Workflow Conductor Widgets - Bamboo Solutionsstore.bamboosolutions.com/kb/attachments/SA08... · Workflow Conductor widgets are the modular building blocks used to create workflows

Workflow Conductor widgets are the modular building blocks used to create workflows in Workflow Conductor Studio. Some widgets define the

flow, or path, of a workflow, and others perform specific actions, such as sending an e-mail, updating the properties of an item, or creating a

task.

Widgets are grouped by function in the widget list in the left pane of Conductor Studio. The categories in this list can be customized by an

administrator in Central Administration > Workflow Conductor Control Panel > Widget Categories. The default categories represent the

major widget functions (listed below). A Frequently Used category contains widgets that administrators expect to be used most often by

workflow designers.

� Workflow Logic: Workflow Logic widgets handle the "flow" of the workflow. This category includes widgets that allow workflow branching

or parallel processing. Some of the widgets in this category are container widgets that allow other widgets to be dropped inside of them. For

example, drop other widgets inside the two branches of a Run Parallel widget to allow two sets of actions to be executed simultaneously.

� User Interaction: User Interaction widgets request input from users, communicate to users during a workflow, or manage user accounts.

Widgets that send e-mail or assign certain types of tasks can be found in this category, as well as widgets that manage Active Directory and

SharePoint user accounts and groups.

� Lists and Items: Widgets in the List and Items category read or manipulate SharePoint items, lists, and libraries. Actions such as creating,

copying, or updating list items are found here.

� External Data: External Data widgets access data outside of the current SharePoint environment. Access to Web services, databases, and

even external SharePoint environments is provided by these widgets.

To add a widget to a workflow, simply drag it from the widget list pane on the left and drop it where you want it in the Conductor Studio

diagram. Most widgets require configuration, which is done in the Widget Properties tab of the settings pane. No coding is required to set the

properties of a widget.

General information about features common to all widgets can be found in the following sections:

� Common Widget Properties

� Using Lookups

For detailed information about the function and properties of specific widgets, click the widget name in the list below:

Workflow Logic Widgets

� Calculate: Perform a mathematical, date, or string function.

� Compare: Compare two or more values.

� Conditional Branch: Branch a workflow based on a criteria.

� Delay For: Pause the workflow for a specific amount of time.

� Delay Until: Delay until a specific date/time.

� Echo Test: Troubleshoot a workflow.

� End Workflow: End a workflow.

� Repeat For Each Item: Repeat part of a workflow for each item in a list or library.

� Repeat While: Repeat part of a workflow while a condition is true.

� Run Parallel: Run two sets of actions simultaneously.

� Set Variable: Set the value of a workflow variable.

� Start Another Workflow: Start another workflow.

� Wait for Field Change: Pause the workflow until a field meets a condition.

User Interaction Widgets

� Add User To AD Group: Add a User to an Active Directory group.

� Add User To SharePoint Group: Add a User to a SharePoint group.

� Collect Data From User: Collect data from a user mid-workflow with a SharePoint task.

� Create AD Account: Create an account in Active Directory.

� Create SharePoint Group: Create a SharePoint group.

� Disable AD Account: Disable an account in Active Directory.

� Get User Info: Get a SharePoint user profile property.

� Remove User From AD Group: Remove a user from an Active Directory group.

� Remove User From SP Group: Remove a user from a SharePoint group.

� Request Approval: Request approval for an item.

� Request Feedback: Request feedback on an item.

� Send Email: Send an e-mail from the workflow.

Workflow Conductor Widgets

List and Items Widgets

� Check In: Check in an item.

� Check Out: Check out an item.

� Complete Task: Set a task Status field to Completed.

� Copy Item: Copy an item to a list or library.

� Create Item: Create a new item in a list or library.

� Create List: Create a new list.

� Create Task: Create a Task list item.

� Delete Item: Delete an item from a list or library.

� Delete List: Delete a list.

� Discard Check Out: Remove the Checked Out status from an item.

� Log to History: Write an entry to the Workflow History list.

� Set Approval Status: Set the Approval Status on an item.

� Set Field Value: Set the value of a field for an item in a list or library.

� Update Item: Update one or more fields for an item in a list or library.

External Data Widgets

� Access SP via REST: Read and update items in an external SharePoint list.

� Call Web Service: Call a SOAP Web service.

� Query Database: Query a database.

After a widget is dropped into the workflow, it must be configured before the workflow can use it. To set the properties of a widget, click on it in

the Conductor Studio diagram to display the Widget Properties tab in the settings pane.

Widget Properties vary by widget, but there are a few properties that all widgets have in common:

� Display Name: This property will default to the widget name, but you can change it to something specific to your workflow to better

describe what that widget is configured to do. For example, you might change the Display Name from "Send Email" to "Notify Initiator" to

provide more detail about what that particular Send Email widget is doing. When you update a widget Display Name property, it also

updates the widget in the Studio diagram.

� Description: This is an optional setting that allows you to add a short description for the widget to explain the purpose of it in the

workflow. It is only displayed in Conductor Studio, and is not used anywhere in the workflow.

� Logging Level: You can select different levels of logging for each widget in your workflow. Workflow logs can be viewed using the Log

Viewer Web Part. Available Logging Level settings are:

� Errors Only (the default)

� Errors and Warnings

� Errors, Warnings, and Info

Workflow Designers can override individual widget Logging Level settings when a workflow is started.

� Run As: By default, widgets are executed with the permission level of the workflow initiator. You can override this for many widgets using

the Run As property. The Run As property has the following options:

� Initiator (default): The widget will run with the permissions of the workflow initiator.

� Designer: The widget will run with the permissions of the user who deployed the workflow from Conductor Studio.

� Other: The widget will run with the permissions of another user. Click the Lookup User icon ( ), enter the Username and

Password of another user account, and click Save.

For a list of the properties unique to a particular widget, see the documentation for that widget. Properties marked with a red asterisk (*) in the

Widget Properties tab are required.

Note: After entering the properties for a widget, click Apply to save your settings. If something is not configured correctly, Conductor Studio

will warn you with a message at the bottom of the Widget Properties tab.

General Widget Properties

When you configure a Workflow Conductor widget, most widget properties can be defined either by typing or choosing an explicit value, or by

using a lookup. Lookups are placeholders for values that are not known until the workflow runs. Using a lookup in place of an actual value makes

your workflow more flexible and reusable.

