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Saturday 26 February 2011

Infopath Form and Sharepoint Designer Workflow

Req: To design form using Infopath which can be used by user to fill inforamtion and then to have 3 levels of approval workflow.

Workfow: Designed using Sharepoint designer.

[Refer Snaphot]





Step 1: Design form Using Infopath the you require. I created Tab structure for easy navigation and also designed Save, Submit, Previous and Next button

Step 2: Publish the form to the form library.

Since I wanted to create Save functionality where user can Just Save the form in Draft mode. I published the form in two different Form library, one 'Save Draft' for Saving Draft for further modifications and one 'Submit Form' for Submitting where workflow of approval was attached.

   Initially when user fills the form half-way and not completly , user can click Save button . Its gets Saved to 'Save Draft' library. Later user wants to Submit the form, user can open the from and click Submit which gets submitted to 'Submit Form' library and workflow triggers.

   Once workflow triggers, we can delete the corresponding form 'Save Draft' library as its has been submitted for approval. This deletion can be done using SPD workflow attached to 'Submit Form' library.

Step 3: Using SPD create approval workflow attached to 'Submit Form' Library.

Suppose we have 3 approval groups
 a. PO
 b. Reviewer
 c. BFM


Before that create on 'Status' column in 'Submit Form' library as choice type, with following options
1.Pending
2.Approved by PO
3.Rejected by PO
4.Approved by Reviewer
5.Rejected by Reviewer
6.Approved by BFM
7.Rejected by BFM

So workflow conditions can be as mentioned below.

Level1:
Condtion :If status is Pending
Action: Send Email to PO for approval /Reject
           then Wait for Status to be not Pending

Level 2:
Condition: It Status is 'Approved by PO'
Action: Send Email to Reviewer //for second level
            then stop the workflow

else If Status is 'Rejected by PO'
Action : Send Email to user
             then stop the workflow

Level 3:
Condition: It Status is 'Approved by Reviewer'
Action: Send Email to BFM //for third level
            then stop the workflow

else If Status is 'Rejected by Reviewer'
Action : Send Email to user
             then stop the workflow



Level 4:
Condition: It Status is 'Approved by BFM'
Action: Send Email to user // Indication it is approved
            then stop the workflow

else If Status is 'Rejected by BFM'
Action : Send Email to user
             then stop the workflow

-- Aks

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