Workflow actions quick reference SharePoint Workflow platform. What's new in workflows for SharePoint. Get started with workflows in SharePoint. Workflow development in SharePoint Designer and Visio. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Contents Exit focus mode.
Please rate your experience Yes No. Any additional feedback? Note SharePoint workflows have been retired since August 1, for new tenants and removed from existing tenants on November 1, Submit and view feedback for This product This page. View all page feedback. In this article. Actions in this category are the ones most commonly used in workflows. This action is initially displayed in a workflow step as Comment: comment text. Use this action to leave informative comments in the workflow designer for reference purposes.
This is especially helpful when there are other users co-authoring the workflow. For example, if a variable in the current workflow doesn't have a user-friendly name, you can use this action to add a comment to indicate what the variable does in the workflow. Following is an example of what the action might look like in a workflow step: - Comment: This variable provides the department of the workflows initiator.
Note: Anyone editing the workflow in Microsoft Visio will also be able to view the comments. This action is initially displayed in a workflow step as Add 0 minutes to date Output to Variable: date.
Use this action to add a specified number of minutes, hours, days, months, or years to a date value and to store the output value in a variable. The date value to which the time is added can be the current date, a specified date, or the result of a lookup. Following is an example of what the action might look like in a workflow step: - Add 7 days to Current Item:Modified Output to: Variable: A week from Modified.
This action is initially displayed in a workflow step as Calculate value plus value output to Variable: calc. Use this action to perform a calculation using two values and to store the output value in a variable.
Possible calculations include addition, subtraction, multiplication, and division. This action is initially displayed in a workflow step as Log this message to the workflow history list. Use this action to log a message in the workflow's history list about the workflow's actions or progress. The message can be a summary of a workflow event, or anything else that you want to capture about the current run of the workflow.
Such messages can be helpful in troubleshooting workflow issues. For example, you can log a message that records an event like Copied to list A or Sent email to reviewers. After the workflow completes successfully, you can go to the Workflow History list and see the messages displayed in the Description column.
Following is an example of what the action might look like in a workflow step: - Log A week from Modified variable set to the workflow history list Note: If you want an action that stops the workflow and then logs a message to the history list, use the Stop Workflow action instead. This action is initially displayed in a workflow step as Pause for 0 days, 0 hours, 5 minutes. Use this action to pause the workflow for a duration specified as a number of days, hours, and minutes. Note: The delay time that is initially displayed reflects the timer job interval, which has a default value of five minutes.
This action is initially displayed in a workflow step as Pause until this time. Use this action to pause the workflow until a particular date. You can use the current date, a specified date, or the result of a lookup. This action is initially displayed in a workflow step as Email these users. Use this action to send an email message to a user or a group. It is commonly used to send a confirmation message to workflow participants.
Email recipients can be a user or a group within the site collection, or anyone inside your organization. You can now specify a dynamic value, such as a lookup or a string, in your subject. Following is an example of what the action might look like in a workflow step: - Email Variable: approvers.
This action is initially displayed in a workflow step as Set time as for date Output to Variable: date1. Use this action to create a timestamp and to store the output value in a variable. You can set the time in hours and minutes and add the current date, a specified date, or the result of a lookup.
For example, suppose you want to add a timestamp to any new customer order that is added to an orders list. Instead of using the current time when the order was actually received in the timestamp, you want to add a specific time so that you can have your workflow perform any operation such as routing orders to the warehouse on all new items that have the same timestamp.
Another example: Suppose that you have a presentation scheduled for 9 a. You can use this action to add the time to the date, pause the workflow till the day before the presentation, and then have the workflow send you the reminder. Following is an example of what the action might look like in a workflow step: - Set time as 00 : 00 for Current Item:Modified Output to Modified time variable set to midnight. This action is initially displayed in a workflow step as Set workflow status to Canceled.
Use this action to set the status of the workflow. The default options are Canceled, Approved, and Rejected. If you type a new status value in the dropdown list in the action, your new status is automatically added to the dropdown list for subsequent use. For example, you can add a custom status that is more user-friendly and informative than Completed or Canceled , such as Expense Report Approved. Note: - You cannot rename or delete a custom status value once it has been created. However, you do not ever have to use it.
If the Set Workflow Status action is the last step in a workflow where you have also used a custom value, you can see your custom value in the Status column in the list when the workflow pauses or completes.
Following is an example of what the action might look like in a workflow step: - Set workflow status to Specification status: Ready for Design Review. This action is initially displayed in a workflow step as Set workflow variable to value. Use this action to direct the workflow to assign value data to a workflow variable. Following is an example of what the action might look like in a workflow step: - Set Variable: Expense report total to Current Item:Total.
Actions in this category perform operations on list items. Note: Some actions in this category appear in some but not all workflow contexts. For example, some list actions only appear when you click inside an impersonation step in your workflow, while some appear only when your workflow is attached to a document library or document content type.
