How to create workflow in Visio and import it in Sharepoint Designer 2010 - Part 1

This blog shows how easy to create a workflow in  Microsoft Visio 2010 and import it in Sharepoint Designer 2010. This part contains the prerequisites required and how to design workflow in Microsoft Visio 2010. In this blog we create work for "Reimbursement of Expenses", if my expense amount is less then specified limit then request is directly approved otherwise it goes to Department Head for approval.

Prerequisites :

I create custom list called "Reimbursement Request" and added following field into it.

• "Description" type of Multiple lines of text.
• "Expense Amount" type of Currency.
• "Authorized" type of  "Yes/No".
• "Department Head" type of "person and Group".

Design workflow with Microsoft Visio :

1. Open Microsoft Visio 2010 : Click on Start -> All Programs -> Microsoft Office -> Click on "Microsoft Visio 2010".

2. Create "Microsoft Sharepoint Workflow" : In Template Categories section click on Flowchart -> "Microsoft SharePoint Workflow" and click on Create button as shown in fig. below

3. Create workflow diagram

1. Each workflow diagram has its start and terminate condition so we put this two condition on drawing area. shown in fig.
   
   
   
   
   
2. Under "Shapes" panel click on "SharePoint Workflow Conditions", drag and drop "Compare data source" control on drawing area. double click on control and change it display text. Click on "SharePoint Workflow Actions"  and drag and drop "Start approval process" and "Send an email" as shown in fig. below
   
   
   
3. Now we have to add condition for Compare data source control, right click on arrow of "Is Expense Amount Required Authorization?"  select "Yes" from popup now. click on other arrow and set "No" condition for it. repeat same for "Is Approved?" control.
   
   
4. After setting all condition as shown in fig above click on Process tab from top ribbon and click on "Check Diagram" button. This will validate your workflow diagram and shows if any error before exporting this workflow diagram we have to clear all errors. Once its shows "No issue found" message click on export button and save this drawing as "Visio Workflow InterChange" type. After this step you had workflow ready to use in sharepoint designer 2010.
5. How to use exported file in "SharePoint Designer 2010" explained in next part to this blog.