SharePoint is one of the best collaboration and productivity apps used by many businesses. It is packed with plenty of highly customizable features that make document management easier. One of the best features of SharePoint is its workflows. There are several workflows, all of which can be used to automate certain processes on SharePoint.
What is a SharePoint Custom Workflow?
Workflows are pre-programmed features that allow you to automate different activities on SharePoint. They feature rules, policies, and conditions, which are triggered on certain processes on libraries and lists. The workflows may also involve a series of tasks that generate an outcome.
Each workflow is guided by a flowchart that ensures that all conditions are verified before activity or process is triggered. For instance, you can create a SharePoint custom workflow that notifies other users whenever a document is approved. The next person in line is assigned the tasks automatically.
Common Types of SharePoint Workflows
There are different types of SharePoint workflows. First, we have the approval workflows. These workflows are usedto trigger an approval process once a document is uploaded on SharePoint. This comes in handy whenever a document has to go through different departments or people for approval before it is released.
The next type of workflow is the status workflow. Ideally, these workflows complement the approval workflows in that relevant users can get updates on the status of a specific document. Once the document meets the set conditions, its status changes, and users get a notification.
Notifications workflows are triggered whenever the status of a document changes. The relevant users get notified via either email or text. The notifications will trigger the person next in line to work on the document as needed.
The fourth type of workflows are automation workflows that allow you to automate different tasks on SharePoint. Automation workflows usually operate on the back of notification, approval, and status workflows.
The last type of workflow is the SharePoint custom workflow. As the name suggests, custom workflows allow you to create your own workflows. You can also customize already existing workflows to function differently.
Using Custom Workflows
Before using a workflow, you need to add it to a list or library for it to be available for items or documents in the location. Besides that, you also need to have permission to add a workflow to a list. In most cases, site admins are responsible for creating and adding workflows to different lists, libraries, or content types.
Workflows added to a list or library are available to all the contents in the said library or list. You can modify or customize the workflow after creating and starting it. Site admins can track the performance of their workflows on different lists or libraries.
SharePoint is one of the best collaboration and productivity apps. The custom workflows mean that you can exploit different features and tailor the rules to meet your demands. You need to ensure that you’re conversant with the features of SharePoint workflows to customize different features.