For more information, see Actions available only within an impersonation step and Actions available when the workflow is associated to a document library or document content type later in this article. This action is initially displayed in a workflow step as Check in item in this list with comment: comment.
Use this action to check in an item that is currently checked out. Following is an example of what the action might look like in a workflow step: - Check in item in Expense Reports with comment: Expense report approved Note: You can check in items only in document libraries.
This action is initially displayed in a workflow step as Check out item in this list. Use this action to check out an item that is currently checked in. Following is an example of what the action might look like in a workflow step: - Check out item in Current Item Note: - You can check out items only from a library in your site.
This action is initially displayed in a workflow step as Copy item in this list to this list. Compliance risks Both virtualized and physical instances of SharePoint Server are vulnerable and will not pass compliance audits.
Financial risks To try to patch the security gaps, your organization might need to deploy intrusion detection systems, more advanced firewalls, network segmentation and other security measures to isolate the legacy server operating systems and SharePoint Server What are my SharePoint upgrade options?
Organizations that are still using SharePoint have four options: Stay on SharePoint indefinitely. Migrate to SharePoint or Keep in mind that you will have be facing the same situation again in a few years. This is the best option if you must keep your content on-premises. Migrate to SharePoint Online. This is the best option if you can move your content online. What factors should be considered when migrating to SharePoint Online? A customized user interface developed on SharePoint cannot be migrated as-is to SharePoint Online, since many customizations are unsupported.
In particular, custom web parts will need to be replaced. If you want to modernize your sites, you will also need to replace your out-of-the-box SharePoint web parts with modern web parts. If you plan to modernize and use hubs, you will need to flatten your site structure from what is likely a very hierarchical structure.
What about SharePoint workflows? Microsoft announced the end of support for SharePoint workflows in SharePoint Online: As of August 1, , SharePoint workflows were turned off for newly created tenants. Or, the new cost of doing business will include paying catastrophic penalties and astronomically high transaction fees.
In the worst case, lack of compliance can even result in lost business. Servers running SharePoint Server are affected. Both virtualized and physical instances of SharePoint Server are vulnerable and would not pass a compliance audit.
Many applications will also cease to be supported once the operating system they are running on is unsupported. This includes all Microsoft applications, including Groove Server servers. Staying put will cost more in the end.
Maintenance costs for aging hardware will also increase, and you will face added costs for intrusion detection systems, more advanced firewalls, network segmentation, and other security measures-all simply to isolate legacy server operating systems and SharePoint Server Two important considerations are the costs and the risks of not migrating.
Costs will include adding or dramatically improving an intrusion detection system, more advanced firewalls, network segmentation, and so on simply to isolate servers. There will also be costs for maintaining aging hardware and potentially the cost of a Microsoft CSA. Without the CSA, there are risks.
End of support means no fixes, and that means your SharePoint Server instances are vulnerable to any new security issues. And vulnerable servers are a target for security breaches of various types. If your unique business characteristics and requirements will result in remaining on-premises for the foreseeable future, SharePoint Server and SharePoint Server are great opportunities to modernize your infrastructure and take advantage of the latest in content collaboration and portal technologies.
Below are helpful resources for navigating the upgrade process. Office is a cloud-based subscription service that brings together the best tools for the way people work today.
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SharePoint Designer will not be supported beyond that timeframe. Overall, the general guidance is to mitigate the impact by migrating to Power Automate or other supported solutions.
To understand if your organization is using SharePoint workflow or begin planning migration to Power Automate, we recommend that you run the SharePoint Modernization Scanner tool to scan your tenants for legacy workflows usage. The Workflow Report generated by the scanner tool can tell you the following:.
Power Automate upgradability score indicating how likely the detected actions can be upgraded to flows with Power Automate. Using the Workflow Report, along with site information, tenant administrators can work with their users to migrate these workflows with minimal interruption. All Microsoft licenses include usage of the Power Platform for the purpose of customizing and extending Microsoft applications. This includes both Power Automate and Power Apps.
Power Automate also has additional premium features that you can buy on top of your Microsoft licenses. Learn more about the specific features that are included with Microsoft licenses. When Workflows is disabled on a tenant, both SharePoint sites and SharePoint Designer will limit operations when trying to create or interact with a workflow based on Workflows Below are some of the known issues users can encounter in a tenant where Workflows is disabled.
Any time someone opens a site in SharePoint Designer and tries to perform an action related to SharePoint workflow for example, create a new SharePoint workflow , they'll get the following error: "User-defined workflows have been disabled by the SharePoint Administrator. User defined workflows will be unable to run. When site collection owners activate the Workflows feature in Site Collection Features in a tenant where Workflows is disabled, the feature will successfully activate, but it won't install any built-in workflows associated with Workflows You can use the following services and partner programs to help with your migration from SharePoint workflows:.
Microsoft Solution Provider. Microsoft Power Automate Partners. A Message Center post in the Microsoft admin center is being sent to all tenants, and the post will be updated periodically with timelines.
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