You can insert a lookup anywhere you see the lookup icon ( ) or the Add Lookup ( ) button. When you click the lookup icon or

Add Lookup button, the Lookup Form is displayed. The Lookup Form allows you to select from various lookups, references, and variables

available in the workflow, item, list, site, and even other lists and sites in this site collection or other site collections.

The rest of this section describes each type of lookup and gives examples of how to use them.

� Current Item Field

� External Lookup

� Easy Reference

� Workflow Variables

� URL References

Current Item Field lookups allow the workflow designer to assign the value of a field in the current item to a widget property. To specify a field,

select it in the list and click Add. A {CurrentItem:Field} placeholder is inserted into the widget property.

When a widget using a Current Item Field lookup is reached during a workflow, Conductor retrieves the field from the item the workflow was

started on and replaces the lookup with the current value for that field. For example, if you set the To: property of a Send Email widget to use

the Modified By field of the current item (which appears as {CurrentItem:Modified By} in the widget properties), the widget would send an

e-mail to the user who most recently modified the item.

Using Lookups, Variables, and References

Current Item Field

Top

External lookups are similar to Current Item Field lookups, but they allow designers to specify fields from other items, not just the one the

workflow was started on. The other item could be in this list, in other lists in the same site, or even in a list in another site collection.

First, select a Site Collection, a Site in that site collection, and a List in that site. Then, select a field in that list to return. Next, you must tell

Conductor which item in the list to use, since the workflow does not know about it like it does the "current" item. Select a Field in the external

list that you want to use as a matching (or "key") field, and specify the value that field must have in order for the item to be a match. You can

either type something explicitly in the Equals field, or you can insert a lookup to some other value, such as a matching property in the current

item.

The screenshot below shows a Conditional Branch widget configured to only perform an action if the current item is newer than an item with the

same Name in another list. An External Lookup retrieves the Created date field from the external list where the Name of the external list item

matches the Name of the current item.

Note: If the External Lookup returns more than one item when the widget runs, the first matching item is used.

You can use a lookup in place of an actual Site, List, or Field name by selecting the --Other [Site/List/Field]-- option. Once you use a

lookup for one external lookup form field, all other form fields subordinate to that will require a lookup or explicitly-entered value. Since lookup

values are not known until the workflow runs, Workflow Conductor will fill in the actual values then.

The example below shows an external lookup configured to retrieve the Created column value from a list and list item that are created during

the workflow. Since the list name and the list item ID, both saved in workflow variables, are not known until the workflow runs, lookups are used

to populate these values.

External Lookup

Notes:

� When specifying criteria for an External Lookup field that is a SharePoint Person or Group column configured to allow multiple values, the

SharePoint column values must be listed in the exact order specified in the lookup criteria. For example: If the criteria is a Person or Group

column matching User1; User2, SharePoint column values entered as User2; User1 will not match.

� When specifying criteria for an External Lookup field that is a SharePoint Choice column configured to allow multiple values, you cannot

select the values like you can for single Choice columns. You must enter them as text or a lookup to text in the format Value1, Value2 (the

space after the comma is required). The values must be entered in the same order they appear in the SharePoint column.

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The Easy Reference lookup list contains common values related to the workflow and the SharePoint environment. Just like the other lookup

types, Conductor retrieves Easy Reference lookups when the workflow reaches the widget. An example of an Easy Reference lookup is the

workflow initiator, which would appear as {Reference:Initiator} in the widget property field.

For a complete list of Easy References, see the Bamboo Knowledge Base article KB.12548 - Workflow Conductor Easy References.

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Workflow Variable lookups are references to variables designers create in Conductor Studio. You can read more about how variables get created

in the Getting Started with Conductor Studio and Workflow Initialization Form sections. Like all other lookups, the value of the variable is

retrieved when the workflow reaches a widget that contains a Workflow Variable lookup. The Workflow Initialization Form section contains an

example of a Workflow Variable lookup used to set the Due Date property for a Request Approval widget, as shown here:

Easy Reference

Workflow Variables

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URL references are special references that allow you to include a hyperlink in an e-mail body with a different display name than the URL (e.g.,

Bamboo instead of http://www.bamboosolutions.com). URL references are supported in task e-mail templates, in the Send Email widget Body

property, and in the Request Approval and Request Feedback widget Task Description properties.

URL references must be typed into the e-mail Body or Task Description rich text field, and must be in the following format:

[_URL(http://url.com) ,_Text(Text to display)]

Both the _URL and the _Text properties of the URL reference support lookups as all or part of the property. Below are some examples of valid

URL references. Lookups are noted in purple, and must be inserted using the Add Lookup button. Availability of specific lookups will vary

between Conductor Studio and the e-mail template editor.

Hyperlink to specific URL

[_URL(http://www.bamboosolutions.com) ,_Text(Bamboo)]

Bamboo

Hyperlink to document (Click here for more information)

[_URL({Reference:List URL (Absolute)}/{CurrentItem:Name}) ,_Text({CurrentItem:Name})]

Sample Document

Hyperlink to item DispForm.aspx page

[_URL({Reference:Item URL}) ,_Text({CurrentItem:Name}) Properties]

Sample Document Properties

Hyperlink to SharePoint Workflow Status page

[_URL({Reference:Workflow Status URL}) ,_Text(Click to view workflow status)]

Click to view workflow status

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The Access SP via REST widget allows the workflow to read from and update items in an external SharePoint list and store the results in a

workflow variable. The external site must have the Bamboo MashPoint REST Extensions installed, at which point the site is accessible as a REST

service.

Note: Workflow Conductor widgets can access items in any site collection in the current Web application. Use the Access SP via REST widget

only if you need access to items in other Web applications or other SharePoint farms.

URL References

Access SP via REST

SharePoint 2007 Users: The Bamboo MashPoint REST Extensions installation package is available in the Workflow Conductor for SharePoint

2007 Setup application. To install the MashPoint REST Extensions, click on it in the Components list, and then click the Install button. Follow

the installation instructions. After the MashPoint REST Extensions are installed, you can connect to the server using the Access SP via REST

widget. For detailed installation instructions, refer to the section Installing the Product, or read the Bamboo Knowledge Base article KB.12582 -

HOWTO: Install the Bamboo MashPoint REST Extensions.

