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Feature activation

First you must activate the two features ‘Validation workflow’ in the site collection and in the current web site.

Activate feature

Figure 1: activate feature


Associate workflow

List settings / manages workflow / new workflow. In the list of workflow chose ‘Workflow validation’ (Fig 2), task list, historic list and confirm. You will be redirected to the association page, when you will create your custom validation process.

new workflow

Figure 2: New workflow title

Add Step

Like all types of workflow validation, you define the steps and the actors to the workflow validation.  If this is a first association, you find an empty list of steps, and you must adding at least one step. Else, you find the list of steps and you can adding or deleting a steps.

For each step, there two types: Task validation or mail notification.

Add task validation

Click the button ‘new task’ to add new task validation.

Task validation

Figure 3: new task validation


Task validation

Figure 4: new task validation 2

  1. Step title: the title of the step
  2. Actor: How the workflow will assign this task. There three types of users:
    -static user: user or group
    -from column list: user defined in column list
    -Property of user profile.
    You must defining a static provisional user if you chose the last two types.
  3. Title of task: define the title of the task, there‘s a computed string, calculated from the columns list.
  4. Task description: description of the task, calculated from the list columns.
  5. This button add to text the selected column surrounded by ‘[‘. You can adding directly your column in the text (title/ description).
    Example of text: Validation item created by [Created By] in [Created]. The text will transformed to: Validation item created by User Test in 12/23/2013 17:33:25.
  6. Enable the extension:  if you want the validator can validate with another user, this option must be enabled. In this case, the workflow created an additional task validation.
  7. Force Validation: If this option is true, then the validator must inevitably validate the task. This is a notification but by task not by mail. And the actor must view this notification to complete the process.

Add Notification

Like a task validation, you can create mail notification, when you define the receiver, object, body, copy.

Notify account

Figure 5: Notify account


Notify account

Figure 6: Notify account 2

  1. Title of the step: the title of the step
  2. Actor: the receiver of the mail. There’s three option to calculate the mail. If the mail is null or the user not exist, then the workflow log the problem and pass to the next step without sending mail.
  3. Implement copy: users to copy.
  4. Object: the object of the mail
  5. Body: the body of the mail.


Like all the text, object and body can be calculated from the column list. By adding ‘[‘ to the display name of the column.

All Steps

All steps

Figure 7: All the steps

This’s an example of the final list of the steps. You can delete or add a new step by you can’t insert a step.
You can editing this list by editing the associated workflow. Technically, this list is persisted in a persisted object in Configuration data base.  The old instances use the old list and the new instances will use the new list.


Additional column

To simulate the validation process, we use two column to the current list:

  1. Status (Choice [No started, in progress, validated, refused]): This column indicate the status of the workflow instance.
  2. History (Text): persist the comments if the actors when he reply to the tasks. Written as (Actor: comment).

We add the name of the workflow to the display name of the column

Columns list

Figure 8: Columns list

  1. Actor:  The ‘assigned To’ when the task is completed.
  2. Comment: Actor comment
  3. Status: Status of validation

Additional Content Type

We use also a custom content type task to validate the list items. This content type will be associated automatically the selected task list. This content type have this columns:

-Comment (Note): the comment of the actor
-With extension (Boolean): define if the task allow extension.
-Response (Choice [validate, validate with, refuse]): content the response of the actor.
-Force validation (Boolean): define if the task must force validation.
-Next validator (User): define the next actor (Validator), defined by the current validator.


Task validation

Figure 9: example of task validation


In the top interface the validator view the list item.

  1. Title and description of the task
  2. Next validator: This field (and the button ‘Validate with’), is displayed only if the field ‘With extension’ is enabled.
  3. Comment: will be added to historic list of the workflow, and to the column ‘historic’ to the list item.
  4. Response: the final response of the actor. The button ‘OK’ save the fields of the task without complete him.

Task without extension

Figure 10: Task without extension




Last edited Dec 24, 2013 at 4:44 PM by saberghanmi, version 5