What I want to happen:

  • On a list when some created a new item it would email someone to approve the item
  • If rejected it would go back to the original creator for corrections. (can be repeated till correct)
  • If approved email a certain group of people the information from the list

How I achieved the above result:

  • Install Sharepoint Designer 2013 (available on microsoft, be sure to install SP1 as well)
  • Create a new list or go off an existing list
  • Go to list settings>versioning settings and enable Approve/Reject
  • Open Sharepoint Designer 2013 and connect to the sharepoint site (example: https://xyz.sharepoint.com/testsite)
  • Click Workflows.  Then in the menu bar click List Workflow>NameofYourList
  • Name it something you want and click OK
  • VERY IMPORTANT STEP: uncheck the box that says Automatically update the workflow status to the current stage name
  • I checked the box that says Start workflow automatically when and item is created
  • I also checked the box that says Start workflow automatically when and item is updated
  • I unchecked the box that says Allow this workflow to be manually started (Optional)
  • Click Save
  • Now edit the workflow
  • Here is my workflow and I will do my best to explain each one

  1. 2 equals CurrentItem:Approval Status
    • This entry means if the Approval Status equals Pending then Email someone (That someone is the person that can approve in my case)
      • From the menu I click Condition>If any value equals any value
      • Then simply click on the underline value words to fill in what you need
  2. 1 equals CurrentItem:Approval Status
    • This entry means if the Approval Status equals Reject then Email the person that created the item with the reason why
      • From the menu I click Condition>If any value equals any value
      • Then simply click on the underline value words to fill in what you need
  3. 0 equals CurrentItem:Approval Status
    • This entry means if the Approval Status equals Approve then email a group of people the content of that list
      • From the menu I click Condition>If any value equals any value
      • Then simply click on the underline value words to fill in what you need

Remember to click Publish to save and publish your changes.

References:

https://blog.virtosoftware.com/how-to-create-sharepoint-designer-2013-workflow/

This looks like fun to test sometime on how to have multiple parties Approve/Reject an item:

https://collab365.community/sharepoint-2013-approval-workflow-with-3-dinamically-determined/