SharePoint 2010 Users: The MashPoint REST Extensions are available for SharePoint 2010, but are no longer included in the Workflow

Conductor Setup package. The Access SP via REST widget is disabled by default in Workflow Conductor for SharePoint 2010. For instructions to

download and install the MashPoint REST Extensions and enable the Access SP via REST widget in Workflow Conductor, read the Bamboo

Knowledge Base article KB.12582 - HOWTO: Install the Bamboo MashPoint REST Extensions. Note: The Access SP via REST widget connects to

Bamboo MashPoint REST services only. Connection to SharePoint 2010 REST services is not currently supported.

Widget Limitation: The MashPoint REST Extensions do not support FBA accounts.

Widget Properties:

REST Service Method (Required): Click the button to define the connection properties and action to be taken on the external SharePoint

list:

� REST URL: Enter the URL of an external SharePoint site where the MashPoint REST Extensions are installed. For example:

http://server/mashpoint/1/

� Username/Password/Domain: By default, the widget will use the credentials of the workflow initiator to access the external SharePoint

site. If this is the desired behavior of your workflow, leave these fields blank. Otherwise, you can enter specific login information for the

widget to use to connect to the site. Any login information you enter is stored with the widget and used any time the workflow runs.

� Lists: After you enter a REST URL, click the Get List button to retrieve a set of available lists from the external SharePoint server. Select a

list for the widget to use.

� Action: Available REST actions include:

� Get: This action returns a single field value from the selected list. Select the list field to get, and then select criteria to use to find the

item in the list by choosing a field and providing a criteria value in the Equals box. The value can be explicitly defined or it can be

defined using a lookup. For example: Get Field Where Field Equals Value

� Add: This action creates a new item in the selected list. Select a field, provide the desired value for the field, and then click Add. Do

this for each field in the external SharePoint list for which you want to provide a value. Any values you provide can be explicitly

defined or can be defined using a lookup.

� Update: This action updates one or more fields in a single item in the selected list. Select a field in the external SharePoint list that

you want to update and provide a new value for the field. Do this for each field in the item that you want to update. Any value you

provide can be explicitly defined or can be defined using a lookup. You must also select criteria to use to find the item in the list to be

updated by choosing a field and providing a criteria value in the Equals box. For example: Update Field(s) to NewValue(s) Where

Field Equals Value

� Delete: This action deletes a single item from an external SharePoint list. Select criteria to use to find the item in the list to delete by

choosing a field and providing a criteria value in the Equals box. The value can be explicitly defined or it can be defined using a

lookup. For example: Delete Where Field Equals Value

Variable Set To (Required): Select a workflow variable with a Text data type to store the results from the REST call. Create variables in the

Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list.

Click Apply to save the widget settings.

Add an Item to an External SharePoint Site

In this example, an Access SP via REST widget is configured to allow a user to add an item in a local SharePoint calendar list to a SharePoint

calendar list called "Corporate Events Calendar" in an external site.

Note: Remember that workflows run in the security context of the workflow initiator, not the designer. The user running the workflow must have

permission to add items to the external list, unless the designer entered a specific Username and Password with the widget.

Example

Note: This widget is currently available in Workflow Conductor 2.0 for SharePoint 2010 only.

The Add Column widget adds an existing site column to a SharePoint list or library. Site columns can be added to any list in any site collection in

the Web application. The widget includes the following features and options:

� Automatically add the new column to all content types configured for the list or library.

� Add the new column to the default list view.

� Add columns to lists and libraries in other site collections.

� Run this widget with alternate credentials.

Add Column

The Add User To AD Group widget adds one or more existing SharePoint or Active Directory users to an existing Active Directory group.

This widget uses the Active Directory Settings property in the Workflow Conductor Control Panel > General Settings page. These

settings provide a list of pre-configured LDAP paths that can be used in the widget and determine if Conductor Studio designers can enter their

own LDAP paths. See the General Settings page for more information.

Note: This widget accesses Active Directory with the permission of the user account configured with the LDAP path selected in the widget.

Widget Properties:

User (Required): Enter one or more users to add to an Active Directory group, using one of the following methods:

� Type a SharePoint or Active Directory display name or account name for one or more users and click the Check User icon ( ). Separate

multiple users with a semicolon (;).

� Click the Lookup User icon ( ) to search for a SharePoint or Active Directory user in the User Lookup form.

� Enter a lookup to user data using the Add Lookup button ( ) in the User Lookup form.

Group (Required): Click the Lookup AD Group icon ( ) to search for an Active Directory group:

� Select LDAP Path: Select an LDAP path and click the Get Groups button to list available Active Directory groups.

� If there are pre-defined LDAP paths configured in the Workflow Conductor Control Panel > General Settings page, they will be listed

here. Select an LDAP path from the list to search for groups in one of the pre-configured Active Directory locations.

� If the option to Allow custom LDAP paths in widgets is selected in the Workflow Conductor Control Panel > General Settings page,

you can also select Other LDAP Path and enter an LDAP path and a user name and password with permission to manage groups in

that Active Directory location. Click the Get Groups button to load a list of available groups.

� Group Name: Select a group from the list and click OK.


Add Column Widget

Add User To AD Group

The Add User to AD Group widget below is configured to add a new employee to a group "Conductor". In this example, the workflow designer

has permission to enter custom LDAP paths in Active Directory widgets. This setting is configured in the Active Directory Settings section of the

Workflow Conductor Control Panel > General Settings page.

The Add User To SharePoint Group widget adds one or more existing SharePoint or Active Directory users to an existing SharePoint group in the

current site collection.

Note: To update membership to a SharePoint group, a user must be a site collection administrator or the owner of the group. If the option to

allow group members to edit group membership is selected in the group properties, any group member may also update the group. If it is

possible that the workflow initiator will not have this permission, use the Run As property to run the widget as another user with the required

permission.

This widget can run with alternate credentials!

Widget Properties:

User (Required): Enter one or more users to add to the SharePoint group, using one of the following methods:





Group (Required): Enter an existing SharePoint group in the current site collection using one of the following methods:

� Type a SharePoint group name and click the Check Group icon ( ).

� Click the Lookup SharePoint Group icon ( ) to search for a SharePoint group.

� Enter a lookup to group data using the Add Lookup icon ( ).

Run As: This widget can run with the permissions of the workflow initiator, the workflow designer, or another user. Select the option in the Run

As property that best matches your requirement. For more information, see the General Widget Properties section.

