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SharePoint 2010 ShareP 2010:: Wor orkflows kflows with Nintex

 

SharePoint 2010: Workflo Workflows ws with Nintex 1.0.0

©2013

72 Pages

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About IT Training The University University Information In formation Technology Technology Services (UITS) IT Training program at Indiana University University offers instructor-led instructor-led computing workshops and self-study training resources to the Indiana University community and beyond. We We deliver deliver training to more than 30,000 participants annually across all Indiana Ind iana University University campuses. Our Ou r staff is comprised of enthusias enthusiastic tic professionals professionals who enjoy developing and teaching computing workshops. We appreciate your feedback and use it to improve our workshops and expand our offerings. We have received several international awards for our materials and they are a re being used at universities universities across the country. Please keep your questions, comments and suggesti suggestions ons coming! In Bloomington, contact us at [email protected] or call us at (812) 855-7 855-7383 383.. In Indianapolis, contact us at [email protected] or call us at (317) 274-7383. For the most up-to-date up-to-d ate information about workshops and schedules, visit visit us at:

http://ittraining.iu.edu/

Copyright 2013 - The Trustees of Indiana University These materials are for personal use only and may not be copied or d istributed. If you would like to

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Contents Welcome and Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Calculating a Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

What You Should Already Know . . . . . . . . . . . . . . . . . . . .5

Configuring the Calculate Date Action with a List Lookup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

What You Will Learn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 What Wh at You Wil illl Nee Need d to to Use Use Th Thes esee Mat Mater eria ials ls . . . . . . . . . . .5

Adding Add ing and Con Configu figurin ring g the Cre Create ate Ite Item m Act Action ion . . . . . . .41

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Using A List Lookup . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Getting the Exercise Files . . . . . . . . . . . . . . . . . . . . . . . . . .6

Stay St ayiing Or Org gan aniize zed d With An Ac Acti tion on Se Sett . . . . . . . . . . . . . . .4 .44 4

Finding Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 .6

Working With Comments . . . . . . . . . . . . . . . . . . . . . .45

Want to Learn More? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Using Copy/Paste in Nintex . . . . . . . . . . . . . . . . . . . . . . .46

Today’s Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Chal Ch alle leng nge: e: Ed Edit it Ac Acti tion onss to to Bui Build ld a Wor orkfl kflow ow . . . . . . . . . .4 .48 8

Understanding Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Testing a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Creating Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Debugging a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Creating a Site from a Template . . . . . . . . . . . . . . . . . . . . .8

Using Site Workflows Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Activating Nintex at the Site Level . . . . . . . . . . . . . . . . . .10

Creating Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Exploring the Nintex Interface . . . . . . . . . . . . . . . . . . . . . . . .11

Calculating a Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Configuring A Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Understanding Collections . . . . . . . . . . . . . . . . . . . . . . . .55

Exploring Wo Workflow Se Settings Opt Options . . . . . . . . . . . . . . . .15 Automatically Automatic ally Starting a Workflow Via Modificat Modification ion 16

Using Collection Variables . . . . . . . . . . . . . . . . . . . . . . . .57 Populatin Popul ating g Collection Collection Varia ariables bles Wi With th Query Query List . . . .58

Creating A Simple Workflow . . . . . . . . . . . . . . . . . . . . . . . . .20

Using a For Each Loop . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Configuring a Flexi Task . . . . . . . . . . . . . . . . . . . . . . . . . .21

Using Collection Operations . . . . . . . . . . . . . . . . . . . . . . .63

Configuring the Task Notification . . . . . . . . . . . . . . . .23

Confi Co nfigu guri ring ng a Co Collle lect ctiion Op Oper eraati tion on . . . . . . . . . . . . . .6 .65 5

Understanding Flexi Task Options . . . . . . . . . . . . . . .24

Building a String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Adding a Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Creating the Final Output . . . . . . . . . . . . . . . . . . . . . . . . .68

Configuring Configu ring the Send Notifi Notificati cation on Workflo orkflow w Actio Action n . . . .25

Challenge: Cr Create th the Fi Final Ou Output . . . . . . . . . . . . . . .68

Reusing Workflow Actions . . . . . . . . . . . . . . . . . . . . .30

Challenge: Se Send Fi Final No Nottification . . . . . . . . . . . . . . .69

Publishing a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Scheduling A Site Workflow . . . . . . . . . . . . . . . . . . . . . . .69

Creating a Complex Workflow . . . . . . . . . . . . . . . . . . . . . . . .32

Wrapping Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 . 71

Building a Workflow Efficiently . . . . . . . . . . . . . . . . . . . . . . .35

Contributions to These Materials . . . . . . . . . . . . . . . . . . . . . .71

Understanding Variables . . . . . . . . . . . . . . . . . . . . . . . . . .36

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Welcome and Introduction Welcome to SharePoint 2010: Workflows with Nintex.

