How to create workflow in Visio and import it in Sharepoint Designer 2010 - Part 2

In previous blog we saw how to create and export the workflow diagram in Visio 2010 ( How to create workflow in Visio and import it in Sharepoint Designer 2010 - Part 1 ). In this blog we import workflow file in SharePoint Designer 2010.

1. Open SharePoint Designer 2010 -> Click on "Open Site" -> In open site window enter site URL on which you want to import the workflow.
2. Click on "Workflows" in Navigation -> Click on "Import from Visio" button from top ribbon -> In Import workflow from Visio Drawing browse the path of export file and click on Next button.
3. In this screen Click on List Workflow and from drop down select "Reimbursement Request" list and click on finish.
4. After click on finish you got following workflow view now we have to set the condition and values for this imported workflow.
   
   
   
   
   1. Click on "Value" in top if statement , here we have to select expense and specifies the limit after which approval is required for it. set the value as shown in fig. below
      
      
      
      
      
   2. Set approval attributes as shown in fig. below
      
      
      
      
      
   3. Click on value link after "Is Approved?"  from pop up window set approval status field from field from source drop down and set condition equals to approved. If approval status is equal to approved then you have to inform user that his request has been approved by department head. for that set following values as shown in fig. below. and for update item , select current item, add Authorized field and set its values to Yes.
      
      
   4. Repeat above step for remaining else parts with appropriate messages.
      
5. Save current workflow and click on "Check for Errors" button which is on top of ribbon. if workflow complied successfully then pop up message shows "The workflow contains no errors". Go to start options of workflow and check on "Start workflow automatically when item is created." and click on button publish button to publish workflow in selected list.
 

After this step we had workflow which is published on site, now go to site and add item with Expense amount greater than Rs. 200.

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.