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SharePoint List-to-List using Workflow

SharePoint 2013/2016 on premise custom list and workflow

Instructed by Kamrul Chowdhury

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  • Create custom list library, create columns, content types, modify views & settings
  • Workflow to create list item from one site to another
  • Workflow to update list item from one site to another
  • Workflow app permissions
  • Workflow variables, building dictionary variables, actions & conditions
  • Use of Call HTTP Web Service (HTTP POST & HTTP GET)
  • Use of Advanced REST Client to view results from API
  • Create Custom Action for Workflow

Welcome to this course on SharePoint 2013/2016 custom list and it’s workflow on-premise. This course is designed for those who have basic SharePoint knowledge especially on list and workflow. I am Kamrul Chowdhury, your instructor for this course. I have several years of SharePoint design, development and implementation experience mostly using SharePoint 2013 and 2016 with more than 15 years of software development experience in different platforms.
 
Throughout the course we will create lists, columns, implement workflows step by step using the core action “Call HTTP Web Service”, how to use workflow variables, building dictionary variables, SharePoint app permissions, use of Advanced REST Client to view the results, properties, etc and many more.
 
For this we will create custom lists on sub-sites and will implement the workflow for the “create and update” event of the list. We will also see how we can loop through each item in a list, then access & modify fields accordingly. I believe you will find this course very useful, easy to learn and implement in your work environment.
 
So, let’s get started!

  • SharePoint 2013 or 2016
  • SharePoint Designer 2013
  • Advanced REST Client
  • SharePoint very basic knowledge, e.g. Site, Sub-site, Custom list, columns, workflows
  • Basic programming background
  • Basic XML/JSON knowledge
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Section 1 : Introduction

  • Lecture 1 :

Section 2 : Create SharePoint Lists & Columns

  • Lecture 1 :
  • Creating lists for sub-sites and their columns
  • On this course we will work on two sub-sites. Our first sub-site is "Learning" and the other one is "Projects". We need two custom lists for this exercise. Each sub-site will have only one list for this task as follows: Employee on Learning sub-site Project Personnel on Projects sub-site Employee Name (Albert Einstein, Enrico Fermi, Blaise Pascal,Sarah Boysen,) Project (e.g. Project A, Project B, Project C, Project D) Employment Date PPID Project Personnel Project Employee Project Start Project End Department (e.g. Department A, Department B, Department C) Hours Assigned EMPID
  • Lecture 2 :
  • Modify the view for those list
  • In this lecture we will modify the view for those two lists and will include the default ID property so that we can see them while working on workflow and debug properly.

Section 3 : Workflow, variables, dictionary and conditions

  • Lecture 1 :
  • Section Intro
  • This is just an introduction of the section. We will create a workflow using SharePoint Designer 2013 as we have created the list: employee and project personnel. So we'll will create the workflow on employee list so that it copies the data from the list and then it transfer these items on project personnel. Let's see how that works.
  • Lecture 2 :
  • Workflow for create event & setup variables
  • On this lecture we will start creating the workflow using SharePoint designer 2013. The purpose of creating this workflow is to create a Project personnel when creating Employee record on Employee list. For this we need to implement "Call HTTP Web Service" action in the workflow and this action requires dictionary variables. Following are the variables it will be required to complete this action "Call HTTP Web Service": RequestHeader, EntityType, RequestContent We will cover the following two dictionary variables in this lecture: RequestHeader & EntityType Definition: RequestHeader: HTTP request header is the information, in the form of a text record, that a user's browser sends to a Web server containing the details of what the browser wants and will accept back from the server. Calling a Web Service provided by SharePoint, by default, the response would be in XML format. We need to specify two HTTP headers to make the result in JSON format, that format can be consumed by SharePoint Workflow by transferring it into Dictionary. EntityType: An EntityType represents an entity type in the Open Data Protocol (OData) v4 entity model. This the continuation of creating the workflow. This workflow also includes the following variables, which we will cover in the next lecture: RequestContent, ResponseContent, responseCode, ErrorMessage. All of the above variables are for to complete the action "Call HTTP Web Service"
  • Lecture 3 :
  • Workflow - Implement Call HTTP Web Service
  • This the continuation of creating the workflow we started on the previous lecture (Lecture 5 - Workflow for create event & setup variables). We will cover the followings in this lecture to complete the workflow action "Call HTTP Web Service": RequestContent: The main content variable where we match both list's columns to pass information in the correct fields. Our current list is Employee and we will set values from current list to Project Personnel list. ResponseContent: The response from the web service. It also contains information if any error occurs. responseCode: Text based response code from web service. e.g. Created, NoContent, etc. ErrorMessage: Variable to hold error message from the ResponseContent.
  • Lecture 4 :
  • App Permissions, Verify Properties, Clean Variables & Create List It
  • App Permission: ADMIN will get to see all the SharePoint APPS which is installed with tenant scope and can still restrict the APP that can be consumed by the business user. Here we need app permission as our workflow is accessing list from one sub-site to another sub-site.
  • Lecture 5 :
  • Workflow - Testing update
  • This lecture is about to test the update workflow. We will modify existing records and will see that the record related to this also updated on the other site's list. After testing the update we need to hide fields those are not important to display on the view of those lists. It will give a more clear view with required fields only.
  • Lecture 6 :
  • Workflow - Loop through the list items
  • The purpose of this lecture is to demonstrate how we can update each record/row on the list dynamically if we have some common or conditional information to set. Assume that the list has so many rows/records and we need to update each of the row. It is time consuming to update manually one by one and at a certain point it is impossible to do that. We will see here how we can accomplish this using looping through the whole list and update fields where applicable.
  • Lecture 7 :
  • Continue Loop Workflow
  • The continuation of the loop workflow. In this lecture we will set the condition so that when updating the rows and fields it checks every single item when processing. We will complete the workflow on this lecture and will be testing the results.
  • Lecture 8 :
  • Custom Action for Workflow
  • We need custom action as we cannot set it on any event to fire the workflow automatically. Custom action requires rights to perform that action. Here is the links or references for all kinds of rights mask: Rights mask https://docs.microsoft.com/en-us/openspecs/sharepoint_protocols/ms-wssfo3/1f5e3322-920f-431c-bbc4-7f65c477e698 Or https://docs.microsoft.com/en-us/previous-versions/office/sharepoint-server/ms412690(v=office.15)?redirectedfrom=MSDN
  • Lecture 9 :
  • Workflow for update event & setup variables
  • Previous lectures was to show how we can create workflow to create record from one list to another list. Now we will see how we can update from one list to another.
  • Lecture 10 :
  • Modify WF Create Employee to get reference ID
  • To update a record we always need a reference ID or foreign key so that we can update specific records. So we will be modifying our previously created WF_Create_Employee to add PPID (project personnel ID) for reference.

Section 4 : Conclusion

  • Lecture 1 :
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Kamrul Chowdhury,

I am a passionate application developer & project manager, worked with diverse National and International organizations with over twelve years mostly using ASP.NET (C#), PHP and Mobile Apps development. I have high-quality knowledge on software/web design, development and most importantly security issues. My concept on online applications with database interaction is outstanding. I conducted series of software development projects & training for diffident level within the organization. I have developed many management solutions and honored being the part of multinational project teams using the industry best practiced tools. I know clearly the position and principles of an IT Professional including their needs in different areas and business operations.  Have demonstrated proven success in managing projects and programmers requiring high analytic capability and excellent interpersonal relationship with leadership quality and team building.
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