There are a few ways to start a workflow. You can set a workflow to start manually, on a condition (list workflows), or automatically when an item is created. I'm going to walk you through each of these methods. You can also start a workflow from another workflow by using the Start Workflow action.
To start a workflow automatically, you need to be in the Workflow Designer. Click on theWorkflow Settingsbutton in the Ribbon. The Workflow Settings dialog will open and this is where you can make your changes.
There is a field calledStart when items are created. Select the drop down arrow and selectYes.
Once you have saved the settings and published the workflow, the workflow will start automatically when a user adds an item into the SharePoint list or library the workflow is associated with.
You can also configure to start a workflow if certain conditions are met.
List Workflows
- Conditions can be set when anitem is created, or
- When anitem is modified.
Library Workflows
- Conditions can only be set when anitem is modified.
List Workflows
For example, you may require the workflow to run when a user alters an item in a list.
To set a conditional start on a workflow, click on theWorkflow Settingsbutton in theWorkflow Designer. In theWorkflow Settingsscreen, you will see aWorkflow Optionssection, and you will notice theStart when items arecreatedandStart when items are modifiedsection. This is where we can set a conditional start.
Use the drop down arrow to selectConditionalin either theStart when items are createdorStart when items are modified field. This will depend on what conditions you are after. A conditions button will appear to the right of the menu, click on it.
Use theConditional Startup Optionsdialog to set a conditional start to your workflow. You can even add more than one condition. Once you have completed the workflow settings, publish the workflow and the workflow will be ready to use.
You can also start a workflow manually. This gives you greater control over when a workflow should run.
Start a Site Workflow Manually
In the Workflow Designer, click onWorkflow Settingsin the Ribbon. Ensure theStart Manuallycheck box is checked. Publish the workflow.
Now, to manually start the site workflow, navigate to the SharePoint site. In theQuick Launchmenu, click onSite Contents.At the top, click onSite Workflows, and then select the site workflow you want to start.
Any workflows associated with the SharePoint Site will appear. Click on the Site Workflow you want to start.In theStart Workflowscreen, click onStartto initiate the workflow. The workflow will then run.
Start a List or Library Workflow Manually
Create a list or library workflow and publish it to your site. In the SharePoint list or library, add a new item (the workflow will not have started). To start it manually, click on theellipsis (…)next to the item and selectWorkflows. Any workflows associated with the SharePoint list will appear. Click on the workflow you want to run. A visual image of the workflow will be displayed. Click on theStartbutton to begin the workflow.
Start a workflow using the Start Workflow action
You may want to initiate a site workflow or another workflow in the current list or library, from the current workflow. Workflows will only be included in the Start Workflow action if they have been published in the list or library where the current workflow is operating.When designing a site workflow, only published site workflows will be available.
To use theStart workflowaction, drag the action onto the workflow canvas and select the workflow you want to start from the drop down menu.