What You Should Already Know You should have already attended SharePoint 2010 Site Administration Basics or have the equivalent skills. Specifically, you should be able to: • create a SharePoint site • create lists and libraries in SharePoint

What You Will Learn In this session, participants will see how to create workflows in Nintex to automate SharePoint functionality. These workflows are very powerful and can make business processing much easier by automating file creation, task completion, and notifying stakeholders in a site. We will see how to create workflows, where to create them, and create a few simple workflows and see examples of more complex workflows. Participants will: • explore the Nintex interface • create workflows in Nintex • see how to use workflows to automate SharePoint processes

What You Will Need to Use These Materials To complete this workshop successfully, you will be provided with: • The use of SharePoint 2010 with Nintex Workflows installed

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Getting Started These materials presume you will begin work from the desktop, and have any required exercise files located in an epclass folder there.

Getting the Exercise Files Most of our workshops use exercise files, listed at the bottom of page 1 of the materials. In our computer-equipped classrooms, these files are located in the epclass folder, which should already be on the computer desktop. If you are using our materials in a different location, you may obtain the exercise files and detailed installation instructions from our Web site at: http://ittraining.iu.edu/downloads/

Once you are logged on and have the needed files in an epclass folder on your desktop, you are ready to proceed with the rest of the workshop.

Finding Help If you have computer-related questions not answered in these materials, you may look for the answers in the UITS Knowledge Base, located at: http://kb.iu.edu/

Want to Learn More? IT Training offers many training options for extending your skills beyond this workshop: • Self-study training: You may access computer-based training from leading commercial vendors, obtain the materials for other STEPS workshops, or access IT Training’s own tutorials on a range of topics at: http://ittraining.iu.edu/online/

• IT Training Tips weblog: Our award-winning blog has short tutorials and training posts on a broad range of topics and technologies. It’s written by training and support providers from across the entire IU system; you may read and comment on these at:

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Today’s Project In today’s workshop, we will be exploring the SharePoint workflows with Nintex. Nintex is a plug-in for SharePoint that allows us to build complex workflows with a visual interface. Today we will work with many of the individual modules available in Nintex, and see how they can interact with SharePoint lists. We will create a simple workflow to approve a document, and then create a more complex workflow that allows interaction between two lists. We will also cover how to use variables, calculate dates, and loops. Let’s begin by discussing what workflows can do for us.

Understanding Workflows Workflows are used to automate process in SharePoint sites. Sometimes this can be as simple as sending a notification to an individual or group when an item is changed. In other cases, they can be used to process data in SharePoint lists, shuffling the data to other locations, or updating data within the list. Workflows can also be used to mimic database and web application operations within a SharePoint site. Let’s look at an example. You have a list that creates a record of a project. This can contain information like the project owner, the name of the project, and the final project due date, and any additional staffing that is needed. However, this project will need a schedule of milestones leading up to the final date. We could design a workflow that takes the in formation in that project record and creates a schedule based on a standard model. This workflow would then add milestones to a Tasks List that includes the name of the milestone, the deadline for that milestone, and who is responsible for that milestone as well as some kind of key column that would associate these milestones with a specific project, much like a database would. This workflow could then send a notification to each of the project team members, giving them a list of the project schedule. This data would then be stored in the SharePoint site, where it could be accessed by all of the project team members. This workflow could either be designed to activate when a new project record

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Creating Workflows Nintex Workflows are created with a visual interface that allows you to press and drag individual modules representing actions into a visual workflow.

Ribbon 

Drag Workflow Actions Here 

Workflow Actions 

These actions will be executed in order. We can also use basic programm ing concepts like if statements to make decisions within the structure of the workflow. Workflows can be created in one of two places: on a list, or at the site level. List workflows can act automatically when an item is added or modified, and are frequently used to process data within the list. Site workflows are manually activated and can be used when a workflow doesn’t need a specific list item created to work. NOTE: Of course workflows can also be created in libraries, but since they work identically to lists in most respects, we will o nly use the term lists. Let’s begin by creating a list.

