published, retrieved, disposed, and retained. Records Management is the act of:Determining when documents become records. Which documents need to be retained

and for what period of time documents need ...
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SharePoint Document Management

How to delete a SharePoint document library template or list template A SharePoint document library template, not to be confused with a document template ina SharePoint document library, is a .stp file that contains the structure, views, andoptionally the contents of a SharePoint document library. Likewise, a SharePoint listtemplate is a file that defines the structure of a SharePoint list. Templates for bothSharePoint libraries and lists are called ...

How to add a version column to a SharePoint document library Introduction to versioning in SharePoint Document management systems should allowfor the tracking and maintaining of versions of documents. Windows SharePoint Services(WSS) 3.0 and MOSS 2007 offer the possibility to maintain the history of the versionsthat each document goes through. While it is not enabled by default, you can enableversioning on SharePoint document libraries, and once you do, you ...

How to set the default document template on a SharePoint document library The default document template on a SharePoint document library is defined as thedocument template of the first content type listed under the menu of the New button onthe SharePoint document library. The importance of the order of document templateslisted under the menu of the New button on a SharePoint document library becomesapparent when you want to use ...

Document Center site template available in WSS 3.0? What is the Document Center? The Document Center is a site template that comes withMicrosoft Office SharePoint Server (MOSS) 2007. It provides features for creating andmanaging large sets of documents. The Document Center is not available in WSS3.0, but you can enable several of the features provided by the Document Center in

MOSS 2007, in WSS 3.0. Enabling Document Center features in ...

Design and create a document content type in SharePoint Document content types in SharePoint While SharePoint offers several types of sitecontent types, the two most important content types for document management inSharePoint are used to create: Documents Folders Site content types used to createdocuments are called document content types, and those for folders, folder contenttypes. Document and folder content types encapsulate the metadata, workflows,policies, and other settings of documents ...

Using a User Tasks web part for collaboration and document approval in

SharePoint It is common in document management scenarios to have multiple people approving adocument. In such a case, you can assign a task to a user so that the user knows thatthere is a document for him/her to approve. The out-of-the-box (OOTB) ApprovalWorkflow in Microsoft Office SharePoint Server 2007 uses this method to notify usersthat there is a ...

How to create a SharePoint site column Site columns are used in SharePoint as metadata on documents. Document types inSharePoint are defined through content types. The scope of a site column, that is, theavailability of a site column on SharePoint sites, depends on the SharePoint site youcreate the site column on. The availability of a site column follows the site hierarchy inSharePoint, which means ...
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How to add a content type to a SharePoint document library You can use content types in SharePoint to define document types. Content types consistof site columns, which are used to define metadata of documents in SharePoint. Contenttypes allow you to store documents of different types in the same SharePoint documentlibrary. For example, you can use content types to define multiple document templateson a SharePoint document library. Adding ...

How to enable check-in, check-out, and versioning on a SharePoint documentlibrary Check-in and check-out Check-in and check-out in document management controls theediting of documents by multiple people. It ensures that only one person can edit adocument at a time. To edit a document, a user would first have to check-out adocument. This prevents anyone else from editing the document until that user checksthe document back in. During the period that ...

Adding a document template to a SharePoint document library using a contenttype You can use site content types to assign one or more document templates to aSharePoint document library. This means that you can create document templates thatdefine the structure of documents and then add these document templates to adocument library, so that users can create documents based on these documenttemplates. Figure 1. Document templates assigned ...

Understanding the basics of content types in SharePoint Document types and metadata in SharePoint Content types in SharePoint definedocument types in document management, while site columns in SharePoint define themetadata in document management. Since document types consist of metadata, contenttypes consist of site columns. In SharePoint, a content type always inherits from a basecontent type. So when you create a content ...

SharePoint document management web parts: Relevant Documents Introduction One of the Windows SharePoint Services (WSS) 3.0 out-of-the-box (OOTB)web parts you can use for document management in SharePoint is the RelevantDocuments web part. The Relevant Documents web part helps you create a personalizedview of the documents you (as the currently logged on user) are working with. TheRelevant Documents web part allows you to: Display documents that were last ...

