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One of the common question in the developer community "how to customize the default approval workflow for page or document from browser?" I hope, "This post is related to answer this question".


When we create a web application or sub site under this web app, by default MOSS creates one default workflow: [Parallel Approval] for the page or document list library but there is no workflow for custom list (document or image) library. You have to set a custom workflow for the custom list library as the same way if you want to create a custom workflow for the page.  

Here, Parallel approval is MOSS standard approving workflow where approval request comes to approver to approver parallely if you added multiple approvers in the Approver group. When designer create or change something and request for publish as major or minor version, If any one of them accept the request then the page or document become publish.  

If the requirement is to customize approval by different level of approver one after another and finally approved and published by the last approver, then it is necessary to add a customize workflow. How is it possible to do that?

  Graphical Presentation of a custom workflow with two approvers (serial)

Custom workflow for Approving & Publishing page:

Let’s say, it is necessary to publish page after Creation and Modification using custom workflow among different level of approvers such as first approve by approver 1, then by approver 2 and so on ... finally by approver N. 

Solution:  You have to make a custom workflow by assigning different level of approver and configuring workflow settings. You have to use the following steps to make custom workflow.

1.       At first, you have to check “Enable user-defined workflow for this site?” is “Yes” or “No’. If “No” then set “Yes” and press OK.  

Central Administration

2.       Go to Customize Page settings by Site Action à Site Settings à Modify Page Library Settings

Modify Page Library Settings

3.       Go to Workflow Settings under Permission and Management

4.       Remove default workflow by clicking on Remove a workflow or you can keep it if you want to create custom workflow as additional workflow to start manually. But it is better to remove it to understand this example.

5.       Create a new workflow by clicking on Add a workflow

6.       Do the following Configuration

a.       Workflow:           Approval

b.      Name:                  Custom Approval

c.       Task List:              Workflow Task

d.      History List:         Workflow History

e.      Start Option:       Start this workflow to approve publishing a major version of an item.

Note:  It means that this workflow will also start for the item created or changed.  The first check box (manually started) has to be checked on, if you keep the default workflow (Parallel Approval) as it is. I mean if you do not remove the default workflow.

Add a workflow

7.       Press Next

8.     Then Customize Workflow:  assign Approvers &  you can leave other options as it is for simplicity

9.     Press OK

Your custom workflow should be created now.  Now it is ready to test your custom workflow. Do the following steps to test your workflow.

1.     Create or edit a page under this site.

2.     Check-in as major version

3.     You can see the workflow status from the page header by Workflow à View Workflow Status à Custom Approval under Running Workflow

4.     If your workflow is additional with the default or you configured as manually then you have to start it manually from Workflow à Start a Workflow

5.       Anyway, you should see the following screen-shot one after another if there are two approvers according to my example.  When first approver Roberto approved the page then you will see the 2nd screen –shot that the request is assign to next approver (administrator).

Workflow Status (First Approver)

Workflow Status

6.       When Administrator accepts the page the workflow will be completed and status will change from in progress to complete. The page will be visible to all if it is major version.

Most appreciate to give any feedback

Ferdous

Posted on Thursday, August 28, 2008 3:18 AM ASP.Net , Sharepoint 2007 , ASP.Net 3.5 , ASP.Net 2.0 , C# , Office 2007 , Custom Workflow , Microsoft Office SharePoint Server 2007 | Back to top