Example

Add User To SharePoint Group


In this example, the Add User to SharePoint Group widget is configured to add a user to the SharePoint Designers group as part of a workflow

that performs a number of activities when a user is assigned an administrative role in the company.

The Calculate widget accepts Excel-style functions and stores the results in a workflow variable. Function parameters can include lookups, and

functions can be nested to perform multiple operations.

This widget can access items in other site collections!

Widget Properties:

Formula (Required): Click the button to enter a formula:

� Create Formula: Enter a formula in the formula box. For a list of available functions and usage information, click the Help ( ) button.

� Add Lookup: To insert a lookup in a function, click the Add Lookup button.

Save to Variable (Required): Select a workflow variable with a Text data type to store the results from the calculation. Create variables in

the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list.


For additional information about the Calculate widget, see the following Bamboo Knowledge Base articles:

� KB.12549 - Working with dates in the Workflow Conductor Calculate Widget

� KB.12551 - Using the Calculate Widget DAYS360 function

Calculate a Due Date

In the following example, a Calculate widget formula calculates a date 10 days from today to use as a task Due Date.

Note: The Calculate widget uses Microsoft Excel-style date functions, which calculate dates as a number of days after January 1, 1900.

SharePoint does not understand this serial number format. Use the Text function to format serial numbers as dates, and the DateValue

function to convert SharePoint dates to serial numbers, as shown in the example below. For help on Calculate widget functions, click the

icon.

Example

Calculate

Example

The Call Web Service widget allows a workflow to call a SOAP Web service and store the XML response from the service in a workflow variable.

You can also use this widget to create custom calls to SOAP Web services. Note: This feature is intended for advanced users who fully

understand and have permission to edit the target Web service.

Widget Properties:

Web Service Method (Required): This property opens a form that allows you to define the connection and properties for the Web service. The

properties below can be defined on this form:

� URL: Enter the URL of a SOAP Web service.

� Username/Password: If the SOAP Web service requires a login to access any or all methods, enter it here. Any login information you

enter is stored with the widget and used any time the workflow runs.

� Web Service Method: After you enter a URL, click the Get Methods button to retrieve a list of methods the Web service supports. Select

a method for the widget to use.

� Services: Select Call SOAP Service to request data using available methods published by the Web service, or select Edit SOAP Service

to build your own XML request to submit to the Web service.

� Call SOAP Service: A list of parameters required by the Web service is displayed. Enter any required values, either explicitly or by using a

lookup. You can test the XML response for explicit values by clicking the Test button at the bottom of the form.

Note: The Test function will not work for lookup values, since lookups are performed only when the workflow runs.

� Edit SOAP Service: Enter a Content type, SOAP Action, and XML SOAP Request to send to the Web service. The SOAP Action you

enter may override any Web Service Method you selected.

� Filter Result XML Tags: By default, the widget returns the entire XML response from the Web service. If you want to return only a specific

tag within the response, enter a tag or list of tags in this field. If you enter a list of tags, the contents of the last tag in the list is returned.

See the example section below for screenshots of this property in action.

Save To Variable (Required): Select a workflow variable with a Text data type to store the results from the Web service call. Create variables

in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list.


Calling a SOAP Service

Here is an example of the Web Service widget properties form configured to use the Call SOAP Service option for a simple Web service that

converts Fahrenheit to Celsius. Note that in this example, the Filter Result XML Tags option is used to return only the actual Celsius value.

Call Web Service

Examples

Editing a SOAP Service

Here is an example of the Web Service widget properties form configured to use the Edit Service option to customize a request to the same Web

service. In the first screenshot, the full XML response is shown. In the second, the result after applying the Filter Result XML Tags option is

shown.

The Check In widget checks an item into a library, with options to increment versions and add version comments.

Note: The item must be currently checked out to the workflow initiator, or the workflow initiator must have the SharePoint Override Check

Out permission to check in items checked out to other users. If it is possible that the workflow initiator will not have this permission, use the

Run As property to run the widget as another user with the required permission.



Widget Properties:

Item (Required): By default, the Current Item is checked in. Click the button to open the Item Lookup form where you can select an item to

check in:

� Source:

� Select Current Item (the default) to check in the item the workflow was started on.

� Select External List Lookup to check in an item to another library in the site, site collection, or another site in another site

collection:

� To check the item in to a list in the current site, select a list in the List box. To check in an item to a list in another site or site

collection, make the desired selections in the Site Collection and Site boxes and then select a library from the List of available

libraries.

� To identify the item in the library that you want to check in, select a Lookup Field and enter a match criteria in the Equals

box, either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the criteria, the

first item returned is checked in.

Version Comments: Add Version Comments for the document by typing text in the property field or by clicking the button to open the text

editor. Add lookups to the Version Comments using the Add Lookup button ( ) in the text editor.

Version Type: Select a version type that matches the library Versioning settings, configured in Settings > Library Settings > Versioning

settings.

� Major: Creates a major version of the document (e.g., 2.0), if the library Versioning settings are set to Create major versions.

� Minor: Creates a minor version of the document (e.g., 2.1), if the library Versioning settings are set to Create major and minor

(draft) versions.

� Overwrite: Overwrites the current version of the document, keeping the same version number. This option works with any Versioning

setting, including No versioning.




Check In a Major Version of a Document

The Check In widget below is configured to check in a major version of the current item to a document library configured for versioning.

Check In

Example

The Check Out widget checks out an item in a library.



Widget Properties:

Item (Required): By default, the Current Item is checked out. Click the button to open the Item Lookup form where you can select an item

to check out:

� Source:

� Select Current Item (the default) to check out the item the workflow was started on.

� Select External List Lookup to check out an item in another library in the site, site collection, or another site in another site

collection:

� To check out an item in another library in the current site, select a library in the List box. To check out an item in a library in

another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a library from

the List of available libraries.

� To identify the item in the library that you want to check out, select a Lookup Field and enter a match criteria in the Equals

box, either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the criteria, the

first item returned is checked out.




Check Out Current Item

Check Out

Example

When you drop a Check Out widget to the Studio diagram, it is already pre-configured to check out the current item, as shown here:

The Collect Data From User widget creates a task to collect data from a user during the workflow using a task form. Unlike a workflow

initialization form, which can only collect data from the user when the workflow starts, Collect Data From User can collect data at any point

during the workflow. The workflow is paused until the task is completed.