Defining document management metadata in SharePoint Introduction to SharePoint site columns Site columns are at the core of documentmanagement in SharePoint. As mentioned in Defining document types and metadata inan EDRMS, you can use site columns in SharePoint to define metadata and content typesto define the document types that make use of site columns. Site columns provide acentral and reusable model for defining columns: You can ...

How to enable tree view navigation in WSS 3.0 Introduction A document management system should allow for easy retrieval of documents. Part of being able to easily retrieve documents is being able to easilynavigate documents. The flat folder structure of document libraries In SharePoint,documents are stored in documents libraries, and documents libraries can have manylevels of folders and subfolders. But a SharePoint document library can only displaydocuments and folders ...
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Workflow / Business Process Management

How to use the Update List Item action in a SharePoint Designer workflow The main goal of the Update List Item action in a SharePoint Designer workflow is toupdate the values of fields of one item that is located in a SharePoint list or a SharePointdocument library. When you add an Update List Item action to a SharePoint Designerworkflow the following phrase appears: Update item in this list And when you click on ...

How do SharePoint workflows and SharePoint event handlers differ? Introduction A SharePoint event handler or event receiver is a piece of code that runswhen an event, such as the adding, deleting, or changing of a SharePoint list item ordocument, takes place. They react to changes just like a SharePoint workflow can reactto those same changes made to an item. SharePoint event handlers vs. SharePointworkflows The main differences between ...

Debugging Visual Studio 2005 workflows for SharePoint

If you're developing a SharePoint workflow in Visual Studio 2005 on the same machinewhere SharePoint is running, debugging the workflow is a 5-step process: Deploy yourworkflow to SharePoint. Set breakpoints in your workflow code. Set the Visual Studiodebugger to attach to Workflow code. Attach the Visual Studio debugger to thew3wp.exe process for the SharePoint server to which the workflow has ...

Understanding the Define Workflow Lookup dialog in SharePoint Designer Introduction You can use the Define Workflow Lookup dialog box in a SharePointDesigner workflow to look up data in: The current item the workflow is running on. Avariable that is stored within the current workflow. A SharePoint list or library on thesame site the workflow is running on. The Define Workflow Lookup dialog box displaysone or two sections depending on the ...

How to create custom Visual Studio 2005 workflows for WSS 3 or OfficeSharePoint Server 2007 Software required to create Visual Studio workflows for SharePoint Before you can startto create custom Visual Studio 2005 workflows that can run on a SharePoint server, youmust install the following software: Windows Server 2003 (a server you can develop on)SQL Server 2005 (as a prerequisite for WSS 3.0) Windows SharePoint Services 3.0Visual Studio 2005 Microsoft .NET Framework 3.0 Visual Studio 2005 Extensions for ...

How to create a custom SharePoint Designer 2007 workflow Introduction to SharePoint Designer workflows If you want to know whether you should

be using SharePoint Designer to design your workflows, you can read an article Ipreviously wrote about when to choose a SharePoint Designer workflow and when anout-of-the-box SharePoint workflow or a custom Visual Studio workflow. Before you cancreate custom workflows in SharePoint Designer you must: Have access to ...

How to enable a Visual Studio workflow on SharePoint and attach it to a documentlibrary Before you can use a Visual Studio workflow on a list, library, or content type inSharePoint, the workflow's feature must have been installed and activated on aSharePoint site. Checking whether a workflow has been installed and activated To checkwhether a workflow has been installed and activated: On the Site Actions menu of theroot site of a SharePoint site collection, ...

How to manually deploy a Visual Studio 2005 workflow to SharePoint
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Steps for deploying a Visual Studio workflow to SharePoint Once you have created aVisual Studio workflow for SharePoint, you'll have to deploy it to SharePoint before youcan attach it to a list or library. Deploying a Visual Studio workflow to SharePoint is a 3-step process: Install the DLL for your workflow into the Global Assembly Cache (GAC).Create the feature.xml and workflow.xml ...

