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SharePoint designer workflow in Office 365.

One thing I’ve discovered with O365, is that you can’t send an email to a non-SharePoint user.   This is different than an on premise SharePoint designer workflow engine where you can send emails to anyone, inside or outside the company..

So how do you send emails to non SP users?

One way to do this is to create a contact in AD and have this forwarding to users the non-SharePoint users.

 

 

 

Mystery InfoPath Error – XML has been modified

I had a wacky error the other day on saved InfoPath forms. This prevented edits and approvals.

-Is invalid.  It may refer to a nonexistent file or folder

The cause of this error is because the SharePoint Designer workflow modified the item, with a published workflow saved with a Forms authentication ID, rather than an AD ID.

After a lot of searching, this error can be easier prevented with publishing workflows with the AD ID.

So what do you do with existing form submissions? Download the InfoPath XML file, delete the file in the library and re upload it.

How to trigger a workflow on a timer basis: Information management policies

This post outlines the steps to configure Information management policy to trigger workflow.

Steps:

Configure settings on Document Library:

  1. Open SharePoint Site and go to Library Settings of document library where you want to configure Information Management Policies.

  2. On Library Settings Page click on the Content Type for which you want to configure Information Management Policies. E.g.:

  3. On Content type settings page click on “Information management policy settings”

  4. On Edit Policy Page, click on “Enable Retention” checkbox so the Add a retention stage link will be visible. Click on Add a retention stage link.

  5. On Stage properties dialog specify following input for time period:
    1. Select “Created” field in the columns dropdown.
    2. And specify 0 in the textbox and select days in the dropdown.

  6. On Stage properties dialog select “Start a workflow” in the action dropdown and in start this workflow dropdown select the workflow that you want to start and click on OK button in the dialog.

  7. Click on OK button on Edit Policy Page.

Change the schedule of Information management policies timer jobs

  1. Open SharePoint Central Administration Site and go to Monitoring -> Review job definitions.

  2. On Job Definitions Page, look for the “Information management policy” timer job for the web application where you have configured Information management policy on document library.

  3. On Edit Timer Job Page change the schedule to run every 1 min as follows:
    1. Select Minutes radio button.
    2. And specify 1 in the textbox.
    3. Click on OK button.

  4. Again go to Job Definitions Page, look for the “Expiration policy” timer job for the web application where you have configured Information management policy on document library.
    1. Select Minutes radio button.
    2. And specify 2 in the textbox.
    3. Click on OK button.

  5. Now workflow will be triggered approximately 3-5 minutes after a new document or form is created in your library using the content type for which you configured Information management policy.

Notes:

  1. If you do any changes in workflow publish the workflow after configuring the information management policies then you will need to update the workflow in Information management policies settings as follows:
    1. Go to Information management policies settings of content type as mentioned in above steps(1 to 3)
    2. Click on “Edit” option for the retention policy.
    3. If you see the workflow then it must be showing Previous version in the Start this workflow dropdown as shown in the below screen shot.

    4. So change the workflow in the Start this workflow dropdown to the actual workflow that you want to run and click on OK button.

    5. Click on OK button on Edit Policy page.

Extracting email from Active Directory

While building a workflow in SharePoint Designer I came across the problem of sending an email from a Person field with multiple values.

I discovered that the value coming from AD was:

357;#Peter.Ward@ABC.com; 357;#Paul.Smith@ABC.com

To get round the problem of the email address containing numbers and #. Build a string in SPD and have the AD lookup values returned as:

Lookup field. Problems.

I discovered this issue the other day.

Scenario:  Lookup field intending to bring back the Title field of a Web part page in another list.

There’s a problem.

When you create a web part page in a library, the name of the web is what you define it as, not the title.  The Lookup field type, can’t look up the name…..Only other fields like the title.

How do you get round this?

Create a SPD workflow to populate the title field, when the field is modified.

Workflows and surveys

I small thing I discovered today with SharePoint 2007.

You can’t do SharePoint Designer workflows with  surveys.

Ever wanted to stop conflicts on a calendar?

This did take some time to think about, but it’s pretty easy.

1. Kick off a workflow when the item is created/modified

2. Add a delay in the workflow. This is because if the look up into the list is done too soon, the item saved sometimes, can not be found.

3. Perform a look up on the Item id and compare.

Presentation from SharePoint Sat- Philly…Go Eagles

K2 Extranet workflows

Situation:

– Internally you have K2 installed on Kerberos
– You want external folks to fill out a form and it kicks off a K2 Infopath workflow

Challenges:

– K2 Blackpoint does not allow forms based authentication
– The submitted form could write to a list and could kick off a K2 workflow, but not a K2 InfoPath workflow
– Because the submitted form is anonymous, no owner of workflow

Click here for write up

K2 BlackPoint -Meta data issue

Scenario: Upload a document, attach meta data and kick off a workflow…Simple Eh!!

Well not quite. The workflow kicks off, but the xml data structure is blank.

Well finally we figured it out. This is a known issue, the workaround is involving these steps:

If the SharePoint Workflow Integration process is associated with a document library: -Add the ’SharePoint Documents’ event to the desired activity.
-At the ’Event Name and Action’ screen of the wizard select the ’Get Document’s Metadata’.
-At the ’Get Document Metadata’ screen enter the SharePoint Site URL etc. and for the ’File Name’ map it to the SPIntegrationData -> SPData -> ItemName field.
-Then at the ’Document Metadata’ screen you can map the document library columns to process data fields or a process xml field.