7 Types of Workflows in SharePoint (With Examples)

Are you tired of managing tedious business processes manually, wasting valuable time and resources? Do you struggle to keep track of approvals, feedback, and signatures, leading to inefficiencies and delays? You know there must be a better way to streamline these tasks, but where do you start?

The complexity of workflow management can be overwhelming, and the thought of implementing a solution might seem daunting. SharePoint workflows are here to help. In this article, we’ll explain what are SharePoint workflows, explore the distinct types of workflows in SharePoint, and discuss their benefits with examples.

What are SharePoint Workflows?

SharePoint workflows are automated sequences of actions that can be triggered by events or conditions within SharePoint sites or lists. They help simplify and standardize business processes, such as document approval, task management, or issue tracking, by automating tasks that would otherwise require manual intervention or coordination. This automation saves time and reduces errors.

Think of workflows as little mini programs that run within your SharePoint environment to make your life easier. There are several types of workflows in SharePoint, such as approval, status, notification, automation, custom workflows and many more, which we will explore in more detail below.

7 Types of Workflows in SharePoint with Examples

1. Approval Workflows

Approval Workflows in SharePoint help organizations manage the process of reviewing and approving documents or items. When someone submits a document, the workflow automatically sends it to designated reviewers. These reviewers can approve, reject, or request changes to the document.

➔ Approval Workflows Example

Sarah works in the marketing department of a small software company. She has just finished creating a new product brochure and needs to get it approved before sending it to customers. Here is how the Approval Workflow in SharePoint helps her:

• Sarah uploaded the brochure to the company’s SharePoint site.
• This automatically triggers the Approval Workflow.

The workflow then follows these steps:

1. Tom, the marketing manager, receives an email notification asking him to review the brochure. Tom opens the document, reviews it, and clicks “Approve” in SharePoint.
2. Next, Lisa from the legal team gets a notification to check for any legal issues. Lisa reviews the brochure and approves it.
3. Finally, the CEO, Mark, gets a notification for the final approval. Mark reviews and gives the final approval.

Once approved, the brochure is automatically moved to the “Approved Materials” folder in SharePoint. Sarah receives a notification that her brochure has been fully approved and is ready to use. If at any stage the document is rejected, it’s sent back to Sarah with comments, and the process starts over once she makes the necessary changes.

This Approval Workflow saves Sarah from having to manually email each person and follow up on the status. It also creates a clear record of who approved the brochure and when, which is helpful for the company’s records.

2. Status Workflows

Status Workflows in SharePoint help organizations track and manage the progress of tasks or projects through various stages. These workflows automatically update the status of items as they move through predefined stages, keeping everyone informed about the current state of a project or task.

➔ Status Workflows Example

Sarah, from our marketing department, is now working on a new email campaign for their software product. Here is how the Status Workflow in SharePoint helps her manage this project:

• Sarah creates a new item in the “Marketing Campaigns” list on SharePoint, entering details about the email campaign.
• This automatically initiates the Status Workflow.

The workflow then follows these steps:

1. The status is set to “Planning” when Sarah first creates the item. Team members can see that the campaign is in its preliminary stages.
2. As Sarah finalizes the campaign plan, she updates the status to “In Progress”. This automatically notifies the design team that they can start working on the email template.
3. Once the design is ready, Sarah changes the status to “Review”. This triggers a notification to Tom, the marketing manager, to review the campaign.
4. After Tom’s approval, Sarah updates the status to “Scheduled”. This notifies the email marketing team to set up the campaign in their email tool.
5. When the campaign is sent, Sarah sets the status to “Completed”. This moves the item to an archive list and notifies the analytics team to start tracking results.

If at any point there is an issue, Sarah can set the status to “On Hold” or “Needs Revision”, which alerts the team to any problems. This Status Workflow keeps everyone in the loop about where the email campaign stands.

Sarah does not have to send constant update emails or hold numerous meetings. Team members can check the SharePoint list anytime to see the current status of all marketing campaigns. It also helps management get a quick overview of all ongoing and completed campaigns.

3. Notification Workflows

Notification Workflows in SharePoint automate the process of sending alerts and updates to team members about notable events or changes. These workflows ensure that the right people receive timely information without the need for manual communication, improving team coordination and responsiveness.

➔ Notification Workflows Example

Sarah in the marketing department is now managing a product launch event. Here’s how the Notification Workflow in SharePoint helps her keep everyone informed:

• Sarah creates a new item in the “Product Launch Events” list on SharePoint, entering details about the upcoming launch.
• This automatically triggers the Notification Workflow.

The workflow then follows these steps:

1. When Sarah adds the event, an automatic notification is sent to all department heads, informing them about the upcoming product launch.
2. As Sarah updates the event details, such as the date or venue, the workflow sends notifications to relevant team members: A change in date notifies all participants, an update to the venue triggers a notification to the planning team.
3. Two weeks before the event, the workflow automatically sends a reminder to all speakers and presenters.
4. One week before the event, a notification goes out to the sales team with key talking points about the new product.
5. The day before the event, all attendees receive a final reminder with the event schedule and location details.

