26 September 2017

Open Form with SharePoint Workflow

SharePoint iconIn a new workflow article in the Tips section, I describe how the SharePoint Designer Initiate Form command can be used to give end users a simple issue reporting form that feeds into a more advanced tasks list.

Give each group what they need
Helpdesk and support staff often use SharePoint lists to manage the reported issues. In some organizations the end users are asked to create new items in that list as a way of reporting problems, but that is not an optimal process. For proper issue tracking, the helpdesk staff needs to have more information in each item than what is given by the person who has the problem.

A better solution is to give the end users a simple form and let a workflow copy the data entered there into the more detailed item used by the helpdesk people. When the workflow is started manually, which can be done via link or button, the form is displayed and the entered values copied to a new item in the SharePoint list automatically. Then the support staff can take care of it and fill out the rest of the fields.

SharePoint tasks list
SharePoint Designer iconIn the demo below, I create a SharePoint 2013 site workflow in SharePoint Designer and use the "Initiation Form Parameters" command to build a form for the end users. It only has a title field and a description field, so it is very easy for the users to fill out.

Then I can build the workflow so that it feeds the text entered by the end user to the corresponding fields in a SharePoint tasks list that is only used by the helpdesk staff.

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By Peter Kalmström
CEO and Systems Designer Business Solutions

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