2 step Approval workflow - sharepoint designer

Question

I am trying to create an approval workflow in SPD with a 2 step process;  first when the form is created it gets sent to line manager for approval, then depending on approve\reject it then gets sent to the CFO for approval.  The form (or form data) needs to be visible at each stage and able to be rejected at each stage, with a notification and email sent to the form creator at each stage of approval.

I am getting very lost with all the possible solutions for the above, does anyone have a straight forward how-to.

Any advise suggestions would be greatly appreciated as I am fairly new to SharePoint Designer

Answer 1

Well, it's pretty simple.  You just make one approval step followed by another approval step by using the "Wait for change in current item," then use conditional branching to make workflow decisions based off the approvals.

When you say "form," are you referring to InfoPath?  If so, then do you not also need advice on how to properly build the InfoPath form?  With InfoPath, driving the workflow is even easier, because you have so many nice options.  I combine InfoPath and SPD all the time to do just what you're asking, so let me know.

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SharePoint Architect || My Blog

Answer 2

Hi Clayton,

Thanks for replying I've read alot of your posts and they have been really helpful!!

I have created a very simply InfoPath leave request form that's posted to a library in SP. In SPD I'm hoping to kick off the workflow when a staff member creates the form. it then gets passed on for two approval processes. 

I have chatted to the CFO and he is keen for it to be as simple as having a "Approve" & "Reject" option within the email, so that once it has been selected it kicks off the next stage of the workflow.

I haven't used conditional branching, and I am getting very lost with the amount of actions and conditions to choose from.  I know it's alot to ask but could you please help me with a little more detail of the conditions and actions I would need to use to perform the above.

I am using MOSS2007 enterprise, InfoPath & ShaprePoint Designer 2k7

Thanks so much!!!

Answer 3

It will be tougher to have the buttons in the email.  To do that, it would not be a workflow at all, but rather you would create a "submit to email" data connection in your form and have a specific view with buttons for approval.  I don't think you want to go that way.  Instead, submit the form to the form library to kick of the workflow, and use the workflow to send custom emails with links back to the original form.  You put logic in the form that detects the user who opens it, and if it's the defined approver, send that person to an approval view with buttons.  You do this by comparing the identity of the dfined approver in the form with the identity of the user opening the form.  This logic gets placed in the Tools > Form Options > Opan & Save > Rules area known as Form Load rules.  If the person is not an approver, take them to a read-only view with all, some, or no data showing.

In the SPD workflow, right after you send the first notification email, you use "wait for change in current item" and tell it to wait until the first approver's hidden field changes from null to Approved or Rejected, then move to the next step.  To get this to work, you must have a hidden field that gets populated based off the button that is clicked in the form, and then be sure that field is promoted to the form library when you publish the form template.  The next step of the workflow has conditional branching for whether the person approved or rejected.  Within each branch, perform the relevant actions.  For the approval branch, you will notify the CFO and then "wait for change in current item."  Rinse and repeat the previous approval logic...

- Keep the buttons for approval in InfoPath

- Keep the action in InfoPath

- Keep the metadata defined in InfoPath but exposed in SharePoint so that SPD can use it

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SharePoint Architect || My Blog

Answer 4

Thanks for the reply Clayton, This helps out a lot.

I'll give it all a go!

Answer 5

Let us know if it works or if you still need more info.

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SharePoint Architect || My Blog

Answer 6

Hi Clayton,

I was wondering if I could pick your brain a little more:

In SPD Step 1 - I created a condition to send out the first notification email if file size is between 0 & 999kb send an email (with the link to the doc library) notifying the line manager that a leave application has been created.  I ran into problem with this condition as whenever the item is resubmitted with 'approve or reject' from the line manager it repeats emailing with the same message.  is there a better condition to set for the first email notification?  Or should I take out the submit option altogether for the line manager & CFO so it doesn't repeat emailing?

Also in my infopath form I have created a drop down menu for each of different views for the line manager, and CFO. In SPD created an action then wait for current item to change (right underneath the email action).  I get stuck on whether to add an 'Else If' to send out the next notification email to the CFO (depending on approve or reject), or create a second step to repeat the above. 

Thanks in advanced!!

 

Answer 7

1) Why is your condition based off file size?  What's the purpose of that?

2) Your condition is always going to be true, so I don't know it's purpose or why you would expect the workflow not to run again each time the item is modified.  What was the behavior you expected?

3) Of course there is a better condition - one that is relevant to your workflow.  That's the whole point of conditions - it's all logic.  If you don't want it to do anything when approved or rejected, then create a condition at the beginning of the workflow that checks the Modified By field against the Created By field and/or checks the Approval Status.  You have to decide what the proper conditions are, and I don't think file size in anyway is relevant, so use fields and information that make sense for your process.

4) No, don't take out the submit option, because then they can't do anything.  Just fix your workflow logic.

5) Else if is only for when a condition isn't met, and you want to do a separate action for either a separate condition or any condition other than the first condition.  When you use the "Wait" action, you simply add more actions right after it.  It can be another step or in the same step right below the "Wait."

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SharePoint Architect || Microsoft MVP || My Blog

Answer 8

Wow, really?  I am just trying to help.  Take it as you wish, but every statement is matter of fact just to get to the solution as quickly as possible.  You think I should be banned for spending so much of my free time trying to help you.  I don't understand that reaction.  I suppose you're not appreciative of me helping in my free time, but rather are more concerned with how I deliver the help?  I apologize for making you think I was being mean, so please read it again and take it as someone trying to quickly get to the point of the matter and save you all the time of actually learning it on your own with no help like I did.

Yes, I know what constructive criticism is, but I wasn't even criticizing you.  I was actually ASKING you why things were done a certain way.  How am I supposed to know how long you've worked with these tools?  It doesn't even matter.  I ask the question so that you can think logically and understand what I'm trying to teach you instead of just giving you the answer with no effort on your part.  One way gives you the answer, and the other teaches you the answer.  it's up to you to take it positively or negatively.  It appears you are very sensitive and don't realize how much time I've already spent helping you to no benefit of my own.  Did you consider that?  Please re-read it and notice that there is nothing mean, derogatory, back-handed, or anything related to your reaction.  It was blunt and matter-of-fact, but I never criticized.  When I ask a question, I actually am asking why you did something a certain way.  I need you to explain it so that I know how you thought through the logic in your head.  If you still want help, let me know.  If you still think I should be banned, then I apologize and will stop trying to help.

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SharePoint Architect || Microsoft MVP || My Blog

Answer 9

This really is fairly simple - we can get through it much more easily than you having to purchase, install, configure, and learn a 3rd-party workflow solution.  SPD is right there and is free.  We can definitely figure this out if you follow my instructions.  Just take a step back, take a deep breath, and attack again knowing that it will work, and believe me, it WILL when we get done.

Btw, the OOTB Approval Workflow can be two-step with no problem.  You just put in two names or two groups or a group and a name, or whatever you want, and it will sequentially move through the approval process very efficiently.  This workflow is built into MOSS.

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SharePoint Architect || Microsoft MVP || My Blog

Answer 10

Clayton - How do you do this really need step by step not just vague help.

I have a list item and want a 2 stage approval process. 

Answer 11

Hi

I would like to learn your two step approval process.
If possible please let me know how u have proceed with this steps

Regards,

Vikram Mulik ([e-mail])

Answer 12

Hi Clayton,

I have made the Tri-state approval using OOB SharePoint 2010 Workflow.  The function works perfectly however I'm trying to export it to test / prod on a different SP instance and I lose the settings for the workflow.  Is there a way for me to save the workflow settings?

Thanks