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07 June 2017

Enforce A SharePoint List Business Rule

SharePoint iconAll organizations have rules and guidelines for processes and procedures, and in an ideal world all employees follow them. In reality rules are forgotten, and in such cases it is convenient to have a reminder sent out automatically. When the business rule involves SharePoint, both can be done with a workflow.

In a new kalmstrom.com Tips article, I have described how a SharePoint workflow can reverse a forbidden action and send out a reminder about the correct process to the user who forgot the rule.

Tasks list
TimeCard for SharePoint icon I have taken a list in one of our products as an example. The default tasks list in Kanban Task Manager has no "Minutes worked" field, but new fields can be added just like in any other SharePoint list.

If a manager decides to add a "Minutes worked" field, it is probably important to have it filled out also – maybe so important that a task with "Minutes worked" set to 0 should be impossible to mark as completed. That is where the workflow come in.

Two conditions and two actions
SharePoint logoThe workflow that I create in the demo below has two conditions: the task status must be set to Completed and the "Minutes worked" value should be 0, which is the default value.

Two actions are performed when both conditions are met: the task status is reversed to In Progress and an e-mail with a reminder about the rule and a link to the task is sent to the person who last modified the task.



Even if I have used a tasks list in the demo and the Tips article, the workflow method can be used in many different ways. Regard my demo as an inspiration, an idea that you can adapt so that it suits your organization and its business rules.

Peter Kalmström,
CEO and Systems Designer
kalmstrom.com Business Solutions