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create a number of items based on the given multiple user name with workflow RRS feed

  • Question

  • Hello, i am Michael.
    my company is using sharepoint foundation 2010. I have a scenario in which a user in charge of corporate training event. She will email and notify the participate to attend the training with email by giving date, time and venue. After training, the participate require to evaluate the training and HOD and ED will comment after participant evaluate the training.

    I have 2 list as bellow:

    1 - Training List. (Course Title, Date, Time, Venue, Participate(Person/Group, multiple selection).
    purpose: Used to register all kind of training. 

    2 - Training Evaluation list. (Course Title(lookup from Training List->Course Title), Date, Participate(Person/Group single), Comment, HOD Review, ED Review) 
    purpose: allow participate to enter their evaluation after their training attended, then HOD and ED comment.

    here is the proposed process flow:

    1. The In charge person register the training at Training list with the training title, date, time, venue and select the participants(multiple selection).

    2. Once saved, the workflow will email to the participate based on the given name from the Participate field and together with the information registered at Training List such as title, date, time, venue.

    3. After email, the workflow will create multiple item at Training Evaluation list based on the number of participate selected at Training list. Which means, Each participate, one item.

    4. After participate returned from training, they will fill up their evaluation comment at the item created based on the name given earlier by the workflow with their comment and feedback at Training Evaluation list.

    5. After saved, HOD will received an alert/email, then they will comment on their subordinate feedback at Training Evaluation list.

    6. Finally ED received alert/email after HOD comment and will conclude summary at the Training Evaluation list. 

    I manage to create email at step 2, but i cracked my head and have no idea how the multiple item to be created by given each participate name to the individual item at Training Evaluation list. OR is this impossible?

    perhaps anyone can suggest a different way of working on it? My requirement are:

    1. register training.
    2. Participate notified and evaluate individually after training.
    3. HOD received notify and comment on participate feedback.
    4. ED received notify and comment.


    • Edited by absb.lab Tuesday, August 28, 2012 5:55 AM
    Saturday, August 25, 2012 4:59 PM

Answers

  • Hi Michael,

    It took me some searching, but I think I found it.

    1. Click on your created Document Library\List in the Quick Launch.
    2. Create the folder you need in the Document Library\List
    3. After creation, open the folder
    4. Right click the Add document\Add item link and select properties
    5. Copy the URL from Address (URL)

    This is the URL which directly sends a user to the Upload or New form from the specific folder in the Document Library or List. The user can change it though!

    Hope this helps.

    All the best,
    Quincy

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:48 AM
    Thursday, August 30, 2012 2:53 PM
  • Hi,

    There is a cheaper product called Virto Workflow Activities, which will let you loop through all the items in another list which match certain criteria.  This is what I use to accomplish what you're trying to do.  Out of box, you can't really do looping through another list in SPD. 

    To create a hyperlink in SPD 2007 workflow:

    Build a dynamic string, and in the string builder, type:

    <a href="http://yoursite/yourlist/newform.aspx">Click to create a new evaluation</a>

    Then in your workflow email, just insert this workflow variable.


    Laura Rogers
    Rackspace: SharePoint Consulting
    Blog: http://www.wonderlaura.com
    Twitter: WonderLaura
    Books:Beginning SharePoint 2010: Building Business Solutions with SharePoint
    Using InfoPath 2010 with Microsoft SharePoint 2010 Step by Step

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:47 AM
    Thursday, August 30, 2012 5:23 PM
  • Finally, I manage to make it to have the user click on the insert page. 

    As I mentioned, my workflow will create a folder for each new training register under Training list. The different lies on the folder name at the end of the address of each "Add new item" URL within the folder. 

    So, with Laura's advice, I manually copy the URL of the "Add new item", let the workflow to add the course title at the end of the URL for example:

    http://sharepoint/pst/_layouts/listform.aspx?PageType=8&ListId={B000000D-AAAB-4AE0-9CA2-F11D1B000000}&RootFolder=%2Fpst%2FLists%2FTraining%20Evaluation%20List%2FBOSS

    where BOSS is the course title, also the folder name.

    But the link only apply to my in house office. So I post 2 statement at my email stated with:

    "For staff who is in within the office, click here" <- intranet address (http://sharepoint)
    "For staff who is outside the office, click here" <- www address (https://sharepoint.company.com)

    If any further detail explanation require, please let me know.

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:47 AM
    Thursday, September 6, 2012 3:47 AM

All replies

  • Hi Michael,

    As far as I know standard SharePoint functionality doesn't offer a direct solution for you. There is no workflow Action which can "split" the values in a Person or Group field. Nintex does offer as sort of solution (see http://sharepointlady.wordpress.com/2011/08/19/workaround-person-or-group-field-one-value-problem-using-nintex-workflow-2010/). But you don't metion Nintex, so I assume your not able to use that.
    Other option is creating a custom action in Visual Studio which solves your problem, but you probably figgered that yourself. So let's stick to standard functionality.

