Walkthrough: Creating a Workflow with Association and Initiation Forms

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04/28/2015

This walkthrough demonstrates how to create a basic sequential workflow that incorporates the use of association and initiation forms. These are ASPX forms that enable parameters to be added to a workflow when it is first associated by the SharePoint administrator (the association form), and when the workflow is started by the user (the initiation form).

This walkthrough outlines a scenario where a user wants to create an approval workflow for expense reports that has the following requirements:

When the workflow is associated with a list, the administrator is prompted with an association form where they enter a dollar limit for expense reports.
Employees upload their expense reports to the Shared Documents list, start the workflow, and then enter the expense total in the workflow initiation form.
If an employee expense report total exceeds the administrator's predefined limit, a task is created for the employee's manager to approve the expense report. However, if an employee's expense report total is less than or equal to the expense limit, an auto-approved message is written to the workflow's history list.

This walkthrough illustrates the following tasks:

Creating a SharePoint list definition sequential workflow project in Visual Studio.
Creating a workflow schedule.
Handling workflow activity events.
Creating workflow association and initiation forms.
Associating the workflow.
Manually starting the workflow.

Note

Although this walkthrough uses a sequential workflow project, the process is the same for state machine workflows.

Also, your computer might show different names or locations for some of the Visual Studio user interface elements in the following instructions. The Visual Studio edition that you have and the settings that you use determine these elements. For more information, see Customizing Development Settings in Visual Studio.

Prerequisites

You need the following components to complete this walkthrough:

Supported editions of Microsoft Windows and SharePoint. For more information, see Requirements for Developing SharePoint Solutions.
Visual Studio.

Creating a SharePoint Sequential Workflow Project

First, create a sequential workflow project in Visual Studio. A sequential workflow is a series of steps that executes in order until the last activity finishes. In this procedure, you will create a sequential workflow that applies to the Shared Documents list in SharePoint. The workflow's wizard lets you associate the workflow with either the site or the list definition and lets you determine when the workflow will start.

To create a SharePoint sequential workflow project

On the menu bar, choose File, New, Project to display the New Project dialog box.
Expand the SharePoint node under either Visual C# or Visual Basic, and then choose the 2010 node.
In the Templates pane, choose the SharePoint 2010 Project project template.
In the Name box, enter ExpenseReport and then choose the OK button.

The SharePoint Customization Wizard appears.
In the Specify the site and security level for debugging page, choose the Deploy as a farm solution option button, and then choose the Finish button to accept the trust level and default site.

This step also sets the trust level for the solution as farm solution, which is the only available option for workflow projects.
In Solution Explorer, choose the project node.
On the menu bar, choose Project, Add New Item.
Under either Visual C# or Visual Basic, expand the SharePoint node, and then choose the 2010 node.
In the Templates pane, choose Sequential Workflow (Farm Solution only) template, and then choose the Add button.

The SharePoint Customization Wizard appears.
In the Specify the workflow name for debugging page, accept the default name (ExpenseReport - Workflow1). Keep the default workflow template type value (List Workflow). Choose the Next button.
In the Would you like Visual Studio to automatically associate the workflow in a debug session? page, clear the box that automatically associates your workflow template if it is checked.

This step lets you manually associate the workflow with the Shared Documents list later on, which displays the association form.
Choose the Finish button.

Adding an Association Form to the Workflow

Next, create an .ASPX association form that appears when the SharePoint administrator first associates the workflow with an expense report document.

To add an association form to the workflow

Choose the Workflow1 node in Solution Explorer.
On the menu bar, choose Project, Add New Item to display the Add New Item dialog box.
In the dialog box tree view, expand either Visual C# or Visual Basic (depending on your project language), expand the SharePoint node, and then choose the 2010 node.
In the list of templates, choose the Workflow Association Form template.
In the Name text box, enter ExpenseReportAssocForm.aspx.
Choose the Add button to add the form to the project.

