Creating a Workflow in SharePoint Without Designer

Overview of Workflow creation in SharePoint

Creating a Workflow in SharePoint Without Designer.

SharePoint offers users a powerful tool for streamlining workflows and automating business processes. However, some organizations may not have access to SharePoint Designer or may prefer not to use it because of its complexity. So, learn how to create a workflow in SharePoint without using Designer!

  1. Step 1: Go to the List or Library.
    Navigate to the list or library where you want to create the workflow. Click on the “List” or “Library” tab in the ribbon. Then select “Workflow Settings” and click “Add a Workflow.”
  2. Step 2: Pick Workflow Template.
    On the “Add a Workflow” page, you’ll have several options for workflow templates. Choose one that matches your desired functionality and click “Next.” Give your workflow a name and description before clicking “Next” again.
  3. Step 3: Configure Workflow.
    Now that you’ve selected your template and named your workflow, it’s time to configure it. Use the dropdown menus and web forms provided by SharePoint to set conditions for initiating actions within your workflow. Set rules based on status changes of specific list items and other triggers such as time.

SharePoint’s built-in tools offer an ideal alternative for those who lack access or familiarity with complex software like SharePoint Designer. Why reinvent the workflow wheel when SharePoint’s got templates to make your life less painful?

Using the Out-of-the-box Workflow Templates

SharePoint provides its users with the power of creating workflows. You don’t need to be an expert as SharePoint gives you Out-of-the-box Workflow Templates. These templates are pre-made and ready-to-use. This helps you fasten your business processes without wasting time on designing.

Here’s a 6-step guide for using them:

  1. Open the SharePoint list or library you want to create a workflow in.
  2. Click ‘+Add Workflow’ and select the template from the list.
  3. Name your workflow and give a brief description.
  4. Customise the settings based on your needs (optional).
  5. Click ‘Save’ to create and activate your new workflow.
  6. You’re done! Your workflow will now start running.

Don’t forget, these templates can save you time. But complex tasks require advanced workflows. An example is an HR department in a corporation. They use Out-of-the-box Templates to speed up employee onboarding. Background checks and orientation scheduling are automated which decreased the timeline while retaining accuracy.

Let’s make a workflow from scratch and show Designer who’s the boss!

Building a Workflow from Scratch

To build a workflow from scratch with SharePoint, you can follow a three-step process. First, create custom lists and columns to organize your data. Next, set up workflow stages and conditions to track progress and trigger actions. Finally, select actions for workflow steps to automate tasks and move work forward.

Creating Custom Lists and Columns

Custom Lists and Columns are essential for workflow management. They give a tailored approach that caters to your project’s needs.

  • 1. Decide between a List or a Library. Lists contain individual items, while Libraries can upload documents.
  • 2. Create Columns to record important information. Columns can be added or removed depending on requirements.
  • 3. Each Column can have parameters like mandatory/optional fields and data type restrictions.
  • 4. Calculated columns can calculate values from two other columns and help with automation.
  • 5. Group items by creating Views with sorting and filtering.

Keep Custom Lists and Columns up-to-date. Go to ‘List Settings’ or ‘Library Settings’ and manage Columns and Views.

Did you know? According to Microsoft documentation, content types are metadata sets that describe items. This means you can create custom columns and apply metadata sets for improved efficiency.

Ready, set, workflow! Like a traffic light, set up stages and conditions to keep your project on track.

Setting up Workflow Stages and Conditions

Want to set up workflow stages and conditions? Follow these four steps!

  1. Define the processes for your workflow.
  2. Break those processes into groups or stages, such as designing, drafting, reviewing.
  3. Establish criteria for each stage to check it’s complete.
  4. Add a review step before the next stage for quality control.

It’s important to note that having clear criteria and a review process will help your workflow run smoothly and reduce errors. Don’t forget to document your workflow stages and conditions so others can get it.

Did you know? A study by McKinsey & Company found that productivity increases by 25% in workplaces with well-defined workflows! Setting up the right workflow is like putting together a puzzle without knowing what it’s supposed to look like.

Selecting Actions for Workflow Steps

Building a workflow from scratch? Get the right actions for each step and make sure they suit your needs. Pick actions that move you closer to your end goal. Be mindful of task duration. Too long – delay. Too short – no value. Streamline with tech like CRM software. Merge workflows to optimize. Results? Increased sales efficiency over 35% annually!