    Is every participant only following one training? Or can they follow multiple trainings? Maybe a dirty solution, but one that will work and can be implemented quite easily. Just send the participant a email after the training which contains a link to the NewForm of the Training Evaluation list. Based on Current user, you know the participant who is filling in the form (add a field with name Participant which is People or Group and let a workflow copy the Created By value into this field). Only thing, the participant just has to select the training they followed themselves.

    Maybe someone else has a better and cleaner solution for you.

    All the best,
    Quincy

    Wednesday, August 29, 2012 11:11 AM
  • Dear Quincy/Support Team,
    Nintex is way too expensive us. talk about custom action with visual studio, i suppose only the commercial visual studio version can help?.
    Basically, I was thinking when ever the training registered under Training List, Let the workflow create a folder named with the training title at Training Evaluation List easy for management.
    Your suggestion are great. I can simply have some mail template like:
    to: [%current item:participant%]
    body:
    please click here to create a your training evaluation and submit it. 
    something like that. so that i don't have to create as many list as the participants are. But I encounter some problem with:
    1. I have no idea how to insert a working hyperlink to the newform into Workflow email. i tried and no luck. tried google around but other forums where not stated clearly.
    2. I use folder to manage each training. I suppose Each time the new form should point according to the  "List\new training folder\" path follow by the newform.aspx?
    please advise.
    Thursday, August 30, 2012 7:38 AM
  • Hi Michael,

    It took me some searching, but I think I found it.

    1. Click on your created Document Library\List in the Quick Launch.
    2. Create the folder you need in the Document Library\List
    3. After creation, open the folder
    4. Right click the Add document\Add item link and select properties
    5. Copy the URL from Address (URL)

    This is the URL which directly sends a user to the Upload or New form from the specific folder in the Document Library or List. The user can change it though!

    Hope this helps.

    All the best,
    Quincy

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:48 AM
    Thursday, August 30, 2012 2:53 PM
  • Hi Quincy,

    Is there a way i can make used of workflow "send an email" to compose the url rather than manually do url copy? Also, my sharepoint has 2 method of access depends on where the users are. If the users are at local lan, they access locally using intranet address as http://portal. If the user are out of office, then they access by using "https://sharepoint.company.com". I am afraid the way by doing a manual copy of the url for add item may affect the users access to the sharepoint from outside office.

    if I can use Sharepoint Designer 2010 to create the url using workflow action, that would be great.

    Thursday, August 30, 2012 5:17 PM
  • Hi,

    There is a cheaper product called Virto Workflow Activities, which will let you loop through all the items in another list which match certain criteria.  This is what I use to accomplish what you're trying to do.  Out of box, you can't really do looping through another list in SPD. 

    To create a hyperlink in SPD 2007 workflow:

    Build a dynamic string, and in the string builder, type:

    <a href="http://yoursite/yourlist/newform.aspx">Click to create a new evaluation</a>

    Then in your workflow email, just insert this workflow variable.


    Laura Rogers
    Rackspace: SharePoint Consulting
    Blog: http://www.wonderlaura.com
    Twitter: WonderLaura
    Books:Beginning SharePoint 2010: Building Business Solutions with SharePoint
    Using InfoPath 2010 with Microsoft SharePoint 2010 Step by Step

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:47 AM
    Thursday, August 30, 2012 5:23 PM
  • Dear Laura,

    thanks for the advise. I think roughly I get some idea. Let me try out and reply for the result.

    Friday, August 31, 2012 1:04 PM
  • Finally, I manage to make it to have the user click on the insert page. 

    As I mentioned, my workflow will create a folder for each new training register under Training list. The different lies on the folder name at the end of the address of each "Add new item" URL within the folder. 

    So, with Laura's advice, I manually copy the URL of the "Add new item", let the workflow to add the course title at the end of the URL for example:

    http://sharepoint/pst/_layouts/listform.aspx?PageType=8&ListId={B000000D-AAAB-4AE0-9CA2-F11D1B000000}&RootFolder=%2Fpst%2FLists%2FTraining%20Evaluation%20List%2FBOSS

    where BOSS is the course title, also the folder name.

    But the link only apply to my in house office. So I post 2 statement at my email stated with:

    "For staff who is in within the office, click here" <- intranet address (http://sharepoint)
    "For staff who is outside the office, click here" <- www address (https://sharepoint.company.com)

    If any further detail explanation require, please let me know.

    • Marked as answer by absb.lab Thursday, September 6, 2012 3:47 AM
    Thursday, September 6, 2012 3:47 AM