Adding a three-state workflow to a content type in SharePoint Introduction A content type in SharePoint can be seen as a document type in documentmanagement. The main benefit of using content types in SharePoint is that contenttypes enable you to store different types of documents in one document library. In aprevious article I showed you how to add a three-state workflow to a document library,but you can also add workflows to content types. Why add ...

The basics of custom Visual Studio workflows for SharePoint Two types of workflows You can create two types of workflows in Visual Studio:Sequential State Machine Sequential workflows A sequential workflow consists of a set of activities, which are executed in a rigid, predefined manner. The work performed

generally follows a predictable number of pathways. A good example of the applicationof a sequential workflow is a document approval process, where a document is modified...

How to set up a three-state workflow on a SharePoint document library About setting up a 3-state workflow in WSS 3.0 A three-state workflow can be used totrack documents in a SharePoint document library by using 3 different states. Setting upa three-state workflow on a SharePoint document library is a 2-step process. You must:Create a Choice column or use an existing Choice column on the document library. Add athree-state workflow to the document library. 1. ...

Introduction to SharePoint workflows Introduction As discussed in Defining and using workflows (BPM) in EDM, workflows aregenerally used in document management as processes to route electronic documentsbetween people, departments, companies, or systems. The 2 base types of workflowThere are two types of workflow: Collaborative processes Transactional processesCollaborative processes are driven by people and consist of an unknown number of steps. Examples of collaborative processes are: E-mail, ...

3 Ways to create workflows for WSS 3.0 and Office SharePoint 2007 Introduction Both in Windows SharePoint Server (WSS) 3.0 as Microsoft OfficeSharePoint Server (MOSS) 2007 you can either: Use out-of-the-box workflows, orUse SharePoint Designer 2007 to create custom workflows, or Use Visual Studio 2005 to

create custom workflows Each method has its own advantages and disadvantages. Usingout-of-the- box workflows Ive previously discussed the standard out -of-the boxworkflows that are available in WSS and in MOSS. These workflows provide basicfunctionality ...

Standard out-of-the-box workflows in WSS 3.0 and Office SharePoint Server 2007 Workflows in Windows SharePoint Services (WSS) 3.0 Windows SharePoint Services(WSS) 3.0 comes with only one workflow template out-of-the-box (OOTB): Three-stateworkflow Three-state workflow The Three-state workflow is a simple issue trackingworkflow that shows the status of active and resolved issues. You can use this workflowto move a document along one or 3 states, for example a Pending, Approved, andRejected state. The Three-state workflow works with ...
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SharePoint basics

How to add a date difference column to a SharePoint list or library Introduction Document Management almost always involve working with dates, such asstart dates, end dates, due dates, etc. And often, you might want to perform datecalculations, for example, to find out how many days are left before a due date arrives,that is, calculate the difference between two dates. You can create a calculated columnin SharePoint to calculate date differences ...

Sample SharePoint workflows

Format a date in a SharePoint workflow using a SharePoint formula You can use a custom SharePoint Designer action to format a date in a workflow, but if you do not want to or cannot write code, you can also use a SharePoint Calculatedcolumn to format a date in the same SharePoint list a workflow is running on or inanother SharePoint list. But whichever method you choose, you will have ...

Format a date in a SharePoint Designer workflow using a custom action As you may already know, SharePoint Designer 2007 does not offer an out-of-the-boxworkflow action to be able to format dates. However, you can follow the instructionsgiven in Building Custom Activities for Use in SharePoint Designer 2007 to create acustom workflow action that can be used in SharePoint Designer 2007 to format dates.Create the Workflow Activity Library project In ...

Get a SharePoint list item GUID using a SharePoint Designer workflow GUIDs are the next best thing after IDs for being able to uniquely identify SharePoint listitems, so you could use a GUID instead of an ID to look up a SharePoint list item. Thereare two occasions on which you might want to get the value of a GUID of a SharePointlist item in a SharePoint Designer workflow: If you ...

