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OOTB Approval Workflow for a Content Type sends emails for 2 content types

    Question

  • My environment: SP 2013 Server (WFE-APP) + SQL

    I have a few Content Types configured in a document library. Every content type has an OOTB approval workflow to fire an e-mail to the approver on each new/edit.

    When I create a new file for testing, it first becomes checked out with no properties added. I then edit the properties to specify its content type and other fields. When I check in the document, SharePoint sends out an e-mail to the approver for that content type which is correct. What SharePoint also does for this very same file is sends out an approval request e-mail for the default content type for that library which is something else than a desired content type.

    This is something I cannot understand. I thought that the workflows start on a file 'Check in'. If I check in a file that is a certain content type, why does the approval for a default content type for a library trigger as well? 

    Monday, June 9, 2014 3:16 PM

All replies

  • Approval workflow works on list\library level and not item level. Try below:

    Change the workflow settings for a site content type:

    http://office.microsoft.com/en-in/sharepoint-server-help/change-the-workflow-settings-for-a-site-content-type-HA010149554.aspx

    Check below:

    http://office.microsoft.com/en-in/sharepoint-designer-help/understand-approval-workflows-in-sharepoint-2010-HA101857172.aspx

    Monday, June 9, 2014 3:31 PM
    Moderator
  • Hi,

    Is it SharePoint 2013 workflow or previous 2010 model workflow? If it's SharePoint 2013, how are you associating workflow to content type. As per MSDN "Unlike previous versions, SharePoint 2013 does not support workflows that are scoped to a content type. However, the messaging infrastructure is extensible, so it can support any arbitrary scope. As a developer, you can set to", workflow association with content type (which was possible in SharePiont 2010) is no longer available out of the box. You need to do it manually, (not sure how as there's no documentation yet from MS) and programmatically.


    Thanks,
    Sohel Rana
    http://ranaictiu-technicalblog.blogspot.com

    Tuesday, June 10, 2014 7:14 AM
  • @Sohel Rana

    Thanks for your reply. I use Sharepoint 2010 workflow engine so I'm good for workflows for content types. Like I say, the solution works for every content type in the library but it always sends another, duplicate e-mail for a default content type for that library as well (No. 1 in order of a content types list). And it does create a task too.

    @Inderjeet Singh Jaggi

    So, you're saying that instead of creating a workflow for a content type on a library level, I should create that workflow on a site content type level?


    • Edited by Lukas_UK Tuesday, June 10, 2014 1:14 PM
    Tuesday, June 10, 2014 7:54 AM
  • @Inderjeet Singh Jaggi

    I just tested what I understand as your solution, that is adding a workflow to a site content type in a Site Content Types Gallery rather than creating workflows for each content type at a library level. Unfortunately, I still get 2 e-mails: one for the correct content type, the other for a default content type for that library which is not needed and confusing.

    Any help anyone?

    Regards

    Tuesday, June 10, 2014 8:36 AM