Designing and Coding the Association Form

In this procedure, you introduce functionality to the association form by adding controls and code to it.

To design and code the association form

In the association form (ExpenseReportAssocForm.aspx), locate the asp:Content element that has ID="Main".

Directly after the first line in this content element, add the following code to create a label and textbox that prompts for the expense approval limit (AutoApproveLimit):

<asp:Label ID="lblAutoApproveLimit" Text="Auto Approval Limit:" runat="server" />
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
<asp:TextBox ID="AutoApproveLimit" runat="server" />
<br /><br />

Expand the ExpenseReportAssocForm.aspx file in Solution Explorer to display its dependent files.

Note

If your project is in Visual Basic, you must choose the View All Files button to perform this step.
Open the shortcut menu for the ExpenseReportAssocForm.aspx file and choose View Code.

Replace the GetAssociationData method with:

Private Function GetAssociationData() As String
    ' TODO: Return a string that contains the association data that 
    ' will be passed to the workflow. Typically, this is in XML 
    ' format.
    Return Me.AutoApproveLimit.Text
End Function

private string GetAssociationData()
{
    // TODO: Return a string that contains the association data that 
    // will be passed to the workflow. Typically, this is in XML 
    // format.
    return this.AutoApproveLimit.Text;
}

Adding an Initiation Form to the Workflow

Next, create the initiation form that appears when users run the workflow against their expense reports.

To create an initiation form

Choose the Workflow1 node in Solution Explorer.
On the menu bar, choose Project, Add New Item display the Add New Item dialog box.
In the dialog box tree view, expand either Visual C# or Visual Basic (depending on your project language), expand the SharePoint node, and then choose the 2010 node.
In the list of templates, choose the Workflow Initiation Form template.
In the Name text box, enter ExpenseReportInitForm.aspx.
Choose the Add button to add the form to the project.

Designing and Coding the Initiation Form

Next, introduce functionality to the initiation form by adding controls and code to it.

To code the initiation form

In the initiation form (ExpenseReportInitForm.aspx), locate the asp:Content element that contains ID="Main".

Directly after the first line in this content element, add the following code to create a label and textbox that displays the expense approval limit (AutoApproveLimit) that was entered in the association form, and another label and textbox to prompt for the expense total (ExpenseTotal):

<asp:Label ID="lblAutoApproveLimit" Text="Auto Approval Limit:" runat="server" />
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
<asp:TextBox ID="AutoApproveLimit" ReadOnly="true" runat="server" />
<br /><br />
<asp:Label ID="lblExpenseTotal" Text="Expense Total:" runat="server" />
&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
<asp:TextBox ID="ExpenseTotal" runat="server" />
<br /><br />

Expand the ExpenseReportInitForm.aspx file in Solution Explorer to display its dependent files.
Open the shortcut menu for the ExpenseReportInitForm.aspx file and choose View Code.

Replace the Page_Load method with the following example:

Protected Sub Page_Load(ByVal sender As Object, ByVal e As 
  EventArgs) Handles Me.Load
    InitializeParams()
    Me.AutoApproveLimit.Text = workflowList.WorkflowAssociations(New 
      Guid(associationGuid)).AssociationData
    ' Optionally, add code here to pre-populate your form fields.
End Sub

protected void Page_Load(object sender, EventArgs e)
{
    InitializeParams();
    this.AutoApproveLimit.Text = 
      workflowList.WorkflowAssociations[new 
      Guid(associationGuid)].AssociationData;
}

Replace the GetInitiationData method with the following example:

' This method is called when the user clicks the button to start the workflow.
Private Function GetInitiationData() As String
    Return Me.ExpenseTotal.Text
    ' TODO: Return a string that contains the initiation data that 
    ' will be passed to the workflow. Typically, this is in XML 
    ' format.
    Return String.Empty
End Function

// This method is called when the user clicks the button to start the workflow.        
private string GetInitiationData()
{
    // TODO: Return a string that contains the initiation data that 
    // will be passed to the workflow. Typically, this is in XML 
    // format.
    return this.ExpenseTotal.Text;
}

Customizing the Workflow

Next, customize the workflow. Later, you will associate two forms to the workflow.