How to send an email alert containing a link to a SharePoint list item SharePoint email alert scenario You have a SharePoint Tasks list in which new tasks areperiodically created. You want to be able to send an email to the person assigned to thetask and have the email contain a link to the task so that the assignee can easily clickand open the task in SharePoint. Send an email message with a ...

Using a GUID to look up a SharePoint list item instead of an ID Introduction I've previously written about the basics of defining a workflow lookup inSharePoint Designer. In that article, I also mentioned that you have to ensure that you

use either a SharePoint list item ID or GUID to ensure that the item can be found. In thisarticle, I'll create a sample workflow - actually 2 workflows - to demonstrate how you ...

Using the Log to History List SharePoint workflow action for debugging Introduction You can use the Log to History List SharePoint Designer workflow action towrite messages to the workflow history list during the lifetime of a workflow. Thesemessages can serve as a way to report the status of the workflow back to the user. Youcan also use the Log to History List SharePoint Designer workflow action to debug aSharePoint ...

SharePoint Designer workflow: Create a new document based on a content type

Scenario You want to use a SharePoint Designer workflow to create a Word, Excel, orany other type of document that is based on a document template that was added as a
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content type to a SharePoint document library. Solution You can use the Create List Itemaction in a SharePoint Designer workflow to create a new document that is based on a ...

4 Ways to set a date value in a SharePoint Designer workflow The values of dates in SharePoint Designer workflows can be static or dynamic, that is,

you can set them to be a specific date (static), or you can calculate them or set them tothe value of other date fields (dynamic). You have 4 options when it comes to setting thevalue of a date field in a SharePoint Designer ...

SharePoint Designer workflow: Move a document from one library to another Scenario You have a document on which you want to start a workflow that will move thedocument from one document library to another. Solution Moving a document using aSharePoint Designer workflow involves copying the document to the SharePointdocument library you want to move the document to, and then deleting the documentfrom the current document library it is in. You can ...

SharePoint Designer workflow: Allow users to enter an email address beforerunning a workflow Scenario You want to select a document in a SharePoint document library, start aworkflow on this document, enter an email address, and then click to send an email tothe recipient who is required to approve the document. Solution You can use an initiationform in a SharePoint Designer workflow to enter an email address (or any other data)before the workflow ...

How to perform date calculations and construct dynamic strings in a SharePointDesigner workflow Scenario When you store a document in a SharePoint document library namedDepartmentDocs, you want to create a new list item in a Tasks lists named ProjectTasks.

The new list item should have the name of the document in its Title and the due date of the new list item should be set to 3 days after the date the document ...

Visual Studio workflow: Copy a document from one SharePoint document libraryto another Workflow description This article demonstrates how you can create a Visual Studioworkflow that can be manually started on a document in a SharePoint document libraryto copy that document to another document library on the same or another SharePointsite. Creating the custom SharePoint workflow In SharePoint, create 2 documentlibraries: One to copy documents from and another one to store the copied documents...

SharePoint Designer workflow: Send email when major versions of a documentare checked-in Scenario You want to be able to send an email to one or more users whenever adocument is checked into a document library and a major version (e.g. version 1.0, 2.0,3.0, etc.) is assigned to the document. Solution In SharePoint, ensure that versioning(major and minor versions) is enabled on the document library where the documents arestored. In SharePoint Designer, open the ...
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Set the approval status of a SharePoint list item using a SharePoint Designerworkflow In this SharePoint Designer 2007 workflow video you learned... How to create a newSharePoint Designer 2007 workflow. How to add a Condition to compare a field to avalue. How to add a workflow step. How to create a conditional branch. How to add anduse a Set Field in Current Item action. How to add and use an Assign a To-do Itemaction. How to ...

Create a document review workflow in SharePoint Designer 2007 In this SharePoint Designer 2007 workflow video you learned... How to create adocument review workflow in SharePoint Designer 2007. How to create a new SharePointDesigner 2007 workflow. How to attach a SharePoint Designer 2007 workflow to aSharePoint document library. How to use the Collect Data from a User workflow action.How to assign the users who should input data to the SharePoint ...
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