Creating a Site from a Template We’ll begin by creating a site that we can each work on throughout the

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1. Open Internet Explorer. NOTE: Nintex Workflows can only be created in Internet Explorer version 8 and later. Any other browser will not be able to access the Nintex features. 2. To open our SharePoint site, in the address bar, type:

http://www.sharepoint.iu.edu/sites/umwadv/ © The site opens. NOTE: In today’s workshop, we are logged into demo accounts that will log into SharePoint automatically. At your own workstation, you might need to provide a user name and pasword at this point. Let’s create a site. 3. To begin creating any object, in the SharePoint Ribbon,



, ™ Create New Site

The Create new object window appears. We have a template created that has our columns created. Let’s select it now. 4. To select our site template, in the dialog box,

™ Nintex Basics May-13 We will use the demo username located in the upper right corner of the screen. 5. To name the site, in the Name field on the right side, type:

username’s site

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The username you will use today is located in the upper right corner of the screen. 7. To create the site,

™ The site is created and appears. Before we continue, we have to make sure that Nintex is turned on for this site.

Activating Nintex at the Site Level For each site we create under our parent site, we must activate Nintex at each level. Nintex has been activate at the top level, so we can use it here as well. Let’s do this now. 1. To move to Site Settings, in the menu bar,

™ The Site Settings options appear:

, ™ Site Settings

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The Site Features appear. All we need to do is activate all of the items that are associated with Nintex. There are two today. 3. To activate a feature, in the list,



next to Nintex Workflow 2010

4. Wait until you see “Activated” appear next to the button. 5. To activate the reporting features,



next to Nintex Workflow 2010 Enterprise Reporting

Now that Nintex is turned on for our site, we can begin working. Let’s look at our Quick Launch. We have a few lists already created here. We’ll use the Shared Documents library to create our first workflow. 6. To move to the Shared Documents library, in the Quick Launch,

™ Shared Documents Now that our site exists, we can create our first workflow.

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2. To begin creating a workflow, in the list tab,



, then ™ Create A Workflow in Nintex Workflow

NOTE: If your monitor is large enough, you will see the words “Workflow Settings” next to this button. You will still click it in the same place. The Nintex workflow interface appears. We see a list of possible workflow templates to choose from. We’ll use the blank template today. 3. To begin the workflow,

™ The Nintex interface appears. We can see here that there is the standard SharePoint toolbar that will always be visible. Just below that we can see the ribbon. The Nintex ribbo n allows us to do basic operations like Save and close, import and export, and change the settings. We’ll look at the Workflow Settings shortly. Along the left side of the screen, we see the workflow actions. These are the individual pieces we will use to create our workflow. They are broken up into categories that we can see in the bottom left corner.

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This category offers us ways to work with Sh arePoint libraries and lists. We can create lists and libraries, copy items, and other SharePoint actions. 6. To move back to Commonly Used, in the Workflow Actions panel,

™ Commonly Used There are many other categories, and we will discuss several of them later in the workshop. The interface is dominated by the Workflow View window. This is where we will build our workflow. We can see a green bubble to indicate the beginning of the workflow, and a red bubble to indicate the end of the workflow. In between these two bubbles, we see a small clear button. This is w here we can add Workflow Modules to build our workflow.

Each Workflow Action we add will become a step in our workflow, and they will execute in order, starting at the green bubble and ending at the red bubble. Before we add any actions, we must configure our workflow. Let’s do this now.

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1. To open Workflow Settings, in the ribbon,

™ The Workflow Settings dialog box appears:

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Best practice is to always add a description to your lists, libraries and workflows. Without a description, it can become very complicated to figure out which workflow does what in the future. So we will want to add a description to all of our workflows. 3. To add a description, in the Description field type:

This workflow wil add a task to review the document and send a notification when uploaded. Now let’s look at some of the more advanced configuration options.

