How to Create Basic Workflows in SharePoint Online

As businesses strive for efficiency and productivity, the demand for automated workflows has never been higher. SharePoint, a highly customizable platform, offers a multitude of features that can help companies streamline their processes. One of the standout features is the ability to generate workflows that can automate a variety of business tasks. In this article, we will explore the three basic workflows available in SharePoint and provide step-by-step guidance on creating them. 

But before diving into the creation of our initial workflow, let us first clarify the concept of a workflow. 

Functionality & Purpose of a SharePoint Workflow 

A SharePoint workflow is a mini application designed to automate a broad range of business processes. It incorporates predefined conditions and actions for seamless and automated execution of tasks on libraries and lists, resulting in the desired outcomes. 

The workflow runs through a flowchart that verifies various conditions, and based on the pre-programmed commands, it performs actions in response to specific triggers. For instance, you can create a workflow that automatically notifies the designated person when a document needs approval. 

 Now, let’s explore the ways to create the three most fundamental workflows in SharePoint.

Workflow #1: For a List or Library 

• Locate the specific library or list you want to create a flow for within your SharePoint site. 
• From the command bar, click on the 'Automate' option and select 'Power Automate'. 
• Once in Power Automate, click on the 'Create a flow' button. 
• On the right-hand side of the screen, you will see a panel of flow templates to choose from. You can either select a pre-built template or use one as a base to create a custom flow. 
• Connect your SharePoint list or library to Power Automate by selecting it from the list of available options. 
• You will be taken to the Power Automate designer, where you can customize your workflow to fit your needs. 
• The first action or trigger in your flow will determine how your workflow starts. You can then add additional actions, each of which is dependent on the action before it. 
• There are two types of flows available: one that performs automatically when an item is added or changed, and another that can only be started after you select an item. 
• To start the flow, go to the 'Automate' menu in the SharePoint command bar. Depending on the trigger you selected, the flow may start automatically or require manual activation. 
• Make sure to add any necessary information or modify the default values provided in the template. For example, when using the 'Send Email' action, you can customize how the email appears or display additional fields from the SharePoint item. 
• Once you have configured the flow to your liking, click on 'Create Flow'. 
• Finally, click 'Done' to complete the process. 

Ensure that you adhere to the following guidelines whenever you intend to create a flow for a list or library within your SharePoint site. These instructions are applicable to building workflows for any list or library in your SharePoint site, and it is recommended that you follow them closely. 

Workflow #2: For a Simple Approval 

• Launch SharePoint Designer and select File from the menu bar. Next, choose Open and access your SharePoint site. 
• Locate your Task list and check the box that says Require content approval for submitted items. 
• Go back to the File tab and click New Item. Select List workflow and provide a name and list for your new approval workflow. 
• Navigate to the Workflow Settings button and choose the necessary options in the Start Options section. 
• Return to editing your approval workflow and click on Step 1. Choose Action and then Set Workflow Variable. 
• Select Workflow Variable and create a new variable by specifying its name and type. Define the workflow lookup by clicking on the Value option. 
• Add a condition to this action and specify the value for the first hyperlink. 
• Choose the data source and field from the source drop-down menus and click OK. 
• Define the value for the second hyperlink and click OK. 
• Add the required action to this connection. 
• Incorporate the Set Content Approval Status action to this current condition. 
• Define the approval status by clicking on the status hyperlink and add comments if necessary. 
• Check for errors by clicking Check for Errors. 
• If there are no mistakes, hit Save and then Publish for your approval workflows. 

Workflow #3: For Email Notification

• Open SharePoint Designer and navigate to your site. 
• Go to the Workflows section and select List Workflow for your chosen list. 
• Add the Send email action and click the hyperlink "Email these users". 
• Configure the Send email action to include the desired recipients. 
• Proceed to Workflow Settings and set the workflow to begin when an item is added or created. 
• Click on "Publish" to activate the workflow. 

Conclusion

With the knowledge of these three most fundamental workflows, you can now automate processes & boost productivity within your SharePoint online site.