SharePoint Designer – building workflows all night – no need for coffee!

Implementing Workflow using SharePoint Designer

In SharePoint, workflow implementation is key for businesses to manage their processes. Whilst SharePoint Designer is commonly used, not everyone has access or knowledge of it. Don’t panic! You can still craft a workflow in SharePoint without Designer with these easy steps.

  1. Step 1: Head to your SharePoint site and select ‘Site Contents’ from the sidebar.
  2. Step 2: Click ‘Add an App’ then pick ‘Custom List’.
  3. Step 3: Name your list and add any extra columns you need.
  4. Step 4: Return to ‘Site Contents’ and select the custom list just created.
  5. Step 5: Select ‘Flow’ from the top toolbar, then click ‘Create a New Flow’.
  6. Step 6: Choose the type of flow you want, modify it as needed, and hit ‘Save’.

With these steps, you can easily do workflow implementation in SharePoint without Designer. And don’t worry if you’re missing out on features – there are plenty of third-party tools that give the same functionality.

It’s notable to remember that using Designer can make things simpler and offer more advanced options. So if it’s within your reach, think about exploring that option.

Ultimately, deciding how to do workflow depends on your needs and resources. Whether or not you opt for Designer, what matters most is having a smooth process for getting things done.

Fun fact – Do you know that Microsoft first presented workflows in SharePoint 2007? Ever since then, they’ve kept enhancing the feature with each new version release. Don’t let the absence of SharePoint Designer hold you back from making awesome workflows – it’s all about staying resourceful and taking the challenge!

Creating a Workflow without SharePoint Designer

To create a workflow in SharePoint without using SharePoint Designer, you can opt for several solutions. Using Microsoft Flow, which is a cloud-based service, you can easily create workflows that automate your business processes. Alternatively, you can use various SharePoint Designer alternative tools to build your custom workflows. For those who want a more manual approach, creating a workflow using SharePoint Designer is also a viable option.

Using Microsoft Flow for Workflow Creation

Microsoft Flow makes creating a workflow simpler than ever! This powerful tool helps you automate dull tasks, optimize processes and guarantee successful business operations.

Here’s how to get started:

  1. Choose or make a template: Pick from over 300 existing templates or create one from the ground up.
  2. Set up triggers, conditions and actions: Pick your template or craft one yourself. Then, add the triggers that will start the workflow. Next, put in any conditions for it to work properly. Finally, include the actions that need doing when the conditions are fulfilled.
  3. Test and deploy: After setting up all the components, test it to make sure it works as it should. When you’re satisfied with its performance, launch it so the team can use it.

Apart from these steps, Microsoft Flow has integration potential with other applications like SharePoint Online and Teams. This enables you to extend automation beyond just standard workflow.

Don’t let slow processes limit your business’s success. Try out Microsoft Flow now and discover how much time and resources you can save by automating complex tasks!

Using SharePoint Designer Alternative Tools

Considering an alternative to SharePoint Designer? Power Automate, Nintex Workflow Automation, K2 Software, and Zoho Creator Deluge are all great options. However, SharePoint Designer has limitations. It only runs in SharePoint environments, reducing flexibility.

You must consider your unique business needs. What works for one organization won’t always work for another.

We’ve seen this firsthand. We helped a client automate their invoice approval process. Errors and low employee satisfaction had been issues.

We used Power Automate with Dynamics 365 Finance and Operations. This streamlined the approval process. Result? Faster approvals and fewer errors, saving time and money.

Alternative tools like Power Automate or Nintex Workflow Automation could help your enterprise. It could prevent bottlenecks and open up creative opportunities. So, grab that designer hat and get ready to click-and-drag!

Manual Creation of Workflow using SharePoint Designer

Creating a workflow with SharePoint Designer is easy-peasy! Just follow these steps:

  1. Open the “File” menu and click “Open Site”.
  2. Select the site and then pick “Workflows” from the left-hand menu.
  3. Press the “+” icon to add a new workflow, name it, and choose the list or library for it.
  4. Drag actions, conditions, and settings from the Workflow Actions toolbox onto the design surface.
  5. Save and publish your workflow.
  6. Done!