If Sarah needs to cancel or postpone the event, she can trigger an immediate notification to all participants with a single click. This Notification Workflow saves Sarah from having to manually email or message distinct groups at various stages of the event planning.

It ensures that everyone has the most up-to-date information without Sarah having to keep track of who needs to know what and when. This reduces the chance of miscommunication and helps the entire team stay coordinated throughout the product launch process.

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4. Automation Workflows

Automation Workflows in SharePoint streamline repetitive tasks and processes by automatically performing actions based on specific triggers or conditions. These workflows reduce manual effort, minimize errors, and increase efficiency by handling routine operations without human intervention.

➔ Automation Workflows Example

Sarah, in the marketing department, is now responsible for managing the company’s content calendar. Here is how the Automation Workflow in SharePoint helps her streamline the content creation and publication process:

• Sarah maintains a “Content Calendar” list in SharePoint where team members add latest content ideas and track their progress.
• The Automation Workflow is set up to manage various aspects of the content creation process.

The workflow follows these steps:

1. When a latest content item is added to the list, the workflow automatically: Assigns a unique ID to the content piece, sets the status to “Ideation” and notifies the relevant team member based on the content type (e.g., blog post, video, social media)
2. As the due date for the first draft approaches, the workflow: Sends a reminder to the assigned content creator and updates the status to “In Progress”
3. Once the creator marks the first draft as complete, the workflow: Moves the item to a “Review” folder, notifies Tom, the marketing manager, to review the content and updates the status to “Under Review”
4. After Tom approves the content, the workflow: Moves the item to a “Ready to Publish” folder, updates the metadata with approval date and approver name and notifies the publishing team
5. On the scheduled publication date, the workflow: Moves the content to the appropriate platform folder (e.g., website, social media), updates the status to “Published” and adds the item to a “Content Performance Tracking” list for analytics

This Automation Workflow saves Sarah and her team considerable time and effort. It eliminates the need for manual follow-ups, reduces the risk of missed deadlines, and ensures a smooth content creation and publication process. The team can focus on creating great content while the workflow handles the administrative tasks, keeping everything organized and on schedule.

5. Collect Feedback Workflows

Collect Feedback Workflows in SharePoint simplifying the process of gathering input, comments, and suggestions from multiple team members on a specific item or document. These workflows automate the distribution of content for review and consolidate feedback in one place, making it easier to manage and incorporate input from various stakeholders.

➔ Collect Feedback Workflows Example

Sarah in the marketing department is working on a company’s new branding guide. She needs input from various departments to ensure the guide meets everyone’s needs. Here is how the Collect Feedback Workflow in SharePoint helps her manage this process:

• Sarah uploads the draft branding guide to the “Marketing Documents” library in SharePoint.
• She initiates the Collect Feedback Workflow for this document.

The workflow then follows these steps:

1. The workflow automatically sends the document to pre-defined reviewers from different departments.
2. Each reviewer receives a notification with: A link to the document, instructions for providing feedback and a deadline for submitting their comments.
3. As reviewers open the document, they can add comments directly in SharePoint. The workflow: Tracks who has viewed the document, logs when feedback is added and sends reminders to those who haven’t provided feedback as the deadline approaches.
4. Once all feedback is collected or the deadline passes, the workflow: Consolidates all comments into a single view for Sarah and notifies Sarah that the feedback round is complete.
5. Sarah can then review all input in one place and make necessary revisions. If needed, she can: Initiate another round of feedback for specific sections and start an approval workflow for the last version

This Collect Feedback Workflow saves Sarah from having to manually email each reviewer, track responses, and consolidate feedback from multiple sources. It provides a structured process for gathering input, ensures nothing falls through the cracks, and gives Sarah a clear overview of all suggestions. This approach helps create a more comprehensive and widely accepted branding guide while saving time and reducing email clutter.

6. Publishing Approval Workflow

Publishing Approval Workflows in SharePoint manages the process of reviewing and approving content before it’s published on a website or intranet. These workflows ensure that all published content meets quality standards, follows brand guidelines, and receives necessary approvals before going live.

➔ Publishing Approval Workflow Example

Sarah in the marketing department is responsible for updating the company’s public-facing website. She’s created a new page about an upcoming product release. Here’s how the Publishing Approval Workflow in SharePoint helps her ensure the content is properly vetted before going live:

• Sarah creates the new product page in the SharePoint-based content management system.
• When she’s finished, she clicks “Submit for Approval,” which triggers the Publishing Approval Workflow.

The workflow then follows these steps:

1. The workflow automatically routes the page to Tom, the marketing manager, for initial review: Tom receives a notification with a link to preview the page, he can approve, reject, or request changes directly in SharePoint
2. Once Tom approves, the workflow sends the page to Lisa in the legal department: Lisa reviews to ensure all claims are accurate and compliant, she can add comments or request revisions if needed
3. After legal approval, the page goes to Alex in the product team: Alex checks that all technical details are correct, He can suggest updates or approve the content
4. If any reviewer requests changes, the page is sent back to Sarah with comments. She can make revisions and resubmit, restarting the process.
5. Once all approvals are received, the workflow: Notifies Sarah that the page is approved, automatically schedules the page for publication at the specified date and time and moves the page to a “Ready to Publish” queue
6. On the publication date, the workflow: Publishes the page to the live website, sends a confirmation to Sarah and all approvers and updates the status in SharePoint to “Published”

This Publishing Approval Workflow ensures that all content on the company website has been thoroughly reviewed and approved. It prevents premature or unapproved content from going live, maintains quality control, and creates an audit trail of the approval process.