To customize the workflow

Display the workflow in the workflow designer by opening Workflow1 in the project.
In the Toolbox, expand the Windows Workflow v3.0 node and locate the IfElse activity.
Add this activity to the workflow by performing one of the following steps:
- Open the shortcut menu for the IfElse activity, choose Copy, open the shortcut menu for the line under the onWorkflowActivated1 activity in the workflow designer, and then choose Paste.
- Drag the IfElse activity from the Toolbox, and connect it to the line under the onWorkflowActiviated1 activity in the workflow designer.
In the Toolbox, expand the SharePoint Workflow node and locate the CreateTask activity.
Add this activity to the workflow by performing one of the following steps:
- Open the shortcut menu for the CreateTask activity, choose Copy, open the shortcut menu for one of the two Drop Activities Here areas within IfElseActivity1 in the workflow designer, and then choose Paste.
- Drag the CreateTask activity from the Toolbox onto one of the two Drop Activities Here areas within IfElseActivity1.
In the Properties window, enter a property value of taskToken for the CorrelationToken property.
Expand the CorrelationToken property by choosing the plus sign () next to it.
Choose the drop-down arrow on the OwnerActivityName sub property, and set the Workflow1 value.
Choose the TaskId property, and then choose the ellipsis () button to display the Bind Property dialog box.
Choose the Bind to a new member tab, choose the Create Field option button, and then choose the OK button.
choose the TaskProperties property, and then choose the ellipsis () button to display the Bind Property dialog box.
Choose the Bind to a new member tab, choose the Create Field option button, and then choose the OK button.
In the Toolbox, expand the SharePoint Workflow node, and locate the LogToHistoryListActivity activity.
Add this activity to the workflow by performing one of the following steps:
- Open the shortcut menu for the LogToHistoryListActivity activity, choose Copy, open the shortcut menu for the other Drop Activities Here area within IfElseActivity1 in the workflow designer, and then choose Paste.
- Drag the LogToHistoryListActivity activity from the Toolbox, and drop it onto the other Drop Activities Here area within IfElseActivity1.

Adding Code to the Workflow

Next, add code to the workflow to give it functionality.

To add code to the workflow

Open the shortcut menu for the createTask1 activity in the workflow designer, and then choose View Code.

Add the following method:

Private Sub createTask1_MethodInvoking(ByVal sender As 
  System.Object, ByVal e As System.EventArgs)
    createTask1_TaskId1 = Guid.NewGuid
    createTask1_TaskProperties1.AssignedTo = "somedomain\\someuser"
    createTask1_TaskProperties1.Description = "Please approve the 
      expense report"
    createTask1_TaskProperties1.Title = "Expense Report Approval 
      Needed"
End Sub

private void createTask1_MethodInvoking(object sender, EventArgs e)
{
    createTask1_TaskId1 = Guid.NewGuid();
    createTask1_TaskProperties1.AssignedTo = "somedomain\\someuser";
    createTask1_TaskProperties1.Description = "Please approve the 
      expense report";
    createTask1_TaskProperties1.Title = "Expense Report Approval 
      Needed";
}

Note

In the code, replace somedomain\\someuser with a domain and user name for which a task will be created, such as, "Office\\JoeSch". For testing it is easiest to use the account you are developing with.

