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InfoPath form fields not accessible in SPD while modifying SP2010 OOTB Approval workflow in SharePoint Online

    Question

  • I am building a workflow for an InfoPath form in a SharePoint Form Library located in SharePoint Online.  I seem to be missing something fundamental with respect to SharePoint 2010 workflows.  When assigning to the Form Library the standard, out-of-the-box, re-usable workflow named “Approval – SharePoint 2010”, I cannot access any of the fields from the InfoPath form:

    [image awaiting MSDN's verification of my account]

    However, when building a SharePoint 2010 approval workflow from scratch on the exact same Form Library, I can see the fields from the InfoPath form:

    [image awaiting MSDN's verification of my account]

    Although I promote about fifty InfoPath fields to SharePoint List/Library columns, I see none of those fields in the “Current Item” dialog in SPD 2013 when modifying an OOTB SP2010 Approval workflow.  if I use SPD 2013 to create a SP2010 workflow from scratch, I see all of my promoted fields (e.g. “Admin Support Specialist”) in the “Current Item” dialog.

    My purpose in using the Out-Of-The-Box workflow is that the corresponding Initiation/Association form and Task form are exactly what the users are already used to seeing, and it would be considerably difficult and wasteful to try to build those forms from scratch if I can get them at the outset.



    Friday, January 13, 2017 4:38 PM

All replies

  • Hi Joseph- I think I get the gist of what you're doing. Not sure what version of InfoPath you're using, but you should be using '13. If you're creating the library from InfoPath, then I suggest building the form library first, then customizing it in InfoPath.

    cameron rautmann

    Friday, January 13, 2017 7:48 PM
  • Dear Cameron,

         Thank you for your suggestion.  I am using InfoPath 2013 to build and publish a form to a brand-new SharePoint Form Library in SharePoint Online.  I have done it many times: sometimes building the Form Library first and sometimes having InfoPath create the Form Library.  In all cases, everything works precisely as expected . . . unless I attempt to use and modify an out-of-the-box SharePoint 2010 Approval workflow.  In that instance, for reasons I can only imagine, the "Current Item" in the workflow does not contain any of the InfoPath fields that I promoted as SharePoint columns.  On the other hand, if I attempt to create a SharePoint 2010 workflow from scratch, ALL of the InfoPath fields that I promoted as SharePoint columns will appear in the drop-down list below "Current Item".

    The screenshots that the MSDN forum will not let me upload would show that I have made the first line of each workflow to assign a value to a workflow variable:  Set Variable: DeleteMe to value.  Clicking on "value" reveals the "Data Source:" as "Current Item".  The "Field from source:" drop-down in the OOTB Approval workflow shows none of my InfoPath form fields; the "Field from source:" drop-down in a workflow created from scratch shows all of my InfoPath form fields.

    I am using SharePoint Designer 2013 to work with the workflows.

    Sincerely,

    Joseph Davoli

    Friday, January 13, 2017 9:31 PM
  • Hi Joseph Davoli,

    The OOTB workflow named “Approval – SharePoint 2010” is a reusable workflow. Reusable workflows, by default, don’t have the context of a specific list or library. Therefore, by default, they provide only the columns that are common across lists and libraries, such as Created and Created By.

    If you want users to be able to use the workflows you are designing on multiple sites, lists, libraries, and content types, a reusable workflow will probably best meets your needs.

    If you only need the workflows you are designing for a specific list, the list workflow has the advantage of automatically making available the custom fields of the lists.

    For more information about workflows, please read the following article.

    https://support.office.com/en-us/article/Introduction-to-designing-and-customizing-workflows-32c9c0bf-5e20-4f74-8b9c-d3ea79f2962b

    Best regards,

    Linda Zhang


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    Tuesday, January 17, 2017 1:47 AM
    Moderator