Exploring Workflow Settings Options When designing a workflow, we must understand when it will be activated. The first step of any workflow is the user activating it. Since this is a list-based workflow, it will be run on a par ticular list item. We can decide at this point whether the workflow will run automatically when a list item is created, or whether we expect the user to run it manually when needed. We could also have it run automatically, and give the user the option to start the workflow manually. Let’s look at these options individually. • Start manually  - If this box is checked, users will be able to start the workflow manually for an individual list item. However, for a list-based workflow, a list item must exist before the workflow will run. •  Require manage list rights - This checkbox will force the user to to have security privileges to the list before they can run the workflow. This can be useful if you have a workflow that only a manager or administrator should

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convenient when the workflow is expected to be started manually. •  Enable custom history messages - This allows us to create custom history messages that can be generated by individual workflow actions. • Create workflow status column  - This will create a column in the list that will link us to information about the workflow. This is very useful if the workflow creates an error, as we can easily click and see what has caused the problem. •  Expected workflow duration - With this feature, we can set a specific length of time we expect this workflow to last for tracking purposes. • Task list - With this feature we can select which Tasks list we would like to use for any tasks we create with this workflow. By default they will go into the Workflow Tasks list that is automatically created, but you can create your own if necessary. •  History list - Each step of your workflow is recorded as it is completed. This can help with error checking later. •  Form type - This will allow us to use the default start form, or create our own via InfoPath. This option is only used when we are asking the user for input before the workflow is run. For this workflow, we want it to start automatically both when an item is created, and when that item is modified. 4. To deselect the Start manually option, in the dialog box,

™ the Start manually checkbox 5. To allow the workflow to start automatically,

™ the Start when items are created dropdown, then

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Let’s assume this workflow sends a notification to a manager to inform them that tasks are being completed. The manager will get an initial notification that the item was created, and they want additional notifications when progress is made on the task and it is modified. We want to be careful so that if the manager updates the task the workflow doesn’t restart and send unneeded notifications. Let’s see how to set this up now. 1. To set the workflow to begin when an item is modified, in the dialog box,

™ the Start when items are modified drop down, then ™ Conditional 2. To set the conditions, in the dialog box,

™ The Conditional Startup Options dialog box appears:

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This dialog box allows us to select a field and compare it to either a different field, or a value that we provide. We want to compare the Modified By value to see if it was the manager. If it is, we will n ot restart the workflow. In this dialog box, the first drop down is always a field from the item

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You will notice that several fields allow us to check the Previous Value. This is useful if we need to check what the value was before the item was modified. One example of this is if you don’t want the workflow to restart if the same person who previously modified the item modifies it a second time. For today, we want to compare this to the username of ou r manager. However, the comparison operator box reads Equals currently. We want the workflow to run only when the Modified By field does not equal our managers name. Let’s change the comparison operator. 4. To change the comparison operator, in the Comparison Operator field,

™ , ™ Not equals Now we need to add our managers name. Let’s add the jump061 account name we used earlier. 5. To add the value to compare, in the blank text box, type:

demo30, ™ NOTE: For today’s workshop, we will consider demo30 to be the ‘manager’. The name is recognized and we can continue. 6. To save the conditional, in the dialog box,

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Creating A Simple Workflow Now that we understand the interface, let’s create our first workflow. We will create a simple workflow that adds a task, and then sends a notification. Let’s start by assigning a task to someone to approve the document. We add workflow actions by pressing and dragging them from the Workflow Actions panel. Once we have added the workflow action, we must configure it. Then we can continue adding more workflow actions, configuring them along the way. We will use the Flexi Task action to accomplish this. This action is used to assign a task to an individual and wait for a response (usually Approve or Reject). Once it recieves a response from the reviewer, it will take appropriate actions related to that document. 1. Ensure that you are looking at the Commonly Used Workflow Actions group. 2. To add a Flexi Task action, in the Workflow Actions panel,

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3. To begin configuring the workflow,

£ The Workflow Configuration appears:

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Let’s add our assignee now. 1. To add the assignee, in the Assignee text box, type:

[email protected] We also see the Allow delegation checkbox. If this box is checked, the assignee will be able to delegate the task to someone else. For tod ay we will leave this unchecked. We can also add a task description that will help the assignee understand what they are meant to do. 2. To add a description, in the Task Description field, type:

Please review this document for approval. In the Outcomes  field, we currently have two options: Approve and Reject. However, we can add more if needed. For instance, if the reviewer

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Let’s configure the notification for this task.

Configuring the Task Notification When a task is assigned, an email will automatically be sent to the assignee(s) with a link to the task and document so that they can be approved or rejected. We can customize this message. Let’s see how to do that now. 1. To move to the Task Notification panel, in the dialog box,

™ NOTE: You might have to move to the General tab for this option to appear. A dialog box appears. Here we can customize the message being sent to the assignee(s), and attach the file being reviewed along with other options.