Sarah can easily track the status of her page throughout the approval process, and the automated system reduces the risk of miscommunication or missed steps in the publication process.

7. Custom Workflows

Custom Workflows in SharePoint are tailored solutions designed to meet specific business needs that aren’t addressed by out-of-the-box workflows. These workflows can be created to automate unique processes, integrate with other systems, or handle complex business logic that’s particular to an organization.

➔ Custom Workflows Example

Sarah in the marketing department needs a specialized workflow to manage the company’s product launch campaigns, which involve multiple teams and external partners. Here’s how a Custom Workflow in SharePoint helps her coordinate this complex process:

• Sarah creates a new item in the “Product Launch Campaigns” list, entering initial details about the upcoming launch.
• This triggers the custom “Product Launch Coordination” workflow.

The workflow then follows these steps:

1. Automatic Task Creation: The workflow creates a series of tasks in different SharePoint lists, each assigned to specific teams: Product team finalize product specs, marketing team develop marketing materials, sales team prepare sales collateral, PR team draft press release and events team plan launch event
2. External Partner Integration: The workflow sends an API call to the company’s external design agency, creating a new project in their system for campaign visuals.
3. Budget Tracking: As tasks are completed, team members input associated costs. The workflow automatically updates a central budget tracker, calculating total spending against the allocated budget.
4. Timeline Management: The workflow uses the input launch date to create a reverse timeline. It sends escalating reminders as deadlines approach, alerting team leads if tasks are overdue.
5. Approval Routing: Completed deliverables (e.g., marketing materials, press release) are automatically routed through an approval process and the CEO is only notified for final approval on high-priority items.
6. Status Dashboard: The workflow updates a real-time dashboard showing the status of all launch components and It calculates and displays an overall “readiness percentage” based on completed tasks.
7. Post-Launch Analysis: After the launch date, the workflow initiates a series of tasks for post-launch analysis: Collecting sales data, gathering media coverage, compiling customer feedback and It then generates a preliminary report and schedules a post-mortem meeting.

This Custom Workflow saves Sarah from having to manually coordinate between multiple teams and systems. It provides real-time visibility into the launch progress, ensures nothing is overlooked in the complex launch process, and even assists with post-launch analysis.

By automating many of the coordination and tracking tasks, Sarah can focus on strategic aspects of the product launch, confident that all the moving parts are being managed efficiently.

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Benefits of Using SharePoint Workflows

SharePoint workflows can be a game-changer for businesses of all sizes. They take repetitive, time-consuming tasks and turn them into smooth, automated processes. This means less time spent on paperwork and more time focused on important work. Workflows help reduce errors by ensuring that every step in a process is followed correctly, every time.

They also improve communication within teams by automatically notifying the right people at the right time. This leads to faster decision-making and fewer delays. SharePoint workflows create a clear trail of who did what and when, which is great for accountability and record-keeping. They’re also flexible – as your business grows or changes, you can easily adjust your workflows to match.

Best of all, workflows free up employees from tedious tasks, letting them use their skills on more valuable work. This not only boosts productivity but can also improve job satisfaction. In short, SharePoint workflows can help your business run more efficiently, consistently, and effectively.

For businesses looking to streamline their operations with SharePoint workflows, NGenious Solutions offers expert SharePoint consulting services. Our consultants specialize in optimizing SharePoint environments to enhance efficiency and collaboration. Contact us now!

Frequently Asked Questions

1. How many types of workflows in SharePoint?

SharePoint offers five main types of workflows – approval, collect feedback, collect signatures, publishing approval and three-state. Custom workflows can also be created for specific needs.

2. How many types of workflows in SharePoint 2010?

SharePoint 2010 includes three out-of-the-box workflows – approval, collect feedback, and collect signatures. It also supports custom workflows.

3. How many types of workflows in SharePoint 2013?

SharePoint 2013 provides five built-in workflows – approval, collect feedback, collect signatures, publishing approval and three-state.

4. What are the two types of workflows in SharePoint?

The two main categories of SharePoint workflows are out-of-the-box (pre-built) workflows and custom workflows. Out-of-the-box workflows are ready to use, while custom workflows are tailored to specific needs.

5. What are the three-state workflows in SharePoint?

The three-state workflow in SharePoint automates tracking an item through three stages. It’s typically used for issue tracking, moving items from an initial state through a middle state to a final state.

6. How to create a workflow in SharePoint?

To create a workflow in SharePoint, go to your site, click on “Site Contents,” and choose “Lists” or “Libraries.” Select the list or library where you want the workflow. Then, click “Automate,” and select “Power Automate” to design your workflow easily.