The task form can be a custom form created using the widget, or the task can use an existing form created in an earlier workflow. The ID of the

task created by the widget is saved to a workflow variable so fields in the task form can be referenced later in the workflow.

Collect Data From User tasks are created in the default workflow task list configured in the Workflow Conductor Control Panel General Settings

page. Choose a different task list by changing the workflow options.

Widget Limitation: To edit the field list in a Collect Data From User task form in a workflow template that has been deployed, you must

give the task form a different name.

Widget Properties:

User (Required): Enter a single SharePoint or Active Directory user or SharePoint group to assign the task to, using one of the following

methods:

� Type a display name or account name for a SharePoint or Active Directory user or SharePoint group* and click the Check User icon ( ).

� Click the Lookup User icon ( ) to search for a SharePoint or Active Directory user or SharePoint group* in the User Lookup form.


* Note: Groups will be expanded to send a task notification e-mail to each user in the group. A single task is created for the group. The task is

marked Completed when any member of the group submits the task form.

Form (Required): Click the button to create or select a task form:

� Select Create New Form (the default) in the Form Type list to create a new task form.

Note: Once you create a Collect Data From User task form for a workflow and deploy that workflow, the task form is available for use in

future workflows created in the same site collection.

� Enter a name for the form in the Form Name box.

� Click Add Field to add a new field to the task form.

� Click the edit icon ( ) to modify the settings for an existing field.

� Click the delete icon ( ) to delete an existing field from the task form.

� Select Use Existing Workflow Conductor Form in the Form Type list to select an existing task form. Then, select an existing form from

the Workflow Conductor Forms list. Existing forms are Collect Data From User task forms created in previous workflows in the same site

collection.

Send Email: Select an option to determine if the widget will send task notification e-mails to the user assigned to the task. Task notification e-

mails are customizable with global e-mail templates.

� Select Yes to send an e-mail to task recipients when the task is assigned and to workflow initiators when the task is completed.

� Select No to assign the task without sending an e-mail.

Task Name: Enter a custom task name for the task (e.g., "Enter new employee information"). This task name is how the task is displayed in

SharePoint task lists. If you do not enter a Task Name, a default name of "Please Review ItemName" is assigned when the widget runs.

Task Description: Enter an optional custom task description for the task (e.g., “Please enter new employee information to continue with the

employee intake process.”).

Days Until Due: Enter the number of days until the task is due. You can enter a specific number or use a lookup. The number of days is added

to the current date at the time the widget is run to determine the Due Date for the task. The calculated task Due Date is included in the task

Collect Data From User

notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date will be

empty.

Due Date: Enter a Due Date for the task. You can enter a specific date using the calendar control or use a lookup. Unlike the Days Until Due

property, this property sets a specific Due Date for the task. This is useful in situations where a particular deadline must be met. The task Due

Date is included in the task notification e-mail. If you do not enter a Due Date, the value in the Days Until Due property will be used, if there is

one, or the task Due Date will be empty.

Note: If both the Due Date and Days Until Due properties are defined, the task Due Date field will be set to the earlier of the two dates.

If neither is defined, the task Due Date field will be blank.

Allow Reassignment:

� Select Yes to allow assigned users to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed

at the bottom of the task form. See the Reassign Task section for more details about this option.

� Select No if you do not want assigned users to be able to delegate the task to another user.

Save ID To: Select a workflow variable with a Number data type to store the data collection task ID. Create variables in the Workflow Settings

tab in the settings pane, or click the Create new variable link next to the variable list. You can use this ID with an External Lookup to access

fields in the task form later in the workflow, as shown here:


The Compare widget compares two or more values and stores the result (True or False) in a workflow variable.


Widget Limitations:

� When entering a compare condition to match values in SharePoint Person or Group or Choice columns configured to allow multiple values,

enter the matching value in the format listed below:

� Person or Group columns: User1;User2 (Note: There is no space after the semicolon for the match condition, even though

SharePoint displays one in the actual column value.)

� Choice columns: Value1, Value2 (Note: The space after the comma is required.)

The values must be listed in the same order as they appear in the SharePoint column. For example: If the condition is listed as

User1;User2 or Value1, Value2, SharePoint column values entered as User2; User1 or Value2, Value1 will not match.

Widget Properties:

Compare Item (Required): Click the button to define the comparison values and criteria:

� Value 1/Value 2: Enter two values to compare. You can enter values explicitly or define them using lookups.

� Operator: Select from the list of available comparison operators. Available operators will vary depending on the field types being

compared:

� is equal to

� is not equal to

� is greater than

� is less than

� is greater than or equal to

� is less than or equal to

Compare

� begins with

� contains

Save to Variable (Required): Select a workflow variable with a Boolean data type to store the comparison results. The variable will be set to

True or False. Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable

list.


Compare to Another List

In this example, a customer service group wants to use a workflow to set a Phone Survey field in a trouble ticket list to True when a ticket is

created if a customer has purchased a support contract. To do this, a Compare widget checks the Support Level field for the customer in a

Customers list and stores the result in a workflow variable. An Update Item widget then updates the Phone Survey field to the new value of the

workflow variable.

The Complete Task widget sets the value of a selected task’s Status field to Completed.



Widget Properties:

Task to Mark "Completed" (Required): Click the button to select a target Task List and task:

� Task List: To complete a task in a task list in the current site, select a Task List that contains the task you want to mark Completed. The

Current Task List option selects the default Task List configured in the Workflow Conductor Control Panel. To complete a task in another

site or site collection, make the desired selections in the Site Collection and Site boxes and then select a Task List.

� Lookup Field/Equals: To identify the item in the list that you want to update, select a Lookup Field and enter a match criteria in the

Equals box, either by typing one or by adding a lookup using the Add Lookup ( ) icon. If more than one item is matched, the first item

returned is updated.




Example

Complete Task

Completing a Task Created in the Same Workflow

The following example shows a Complete Task widget configured to complete a task that was created earlier in the workflow. The task is

identified using the workflow variable the task ID was saved to by the Create Task widget.

The Conditional Branch widget branches the workflow based on the status of up to two conditions. If the conditions are met, the workflow

follows the True path. If not, the workflow follows the False path. If more than two conditions are required, Conditional Branch widgets can be

nested.

Drop other widgets in each branch to take different actions for True or False conditions.