Comments on this post: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
AM HAVING A VS 2008 custom sharepoint 2007 statemachine wf with cutsom aspx pages.
once the first approver approved the a leave appln and it must got 2 the another approver for another approval.
how can i create a custom WF with MOSDS STATEMACHINE/SEQUENTIAL WF with mulitiple custom aspx pages?
Can u plz help me by giving me the steps??
any help is appreciated
Left by prasadwt on Feb 16, 2009 11:08 PM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
AM HAVING A VS 2008 custom sharepoint 2007 statemachine wf with cutsom aspx pages.
once the first approver approved the a leave appln and it must got 2 the another approver for another approval.
how can i create a custom WF with MOSDS STATEMACHINE/SEQUENTIAL WF with mulitiple custom aspx pages?
Can u plz help me by giving me the steps??
any help is appreciated
Left by prasadwt on Feb 20, 2009 12:06 AM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
AM HAVING A VS 2008 custom sharepoint 2007 statemachine wf with cutsom aspx pages.
once the first approver approved the a leave appln and it must got 2 the another approver for another approval.
how can i create a custom WF with MOSDS STATEMACHINE/SEQUENTIAL WF with mulitiple custom aspx pages?
Can u plz help me by giving me the steps??
any help is appreciated
Left by prasadwt on Feb 20, 2009 12:06 AM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
AM HAVING A VS 2008 custom sharepoint 2007 statemachine wf with cutsom aspx pages.
once the first approver approved the a leave appln and it must got 2 the another approver for another approval.
how can i create a custom WF with MOSDS STATEMACHINE/SEQUENTIAL WF with mulitiple custom aspx pages?
Can u plz help me by giving me the steps??
any help is appreciated
Left by prasadwt on Feb 20, 2009 12:07 AM

# reply: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
Sorry to late reply. Answer:

Tow action for Custom workflow: Create Custom WF and Assign it

If you create a custom workflow like i described in the article, you can only assign custom workflow (parallel or sequential) for specific subsite. when you create custom page under that subsite the custom workflow will be automatically assign for every custom pages under that site.

but if you want to assign different custom workflow for different custom page under the same sub site that it will not work automatically. You have to start workflow manully for different page.

because custom workflow can be assign for library only like document library.
To assign workflow for the pages you have to assign workflow from the "Page Modify Libray Settings"

You can also create custom workflow using Sharepoint Designer. I didnt check it well yet.
Left by ferdous on Feb 20, 2009 2:31 AM

# Reply : Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
Sorry to late reply. Answer:

Two actions for Custom workflow: Create Custom WF and Assign it

If you create a custom workflow like i described in the article, you can only assign custom workflow (parallel or sequential) for specific subsite. when you create custom page under that subsite the custom workflow will be automatically assign for every custom pages under that site.

but if you want to assign different custom workflow for different custom page under the same sub site that it will not work automatically. You have to start workflow manully for different page.

because custom workflow can be assign for library only like document library.
To assign workflow for the pages you have to assign workflow from the "Page Modify Libray Settings"

You can also create custom workflow using Sharepoint Designer. I didnt check it well yet.
Left by MJ Ferdous on Feb 20, 2009 2:32 AM

# Reply : Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
Sorry to late reply. Answer:

Two actions for Custom workflow: Create Custom WF and Assign it

If you create a custom workflow like i described in the article, you can only assign custom workflow (parallel or sequential) for specific subsite. when you create custom page under that subsite the custom workflow will be automatically assign for every custom pages under that site.

but if you want to assign different custom workflow for different custom page under the same sub site that it will not work automatically. You have to start workflow manully for different page.

because custom workflow can be assign for library only like document library.
To assign workflow for the pages you have to assign workflow from the "Page Modify Libray Settings"

You can also create custom workflow using Sharepoint Designer. I didnt check it well yet.
Left by MJ Ferdous on Feb 20, 2009 2:32 AM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
video
Left by touma on Jul 19, 2010 1:21 PM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
Hello,
I have a question:
I don't have any Templates to add to the Workflow. Is there a possibility to do this Multiple Approval without the Template?

Thanks in advance.

Sam
Left by Sam on Jul 26, 2011 9:06 PM

# re: Sharepoint: Creating custom Workflow to approve page or document (Part 1 of 2)
Requesting Gravatar...
Dear,
I am developing custom document templates in SharePoint. I need some guide line for doing this job.
The problem is that i have to collect data for users from external data source on the base of user id and compare it with SharePoint user id or user and extract user general information.
Then i have to prepare the document and send this document in email using workflow and get approved on this template document by the department manager and then HR manager. When my document approved then i will get an email of this approved document.
Left by Jawad Ul Hassan on Jun 22, 2015 4:23 PM

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