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Using Visio to Create Workflows in SharePoint 2010

by on August 25, 2010

Open Microsoft Visio > New > Flowchart (center column) > Microsoft SharePoint Workflow (Comes with Visio Premium edition)

Click on SharePoint Workflow Terminators in the left column > Drag a Start and a Stop terminator to the diagram sheet

Click on SharePoint Workflow Actions in the left column > Drag an action to the workflow (such as Send an Email)

Click on SharePoint Workflow Conditions > Drag condition onto grid (such as Compare a data source)

Create two split branches by dragging two more actions for one branch (assign a to-do item & set workflow status) and another two for branch B (email & stop workflow – do not use the terminator!)

Connect your actions together by hovering over the graphic and clicking on the light blue arrow that appears in the general direction you want the workflow to go. You can click once (which sometimes works how you want) or you can drag the arrow to the next item in the workflow

You should have something like the image below:image

Right click on branch A (top branch) and click on no

Right click on branch B (bottom branch) and click yes

Click on Process tab > Check Diagram to make sure workflow is valid

Save as a .vsd (Visio Designer) file

Export your workflow to a SharePoint 2010 format

Click on the Process tab > Export

Save the file to appropriate location with an appropriate name

Note: This saves the file as a .vwi (Visio Workflow Interchange)

Import Visio Workflow Into SharePoint

Open the site collection you want to use the workflow in with SharePoint Designer

In the left column, click on Workflows

imageIn the ribbon, click on the Import From Visio button and browse to the file you have just saved

Click Next (you can rename workflow if you wish)

Select the type of workflow (List immediately creates and associates a SharePoint list, Reusable allows you to reuse the workflow as a template). I usually click List.

Click the Finish button

Edit Variables in the Workflow

In SharePoint, click on the underlined variables you see when the workflow opens. This will open a dialog that will let you enter values or browse to SharePoint variables (email addresses such as “User who created current item” and the user’s Manager’s User Profile which could be pulled into SharePoint with Active Directory!)

In the Ribbon, click on Workflow Settings

Start Options > check “Start workflow automatically when a new item is created”

Click on Publish

Test your workflow functionality

One Comment
  1. David Harnden permalink

    Are you telepathic?

    I have a whole lot of workflow stuff queued up Visio for Sharepoint.!

    Thanks, Dave

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