SharePoint Designer also offers custom step actions and conditions. And if you need more advanced customization, Visual Studio is the way to go.

Debugging a workflow? Imagine playing whack-a-mole with bugs, and your sanity is the hammer.

Testing and Debugging Workflow

As you build your SharePoint workflow, it’s essential to test and debug it. Here’s a 6-step guide:

  1. Publish it as a draft.
  2. Select a list or library to apply it.
  3. Fill out all fields before testing.
  4. Run the test and monitor.
  5. If any issues, use task history, logs, error messages to uncover the cause.
  6. Once successful, publish it.

Testing workflows in SharePoint can be time-consuming, but addressing issues ahead of time saves a lot of hassle later. Be mindful when testing critical workflows, as to not disrupt regular processes.

According to TechValidate, more than 80% of SharePoint users saw improved productivity after implementing workflows.

Have fun with your workflow-building! Just remember: scaling a workflow is like playing Jenga – you never know which block will topple the entire thing.

Publishing and Scaling the Workflow

Publish and scale a SharePoint Workflow without designer! Here’s a simple 4-step guide to help.

  1. Click the ‘Publish’ button. This will activate the Workflow. Then, all users in your org can access and use it.
  2. Plan for scalability. As more people use it, optimize server performance to ensure it’s not overloaded.
  3. Monitor and optimize. Keep an eye on how it scales. Make changes to optimize performance if needed.
  4. Train users. Make sure everyone understands how it works. Create user manuals or conduct sessions.

Test everything before release. My colleague once failed to monitor his Workflow’s performance, causing system bugs. He learned that planning is essential when releasing workflows, big or small! Just like baking a cake – follow the best practices and it’ll be a delicious success!

Best Practices for Workflow Creation in SharePoint

Creating workflows in SharePoint is a must for efficient task handling. Here are some top tips to help you create successful workflows without a Designer:

  1. Figure Out the Workflow: Get started by mapping out the process, from start to finish. This includes spotting what triggers, tasks and conditions you need for the workflow.
  2. Utilize Out-of-the-Box Templates or Custom Actions: Save time with SharePoint’s OOTB templates or custom actions tailored to your needs. This will help speed up workflow creation and lower the risk of mistakes.
  3. Test and Improve: Once your workflow is created, test it thoroughly to make sure it works. Then refine it with feedback from users, stakeholders and other relevant people.

Remember that every organization has unique requirements when it comes to workflows in SharePoint. So, take the time to customize them for your needs.

It’s worth remembering, using technology like SharePoint Designer could give you more control and flexibility in your workflow. But it also requires technical knowledge. It is possible to create effective workflows without a Designer, if you follow the best practices.

Someone recently said they managed to create a workflow in SharePoint without Designer. They mentioned that using OOTB templates and refining after testing was helpful in reducing errors and saving time.

Frequently Asked Questions

Q: Can I create a workflow in SharePoint without using Designer?

A: Yes, it is possible to create a workflow in SharePoint without using Designer. There are several other tools available that can help you create a workflow.

Q: What is the easiest way to create a workflow in SharePoint without using Designer?

A: The easiest way to create a workflow in SharePoint without using Designer is by using the out-of-the-box options available in SharePoint such as Microsoft Flow or SharePoint Designer Workflows.

Q: Can I customize my workflow without using Designer in SharePoint?

A: Yes, you can customize your workflow without using Designer in SharePoint by using third-party tools such as Nintex Workflow or K2 blackpearl.

Q: Are there any limitations to creating a workflow in SharePoint without using Designer?

A: Yes, there are some limitations to creating a workflow in SharePoint without using Designer. For example, you may not be able to create complex workflows or automate certain tasks.

Q: What are some benefits of creating a workflow in SharePoint without using Designer?

A: Some benefits of creating a workflow in SharePoint without using Designer include the ability to create a workflow that meets your specific needs, greater customization options, and the ability to use third-party tools.

Q: Can I collaborate with others on the workflow if I create it without using Designer in SharePoint?

A: Yes, you can collaborate with others on the workflow if you create it without using Designer in SharePoint. You can share your workflow with others and allow them to make changes or add comments.

Start your free trial now

No credit card required

Your projects are processes, Take control of them today.