Microsoft Office Tutorials and References
In Depth Information
4. In the Task List section, you specify the list in which to create a task item. You could
select New Task List from the Select A Task List drop-down menu to create a new Tasks
list specifically for this workflow. However, for our example, keep the existing Tasks list
as the one in which this workflow will generate items.
5. Like most things in SharePoint, a workflow can have a history, essentially a log, to record
what it has been doing. Since this is the first time you’ve used workflows, there is no
existing workflow history to choose from the drop-down. You’ll have to create a new one,
so keep the default.
Workflows can be called to action by several triggers, such as manually being started
(and you can decide who can do that), creating an item, changing an item, or approving
a document.
6. Because this Issue Tracking list already has some items, you will need to allow a
workflow to be started for them manually. You can either allow anyone who can edit an item
to start a workflow for an item or limit that option to only those who have permission
to manage a list. My example allows anyone with edit rights to start a workflow on an
item if they want. However, I’d also like to start the workflow when a new task item is
created from this point on as well, to avoid any human error. Make sure that Allow This
Workflow To Be Manually Started and Start This Workflow When A New Item Is Created
are selected.
7. Click Next to continue creating your workflow instance.
8. On the next page, you customize the workflow. This workflow requires a Choice field
with at least three options available, such as the Issue Status field, which has three
states (Active, Resolved, and Closed). Keep that field choice and its three options (see
Figure 7.8).
FIGURE 7.8
The Workflow
States section of
customizing the
workflow
ONE WORKFLOW CAN GO A LONG WAY
The Three-State workflow can work with any list that has at least one Choice field with three options
available and either an Assigned To field or one person to whom all tasks are sent. If you are creative,
this versatility will allow you to use the Three-State workflow in a host of other situations—as long
as you want a task item to be created in a Tasks list.
When an item is created in this Issue Tracking list, the default value in the Issue Status
field is Active. This is considered the initial state for this workflow.
 
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