Widget Limitations:

� When entering a condition to match values in SharePoint Person or Group or Choice columns configured to allow multiple values, enter

the matching value in the format listed below:






Widget Properties:

Condition (Required): Click to open the Condition Builder form.

� Condition: Choose from a set of pre-defined conditions or compare two data sources using a set of logical operators:

� Current item was created between these dates: Checks whether an item was created within a date range. Specify start and end

dates or define dates using lookups.

� Current item was modified between these dates: Checks whether an item was last modified within a date range. Specify start

and end dates or define dates using lookups.

� Current item was created by this user: Checks whether an item was created by a specific user. Type a user account and click the

Check User icon ( ), click the Lookup User icon ( ) to search for a user in the User Lookup form, or enter a lookup to a user using

the Add Lookup button ( ) in the User Lookup form.

Example

Conditional Branch

� Current item was modified by this user: Checks whether an item was last modified by a specific user. Type a user account and

click the Check User icon, click the Lookup User icon to search for a user, or enter a lookup to a user using the Add Lookup button in

the Lookup User form.

� Current item has these keywords in the title: Checks whether the Title of the current item contains a particular text string (case

insensitive). Enter a specific string or define one using a lookup.

� If two date ranges overlap: Checks whether the two specified date ranges overlap or do not overlap. Enter dates explicitly or using

lookups.

� Compare these data sources: Compares two values using a logical operator. Enter values explicitly or, more commonly, define

them using lookups. See the examples below for a data source comparison using lookups. The following logical operators are

available:

� Equals

� Does Not Equal

� Is Greater Than

� Is Less Than

� Contains

� Does Not Contain

� Is Empty

� Is Not Empty

� Starts With

� Does Not Start With

� Ends With

� Does Not End With

� Add Another Condition: Click this link to add another condition to the Condition Builder. Conditions can be joined using AND or OR. Once

a second condition is added, remove it by clicking the Remove Condition link.


Check a Field in the Current Item

In this example, the Condition Builder is configured to check if an expense report saved to a Forms Library has a Total greater than $1,000. For

a complete workflow example using this condition, see the Bamboo Team Blog post Workflow Conductor Use Case: Expense Report Approval.

Checking Two Conditions

Here, the Conditional Branch widget will follow the True branch if the item has never been modified (the Created date equals the Modified date),

AND if it was created between two dates, which are specified in workflow initialization form variables.

Examples

The Copy Item widget copies a list or library item from one list or library to another. Any fields that exist in both the source and target lists are

copied.



Widget Limitation: The source and target list types must match or the Copy Item widget will fail. The source and target column types must

match or that column will not be copied.

Widget Properties:

Source Item (Required): Click the button to select an item to copy.

� Select source item:

� To copy the current item, select Current Item (the default).

� To copy a different item in the current list or an item in another list, site, or site collection, select External List Lookup and make

the desired selections in the Site Collection, Site, and List boxes. To identify the item in the list that you want to copy, select a

Lookup Field and enter a match criteria in the Equals box, either by typing one or by adding a lookup using the Add Lookup ( )

icon. If more than one item is matched, the first item returned is selected as the source item to copy.

Target List (Required): Click to select a target list or library to copy the source item to.

� Select target item:

� To create a copy of the item in the current list, select Current List.

� To copy the item to a different list in the current site or to a list in another site or site collection, select Other List and make the

desired selections in the Site Collection, Site, and List boxes.

� To copy the item to a list name contained in a workflow variable, select Workflow Variables.

� Overwrite existing items: To overwrite an item with the same Name in the target library, check the Overwrite existing items

checkbox. Note: This option is only available for document libraries.




Copy Item From One Document Library to Another

Below is an example of the Copy Item widget used as part of a more complex workflow. Copy Item is used here to copy a document that was

approved using a Request Approval widget from a draft document library to a document library for published documents.

Copy Item

Example

The Create AD Account widget creates an Active Directory user account in the LDAP path selected in the widget properties. The widget has the

option to generate a random password, which is saved to a workflow variable.

Create AD Account


settings provide a list of pre-configured LDAP paths that can be used in the widget, determine if Conductor Studio designers can enter their own

LDAP paths, and set default account policies for new accounts. See the General Settings page for more information.


Widget Properties:

New Account Details (Required): Click the button to specify the Active Directory LDAP path and account information for the new user:

� LDAP Path:


here. Select an LDAP path from the list to create a user account in one of the pre-configured Active Directory locations.


you can also select Other LDAP Path and enter an LDAP path and a user name and password with permission to create user

accounts in that Active Directory location. See the General Settings page for LDAP path examples.

� New Account Details:

� Complete required and optional Active Directory account properties. Properties can be entered by typing values directly or by entering

a lookup using the Add Lookup icon ( ).

� The Auto Generated Password option is selected by default for new user accounts. This option generates a random password,

which is stored in the variable selected on the main Widget Properties pane. The password will follow these rules:

� Password length will meet or exceed Active Directory password length requirements, with a minimum length of 8 characters.

� Password strength will include a random set of lowercase, uppercase, numbers, and symbols (`~!@#$%^&*()-_=+[]{}

\\|;:'\",<.>/?).

To specify a password, uncheck the Auto Generated Password option and type a password that meets or exceeds Active Directory

policy.

Save Password to Variable (Required): Select a workflow variable with a Text data type to store the auto-generated or manually-entered

account password. Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable

list. The password variable can be used later in your workflow to reference the password you just assigned.


In the example below, a Create AD Account widget is configured to create a new Active Directory account for an employee in a SharePoint list

called "Employees". In this example, the Active Directory path for the account, "Domain Root", was selected from a list of LDAP paths that were

configured in the Active Directory Settings section of the Workflow Conductor Control Panel > General Settings page. The password in this

example is auto-generated, and is saved to a variable called password. This allows the password to be e-mailed to the workflow initiator later

in the workflow by including the workflow variable in the Body property of a Send Email widget.

Example


The Create AD Group widget creates an Active Directory security or distribution group in a specified Active Directory location. The widget has the

following features and options:

� Create a group in a pre-configured LDAP path or enter a custom LDAP path (if allowed).

� Group names and other group properties can be entered using text, lookups, or workflow variables.

� Create security or distribution groups.

� Create groups with Domain Local, Global, or Universal scope.

� Store the group name in a workflow variable for use later in the workflow.

