How to automate document workflows in SharePoint

SharePoint is a powerful platform that enables organizations to manage and collaborate on documents and content. One of the key features of SharePoint is its ability to automate document workflows, saving time and improving efficiency in the organization. In this article, we will explore the different ways to automate document workflows in SharePoint and the benefits it brings to your organization.

What is Document Workflow?

Document workflow refers to the process of moving documents through a series of steps or actions in order to complete a task or achieve a desired outcome. This can include document creation, review and approval, distribution, and archiving. Automating document workflows in SharePoint allows organizations to streamline these processes, reduce manual effort, and ensure consistency and compliance.

Benefits of Automating Document Workflows in SharePoint

Automating document workflows in SharePoint brings several benefits to organizations:

• Increased Efficiency: Automating document workflows eliminates manual tasks and reduces the time required to complete a process.
• Improved Accuracy: Automation reduces the risk of human error and ensures that documents follow the correct steps and processes.
• Enhanced Collaboration: SharePoint allows multiple users to collaborate on a document simultaneously, improving communication and teamwork.
• Better Compliance: Automation ensures that documents follow the required compliance standards and regulations, reducing the risk of non-compliance.
• Centralized Document Management: SharePoint provides a centralized repository for documents, making it easier to find and manage files.
• Version Control: SharePoint tracks document versions, making it easy to revert to previous versions if needed.

How to Automate Document Workflows in SharePoint

1. SharePoint Designer Workflows

SharePoint Designer is a free tool provided by Microsoft that allows users to create custom workflows for SharePoint. It offers a visual interface for designing workflows and supports a wide range of actions and conditions. To automate document workflows using SharePoint Designer, follow these steps:

1. Open SharePoint Designer and connect to your SharePoint site.
2. Click on "Workflows" in the left navigation pane and select "List Workflow" or "Reusable Workflow" depending on your requirements.
3. Design the workflow by adding actions and conditions using the drag-and-drop interface.
4. Configure the workflow settings, such as start options, permissions, and notifications.
5. Publish the workflow to make it available for use in SharePoint.
6. Associate the workflow with a document library or list to automate the document workflow.

2. Microsoft Flow

Microsoft Flow is a cloud-based service that allows users to create and automate workflows across multiple applications and services, including SharePoint. It offers a wide range of templates and connectors to simplify the workflow creation process. To automate document workflows using Microsoft Flow, follow these steps:

1. Go to the Microsoft Flow website and sign in with your Microsoft account.
2. Create a new flow and select the SharePoint trigger that will start the workflow, such as "When a file is created or modified".
3. Add actions and conditions to the flow using the available connectors and templates.
4. Configure the settings for each action and condition, such as file properties and email notifications.
5. Save and test the flow to ensure it works correctly.
6. Associate the flow with a document library or list in SharePoint to automate the document workflow.

3. Third-Party Workflow Tools

In addition to SharePoint Designer and Microsoft Flow, there are several third-party workflow tools available that provide advanced automation capabilities for SharePoint document workflows. These tools offer additional features and integrations that may be beneficial for specific business requirements. Some popular third-party workflow tools for SharePoint include:

• Nintex: Nintex is a leading workflow automation platform that offers advanced features for creating complex document workflows in SharePoint.
• K2: K2 provides a comprehensive platform for building and automating document workflows in SharePoint and other enterprise systems.
• ShareGate: ShareGate offers a suite of tools for SharePoint migration, management, and automation, including workflow automation.

Best Practices for Automating Document Workflows in SharePoint

When automating document workflows in SharePoint, it is important to follow some best practices to ensure successful implementation:

1. Identify Workflow Requirements

Before designing a workflow, clearly define the requirements and objectives of the document workflow. Identify the steps, actions, and conditions involved in the process to ensure that the workflow meets the needs of the organization.

2. Involve Stakeholders

Involve all relevant stakeholders in the workflow design process to gather input and ensure that the workflow aligns with business goals and processes. This includes document owners, managers, and end users who will be involved in the workflow.

3. Test and Validate Workflows

Before deploying a workflow in a production environment, thoroughly test and validate it in a test environment. This will help identify any issues or errors and ensure that the workflow functions as intended.

4. Monitor and Optimize Workflows

Once a workflow is deployed, regularly monitor and analyze its performance. Identify bottlenecks or areas for improvement and make necessary adjustments to optimize the workflow and improve efficiency.

Conclusion

Automating document workflows in SharePoint is a valuable capability that can greatly improve efficiency and productivity in organizations. By leveraging SharePoint Designer, Microsoft Flow, or third-party workflow tools, organizations can streamline document processes, reduce manual effort, and ensure compliance. By following best practices and involving stakeholders, organizations can successfully implement document workflows in SharePoint and reap the benefits of automation.