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4. To attach the document, in the Attachments field,

™ the Attach file from workflow document checkbox NOTE: If you expect your documents to be large, then this is not a good option to select as it will clog up the email server. We will assume for this workflow that the documents will be fairly small (und er 100kb). We will leave the default message alone for now, but we will learn some additional options for customizing the message later. Let’s examine the other buttons in the Ribbon.

Understanding Flexi Task Options While we are done configuring our Flexi Task, we would like to explore the other options briefly. In the Ribbon, we see a Not Required Notification button:

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1. To save the dialog, in the Ribbon,

™ Now that we have our task assigned, we need to decide what happens when a result is achieved. In this case, we will simply send a notification.

Adding a Notification 1. To add a notification to the workflow, in the Workflow Actions panel,

¢ The new Workflow Action appears:

to

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In these cases, we can use a reference to a piece of information. References are used extensively in workflows. Let’s add one to the From field now. 1. To begin adding a reference to the To field, in the To field,

™ The Select People and Groups dialog box appears. We can search for a name from the address book, but we want to use a Lookup. 2. To open the lookup section, in the dialog box,

™ 3. To add a reference, in the Lookup category,

£ Created By

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1. To begin adding a reference to to the From field, in the From field,

™ The Select People and Groups dialog box appears. We We can search for a name from the address book, but we want to use a Lookup. 2. To open the lookup section, section, in the dialog box,

™ The Lookup fields appear. These are all references to pieces of data that we can use in our workflow. They are broken up into two sections: Common and Item Properties. Common are references to pieces of data that are common to the entire SharePoint site. This set of references include things like the site name, the URL of the item that was created, and the Initiator of o f the workflow. Item Properties includes specific data about the item that the work flow is

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We don’t have to use u se single items as references, we can also build entire phrases with references that we can use to fill in dialog boxes. Let’s do this to build the Subject field, which is required. This subject line should give as much information as possible, especially if this is a simple notification and requires r equires no action from the user. 5. To begin building the Subject field with a reference, reference, in the Subject field,

™ The Insert Reference dialog box appears:

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Let’ss create a subject with the following format: Let’ [Title of Item] was [Approved/Rejected] by [Last Task Respondant] Let’ss build this now Let’ now.. The Title is located in the Item Properties tab. 6. To move to the Item Properties tab,

™ 7. To add the Title to to our reference, in the Item Properties tab,

£ Title We see the title field appear in the Dynamic text to insert window wind ow,, underlined in red. This field is a text box that we can type in. Let’ Let’ss do this now. 8. To add the next section section of text, in the Dynamic text field,

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The text appears in the Subject field. We could use the same technique to add a detailed message body. However, a default message body with a link to the item in question will be included, so for the sake of time, we will move on today. 12. To save the settings, in the dialog box,



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5. To accept the save, in the ribbon,

™ 6. To close the dialog box,



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2. To publish the workflow, in the dialog box,

™ The workflow will take a few moments to process. When it completes, we will see a small confirmation dialog. 3. To continue past the dialog,

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We will need one extra piece of information to add these tasks to t he list, and that is the Due Date for each individual task. Since we can’t know this from the information that will be available in the Project Description, we will have to calculate it from the start date. We will use the Calculate Date workflow action in order to accomplish this. We will also focus on trying to build this workflow efficiently by grouping workflow actions and copying and pasting similar actions. We will set up this workflow to work automatically when a new item is added to the Project tracking list.

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4. To begin the workflow, with the Blank workflow template selected,

™ The Workflow interface appears. Let’s configure this workflow. 5. To configure this workflow, in the ribbon,

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7. To save the workflow settings, in the ribbon,

™ 8. To save the workflow, in the ribbon,

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Understanding Variables In programming terms a variable  is any value that can change over time. We can use these to store and update values as needed in the workflow. They can work much like the references we encountered earlier. We will simply refer to their name and the workflow will fill in their current stored value. When we create a variable we must give it a name and a type. This type is based on the type of information that will be contained within the variable. This can be text, or numerical values, dates or even a series of items contained within one variables. For now, we will create a date variable.

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1. To begin working with variables, in the ribbon,



then, ™

Here we can see the Variable dialog box. This shows us all of the variables we have currently created, and allows us to create new ones as well.

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5. To save the variable, in the dialog box,

™ The first variable is created. While we are in this dialog box, let’s create the variables for the other dates as well. 6. Use the following table to create two additional variables:

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