� This widget runs with the permissions of the user configured with the LDAP path.

The Create Item widget adds a new item to a list or library with field values defined in the widget properties.



Widget Properties:

Item (Required): Click the button to select properties for the new item:

� Site Collection/Site/List Target: To create an item in a list in the current site, select a list in the List Target box. To create an item in a

list in another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a List Target.

� Item Fields:

� Available fields in the list or library are added to the form when you select a List Target. Required list fields (marked with a red

asterisk [*]) are automatically selected.

� To specify a value for a field, check the box in front of the field name and enter a value using one of the following methods:

Create AD Group

Create AD Group Widget

Create Item

� Choose a field value (for Choice and Yes/No fields)

� Enter text in the field text box

� Add a lookup using the Add Lookup icon ( )

� To remove a field from the list of fields to populate, uncheck the checkbox in front of the field name.

� Use Record Variable: If you want to create an item using data from a Record variable instead of specifying values for each field,

check the Use Record Variable box and select an available Record variable. Important notes about Record variables:

� Record variables contain a single record (row) from the results of a Query Database widget.

� Columns in the list will be populated with data from the record field with the same name. If your database field names do not

match SharePoint column names, use SELECT field AS column.

� If a column in the list has no matching field in the record, it will be skipped. If the column has a default value configured in

SharePoint, the column will be populated with that default value.

� If a field in the record has no matching column in the list, it will be skipped.

� If the required SharePoint column Title or Name has no matching field in the record, it will be populated with data from the

first field in the record.

� If other required columns in the list have no matching fields in the record, they will be left blank in the list.

� Overwrite an existing item: Check this box to overwrite an item with the same Name, if one exists in the List Target. This option is

available only for libraries.

Save Item ID to Variable (Required): Select a workflow variable with a Text data type to store the new item ID. Create variables in the

Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list. The item ID variable can be used

later in your workflow to reference the item you just created.




Add a New Announcement

The Create Item widget below adds a new Announcement to the HR web site's Announcements list every time a new document is added to the

Employee Policy document library.

Note: For more information about how to configure a workflow to start automatically when an item is added to a list or library, see the Workflow

Settings section.

The Create List widget creates a new list or library in the current site, another site in the current site collection, or in a site in another site

collection. The list or library is created using the default SharePoint options for columns and list settings, except where noted in the widget

properties.



Widget Properties:

Example

Create List

Site (Required): Click the button to select a site for the new list:

� Select Current Site to create a list in the current site.

� Select Other Site in Site Collection to create a list in another site in the current site collection or in another site collection.

� Select Workflow Variables to create a list in a site named in a workflow variable, selected from the Variable Containing Site Name list.

If you are creating a list in the current site collection, the variable must contain the sitename portion of the site URL (e.g.,

http://myserver/sales). If you are creating a list in another site collection, the variable must contain the full URL of the site (e.g.,

http://myserver/sitecoll/site).

Title (Required): Enter a Title for the new list by typing text in the property field or by clicking the button to open the text editor. Add

lookups to the Title using the Add Lookup button ( ) in the text editor.

List Description: Enter a List Description for the new list by typing text in the property field or by clicking the button to open the text

editor. Add lookups to the List Description using the Add Lookup button in the text editor.

List Type: Choose the type of list to create from the List Type list. See below for available list types.

Add to Quick Launch: Select Yes to add the site to the Quick Launch.




Supported List Types:

The following list types can be created by the Create List widget:

� Announcements

� Calendar

� Contacts

� Custom List

� Custom List in Datasheet View

� Discussion Board

� Document Library

� Form Library

� Issue Tracking

� Links

� Picture Library

� Survey

� Tasks

Create a List in the Current Site

This example shows a Create List widget configured to create a Discussion Board in the current site to discuss content for a new version of a

document as part of a feedback workflow. The list Title and Description contain lookups to the Title and Version of the current item.

Examples

Create a List in Another Site

Here, the same widget is configured to create the list in a Document Workspace site instead of the current site.

The Create SharePoint Group widget creates a SharePoint group for any site in any site collection in the current Web application.

Note: Creating a SharePoint group requires the Create Groups site permission in SharePoint. If it is possible that the workflow initiator will not

have this permission, use the Run As property to run the widget as another user with the required permission.


Create SharePoint Group

Widget Properties:

Group Settings (Required): Click the button to specify the configuration settings for the new SharePoint group:

� Site Collection and Site (Required): Select the site collection and site where the group will be created.

� Name (Required): Type a name for the new group or enter a lookup to a name using the Add Lookup icon ( ).

� About Me: Enter a description for the group or enter a lookup to a description using the Add Lookup icon.

� Group Owner (Required): A group owner manages group membership and group settings. Enter a user or group who will be the owner

for the new group using one of the following methods:

� Type a SharePoint or Active Directory display name or account name for a user or group and click the Check User icon ( ).

� Click the Lookup User icon ( ) to search for a SharePoint or Active Directory user or group in the User Lookup form.

� Enter a lookup to user or group data using the Add Lookup button ( ) in the User Lookup form.

� Group Permissions: Choose the permissions that users who belong to the new group will have on the site. If you do not choose any

permissions, the group will be created but will have no access to the site.





The Create Site widget creates a new SharePoint site. Sites can be created in any site collection in the Web application. The widget includes the

following options and features:

� Provides all the same options as creating a site from the SharePoint Site Actions menu.

� Choose from any built-in or custom site template.

� Save the new URL of the site to a workflow variable to use later in the workflow.

� Create sites in other site collections.


Create Site

The Create Task widget creates a new task in a selected task list with values for standard task fields set directly in the Widget Properties pane.

Note: If you need to define additional fields or set Priority or Status values other than the ones provided in the Create Task widget, consider the

Create Item widget instead.



Widget Properties:

Task List (Required): By default, the task will be created in the Default Task List configured in Central Administration > Workflow Conductor

Control Panel > General Settings. To select a different Task List for the new task in the site, site collection, or another site in another site collection, click the button and make selections in the Site Collection, Site, and List boxes.

Title (Required): Enter a Title for the task by typing text in the property field or by clicking the button to open the text editor. Add lookups

to the Title using the Add Lookup button ( ) in the text editor.

