automate with SharePoint 2019

Question

Hi,

Currently, I use workflows in SharePoint 2019.

I read some documentation online, and think automate is more functional.

Is it possible to use automate with SharePoint 2019? If so, what are the steps to implement it?

Answer 1

Hi @Feline Lemant,

We can use automation in SharePoint 2019 by creating SharePoint workflows. There are 3 main ways you can create SharePoint workflows:

1. SharePoint Designer 2013 This is a tool specifically designed for designing workflows for Share Point on-prem. Since it was created relatively early, it is gradually approaching retirement.
2. Power Automate Power Automate is a new way of creating workflows. It is able to integrate with more Microsoft resources such as teams, outlook, power BI etc. And its workflow does not require programming skills, it is relatively simple to get started. In addition, we need to purchase a certificate for Power Automate.
3. Visual Studio If you need to use a more granular workflow, or if none of the workflows created above meet your needs, you can use Visual Studio to create streams. However, this may require some programming skills.

Method 1: SharePoint Designer 2013

Here's a step-by-step guide to help you get started:

1. Install SharePoint Designer 2013:
   • Download and install SharePoint Designer 2013.
2. Connect to Your SharePoint Site:
   • Open SharePoint Designer and connect to the SharePoint 2019 site where you want to create the workflow.
3. Create a New Workflow:
   • In the Navigation pane, click on Workflows.
   • Click on List Workflow and select the list or library you want to associate the workflow with.
   • Enter a name for your workflow and click OK.
4. Design the Workflow:
   • Use the workflow editor to add actions, conditions, and steps.
   • You can follow this article to get all the workflow actions included in SharePoint 2013.
5. Configure Workflow Settings:
   • Set the start options for the workflow. You can choose to start the workflow manually, when an item is created, or when an item is changed.
   • Configure any additional settings as needed.
6. Publish the Workflow:
   • Once you have designed and configured your workflow, click Save and then Publish to make it available for use.
7. Test the Workflow:
   • Test the workflow by creating or modifying items in the associated list or library to ensure it works as expected.

For a more detailed guide, you can refer to these Microsoft's official documentation:

• Introduction to SharePoint workflow
• Creating a workflow by using SharePoint Designer 2013 and the SharePoint Workflow platform

Method 2: Power Automate

1. To work with Power Automate in SharePoint server 2019, we need to install on-premises gateways and connect to Power Automate cloud then implement the solutions. For more information on setting up and configuring on-premises data gateway, see:
   • https://learn.microsoft.com/en-us/power-automate/gateway-reference
   • https://www.cloudsecuritea.com/2018/10/using-on-premises-data-gateway-with-sharepoint-2019-and-microsoft-flow/
2. Create a Flow:
   • Log into Power Automate: Access your Power Automate account.
   • Start a New Flow: Choose "Create" and select the type of flow you need (e.g., automated, instant, or scheduled).
   • Set a Trigger: Pick a SharePoint trigger, such as "When an item is created" or "When an item is modified".
   • Add Actions: Define the tasks you want to automate, such as sending emails, updating fields, or moving files.
   • Test and Save the Flow: Ensure the flow functions as intended by testing it, then save it for future use.

For more detailed guidance, please refer this comprehensive documentation and tutorials on using Power Automate with SharePoint:

• Use SharePoint and Power Automate to build workflows

Method 3: Visual Studio

For more detailed guidance, please refer this documentation on creating SharePoint workflows using Visual Studio.

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