Below the MethodInvoking method, add the following example:

Private Sub checkApprovalNeeded(ByVal sender As Object, ByVal e As 
  ConditionalEventArgs)
    Dim approval As Boolean = False
    If (Convert.ToInt32(workflowProperties.InitiationData) > 
      Convert.ToInt32(workflowProperties.AssociationData)) Then
        approval = True
    End If
    e.Result = approval
End Sub

private void checkApprovalNeeded(object sender, ConditionalEventArgs 
  e)
{
    bool approval = false;
    if (Convert.ToInt32(workflowProperties.InitiationData) > 
      Convert.ToInt32(workflowProperties.AssociationData))
    {
        approval = true;
    }
    e.Result = approval;
}

In the workflow designer, choose the ifElseBranchActivity1 activity.
In the Properties window, choose the drop-down arrow of the Condition property, and then set the Code Condition value.
Expand the Condition property by choosing the plus sign () next to it, and then set its value to checkApprovalNeeded.
In the workflow designer, open the shortcut menu for the logToHistoryListActivity1 activity, and then choose Generate Handlers to generate an empty method for the MethodInvoking event.

Replace the MethodInvoking code with the following:

Private Sub logToHistoryListActivity1_MethodInvoking(ByVal sender As 
  System.Object, ByVal e As System.EventArgs)
    Me.logToHistoryListActivity1.HistoryOutcome = ("Expense was auto 
      approved for " + workflowProperties.InitiationData)
End Sub

private void logToHistoryListActivity1_MethodInvoking(object sender, 
  EventArgs e)
{
    this.logToHistoryListActivity1.HistoryOutcome = "Expense was 
      auto approved for " + workflowProperties.InitiationData;
}

Choose the F5 key to debug the program.

This compiles the application, packages it, deploys it, activates its features, recycles the IIS application pool, and then starts the browser at the location specified in the Site Url property.

Associating the Workflow to the Documents List

Next, display the workflow association form by associating the workflow with the SharedDocuments list on the SharePoint site.

To associate the workflow

Choose the Shared Documents link on the QuickLaunch bar.
Choose the Library link on the Library Tools tab and then choose the Library Settings ribbon button.
In the Permissions and Management section, choose the Workflow Settings link and then choose the Add a workflow link on the Workflows page.
In the top list in the workflow settings page, choose the ExpenseReport - Workflow1 template.
In the next field, enter ExpenseReportWorkflow and then choose the Next button.

This associates the workflow with the Shared Documents list and displays the workflow association form.
In the Auto Approval Limit text box, enter 1200 and then choose the Associate Workflow button.

Starting the Workflow

Next, associate the workflow to one of the documents in the Shared Documents list to display the workflow initiation form.

To start the workflow

On the SharePoint page, choose the Home button.
Choose the Shared Documents link on the QuickLaunch bar to display the Shared Documents list.
Choose the Documents link on the Library Tools tab at the top of the page, and then choose the Upload Document button on the ribbon to upload a new document into the Shared Documents list.
In the Upload Document dialog box, choose the Browse button, choose any document file, choose the Open button, and then choose the OK button.

You can change the settings for the document in this dialog box, but leave them at the default values by choosing the Save button.
Choose the uploaded document, choose the drop-down arrow that appears, and then choose the Workflows item.
Choose the image next to ExpenseReportWorkflow.

This displays the workflow initiation form. (Note that the value displayed in the Auto Approval Limit box is read-only because it was entered in the association form.)
In the Expense Total text box, enter 1600, and then choose the Start Workflow button.

This displays the Shared Documents list again. A new column named ExpenseReportWorkflow with the value Completed is added to the item the workflow just started.
Choose the drop-down arrow next to the uploaded document and then choose the Workflows item to display the workflow status page. Choose the Completed value under Completed Workflows. The task is listed under the Tasks section.
Choose the title of the task to display its task details.
Go back to the SharedDocuments list and restart the workflow, using either the same document or a different one.
Enter an amount on the initiation page that is less than or equal to the amount entered on the association page (1200).

When this occurs, an entry in the history list is created instead of a task. The entry displays in the Workflow History section of the workflow status page. Note the message in the Outcome column of the history event. It contains the text entered in the logToHistoryListActivity1.MethodInvoking event that includes the amount which was auto–approved.

Next Steps

You can learn more about how to create workflow templates from these topics:

To learn more about SharePoint workflows, see Workflows in Windows SharePoint Services.

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