2014-12-15

Create a workflow which is described on following image.

Note: After any two of three approvers finish their approval tasks document will be either approved or rejected.

Resolution

Access SharePoint site and create custom SharePoint list.

List name: Regulation Approvers

Columns:

  • Editor (PeoplePicker)
  • Approver1 (PeoplePicker)
  • Approver2 (PeoplePicker)
  • Approver3  (PeoplePicker)

Note: Using this method approvers can be different for different users/employees.

Also, create libraries:

  • Regulations – draft
  • Regulations

Regulations is public library, everyone has “Read” access.

Open SP Designer – Workflows – List WorkFlow – “Regulations – Draft”

Name: Parallel Approval WF 2013 – 3 approvers.

VIDEO: How to Create a More Complex Workflow using SharePoint Designer

Action – Set WF Status – this message – “In progress”.

Action – Set WF Variable.
Workflow variable – create a new variable… –

Name: Approver1
Type: String – OK

Value – fx.
Click on fx and enter following parameters:

Click on OK button.

Click on Yes button.

You should be able to see workflow presented on the following image:

Now repeat the same steps to create variables:

  • Approver2
  • Approver3

  • Now click on Action – Set a task process.
  • Click on “these users” link.
  • Window presented on following image will be shown.
  • Select “Parallel (all at once)”.

Now click on “…” button to define paticipants (approvers) – Workflow Lookup for a User… – Add – (insert parameters as shown on the image below).

  • Repeat process for Approver2 and Approver3.
  • Click on OK button.

 

Click on “…” button next to the “Task Title” field.

Type: “Request for approval – “.
Click on Add or Change Lookup button, insert parameters as shown on the image below.
Click on OK button.

Following image presents workflow created so far.

Click on Task Options.
Insert parameters as shown on the images below.

In this case approval process will be finished after any two of three approvers finish their approval tasks.
Note: if I put any number higher than 33 and lower than 67 outcome will be the same.
Now click on Email Options.
Click on Open email editor and edit email that will be sent to approvers.
E.g.

We do not want to set Approval Task Due Date, so in this case we will not check “Send Task Overdue Email” option.

Click on Outcome Options and select parameters as shown on image below.

Click on OK button.

Now we need to set what whoul happened if an item is approved and what if an item is rejected.
Click on Condition – If any value equals value.

Click on left “value” link, click on “fx” button – (enter parameters as shown on image below).
Click on other “value” link, click on Approved.
Singl left click below following string: “(Start typing or use the Insert group on the Ribbon.)”.

Action – Set WF Variable – Set WF status to: “Document is Approved”.
Action – Copy Document – this library – Current item – OK – this library – Regulations.
Action – Send an Email – these users – (click on the icon next to the “To” field).

Workflow Lookup for a User… – Add.

Enter parameters as shown on the images below.

Define Subject as shown on the image below.
Define mail body.
E.g.

Click on “Else Branch” button placed in the ribbon.

Action – Set WF Variable – Set WF status to: “Document is NOT Approved”.

Action – Send an Email.
Now define mail that will be sent if document is not approved using the same method described abowe.
After you finished defining Else branch click below “(Insert go-to actions with conditions for transitioning to the stage)” string, click on Action – Go to a stage – click on “a stage” link – select “End of Workflow”.

Now click on “Check for Errors” button placed on the ribbon.
“The workflow contains no errors” message will be shown, click on OK button.
Click on Save button placed on the ribbon.
Now click on the name of workflow we created.
Define Settings and Start Options.

Click on Save button.
Click on Publish button.

Originally Posted here: link.

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About the author 

Tomislav Tasic

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