Priority: Select a Priority for the task. Available choices are:

� (1) High

� (2) Normal (default)

� (3) Low

Status: Select an initial Status for the task. Available choices are:

� Not Started (default)

� In Progress

Create Site Widget

Create Task

� Completed

� Deferred

� Waiting on someone else

Percent Complete: Enter a number between 0 and 100 to set an initial Percent Complete, either by typing a number or by adding a lookup to

a number using the Add Lookup icon ( ).

Assigned To: Enter a user to assign the task to using one of the following methods:

� Type a display name or account name for a SharePoint or Active Directory user or SharePoint group and click the Check User icon ( ).

� Click the Lookup User icon ( ) to search for a SharePoint or Active Directory user or SharePoint group in the User Lookup form.

� Enter a lookup to user or group data using the Add Lookup button in the User Lookup form.

Task Description: Enter a Task Description for the task by typing text in the property field or by clicking the button to open the text

editor. Add lookups to the Task Description using the Add Lookup button in the text editor.

Start Date: Define a Start Date for the task using one of the following methods:

� Type a date directly in the text box.

� Select a date or date/time using the Calendar icon ( ).

� Add a lookup to a date or date/time value using the Add Lookup icon ( ).

Due Date: Define a Due Date for the task using one of the methods described in the Start Date property above.

Note: The Start Date and Due Date fields in a default SharePoint Task have a Date Only display format, and any specific time you enter for

them is stored with the field but is not displayed in the Task list. Dates entered in the Widget Properties without a time will be stored in

SharePoint with a time of 12:00 AM. If the SharePoint field is later changed to a Date and Time display format, the time stored with the field

will be displayed.

Save ID To: Select a workflow variable with a Text data type to store the new task ID. Create variables in the Workflow Settings tab in the

settings pane, or click the Create new variable link next to the variable list. The task ID variable can be used later in your workflow to

reference the item you just created.




Creating a Task in a Project Task List

In this example, a workflow creates a series of tasks in a Project Tasks list when a new entry is added to a project tracking list. The screenshot

below shows a Create Task widget configured for one of the tasks created by the workflow.

Example

Delay For

The Delay For widget pauses a workflow until a specified amount of time has elapsed.

Note: Workflow processing is dependent on the SharePoint Timer Service, which evaluates workflow status every 5 minutes. The workflow will

resume at the next timer interval after the specified amount of time has elapsed.

Widget Properties:

Days: Enter a number of days to pause the workflow. You can type a number or enter a lookup to a number using the Add Lookup icon ( ).

Hours: Enter a number of hours to pause the workflow. You can type a number or enter a lookup to a number using the Add Lookup icon.

Minutes: Enter a number of hours to pause the workflow. You can type a number or enter a lookup to a number using the Add Lookup icon.

Note: The Days/Hours/Minutes properties can be used in combination. For example: to pause a workflow for 1 hour and 15 minutes, enter 1 in

the Hours property and 15 in the Minutes property. If none of the Days/Hours/Minutes properties are filled in, the workflow will pause until the

next Timer Service interval (up to 5 minutes).


Pause Workflow for 1 Day

The Delay Until widget below is configured to pause the workflow for 1 day to allow a user time to complete another part of the business

process.

The Delay Until widget pauses the workflow until a specified date and time is reached.

Note: Workflow processing is dependent on the SharePoint Timer Service, which evaluates workflow status every 5 minutes. The workflow will

resume at the next timer interval after the specified date/time.

Widget Properties:

Delay Until (Required): Enter a date and time the workflow should resume using one of the following methods:

� Type a date and time directly in the text box. If no time is specified, the workflow will resume at 12:00 AM on the date provided.

� Select a date and time using the Calendar icon ( ).

� Add a lookup to a date or date/time value using the Add Lookup icon ( ). If the lookup value does not include a time, the workflow will

resume at 12:00 AM on the date provided.


Delay Until Based on Another Date/Time Field

The Delay Until widget below pauses a workflow until the date and time specified in another SharePoint field is reached.

Example

Delay Until

Example

The Delete Item widget deletes an item from a list or library.



Widget Properties:

Item (Required): Click the button to select an item to delete:

� Source:

� Select Current Item to delete the current item.

� Select External List Lookup to delete an item to another library in the site, site collection, or another site in another site collection:

� To delete an item from a list in the current site, select a list in the List box. To delete an item from a list in another site or site

collection, make the desired selections in the Site Collection and Site boxes and then select a list from the List of available

lists and libraries.

� To identify the item in the library that you want to delete, select a Lookup Field and enter a match criteria in the Equals box,

either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the criteria, the first

item returned is deleted.




Delete the Current Item

The following example shows the Delete Item widget configured to delete the current item as part of a workflow that archives an item in an

Issues list to another location when it is marked Closed.

Delete Item

Example

Delete List

The Delete List widget deletes an entire list or library from the current site.



Widget Properties:

List (Required): Click the button to select a list or library to delete:

� Source:

� Select Current List to delete the current list or library.

� Select Other List and make selections in the Site Collection, Site, and List boxes to delete another list in the site, site collection, or

another list in another site collection.

� Select Workflow Variables to delete a list in a site named in a workflow variable, selected from the Variable Containing Site

Name list. If you are deleting a list from the current site collection, the variable must contain the sitename portion of the site URL

(e.g., http://myserver/sales). If you are deleting a list from another site collection, the variable must contain the full URL of the site

(e.g., http://myserver/sitecoll/site).




Delete List Named in Workflow Variable

The example below shows a Delete List widget configured to delete a list that was created during the same workflow with a Title stored in a

workflow variable:


The Delete Site widget permanently deletes a SharePoint site from the site collection. The widget includes the following options and features:

� Choose to delete a site in the existing site list or specify a site URL with a lookup or workflow variable.

� Delete sites in other site collections.


Example

Delete Site

The Disable AD Account widget disables an Active Directory user account.


settings provide a list of pre-configured LDAP paths that can be used in the widget and determines if Conductor Studio designers can enter their



Widget Properties:

LDAP Path (Required): Click the button to select the Active Directory LDAP path that contains the user account to disable:

� If there are pre-defined LDAP paths configured in the Workflow Conductor Control Panel > General Settings page, they will be listed here.

Select an LDAP path from the list to disable a user account in one of the pre-configured Active Directory locations.

� If the option to Allow custom LDAP paths in widgets is selected in the Workflow Conductor Control Panel > General Settings page, you

can also select Other LDAP Path and enter an LDAP path and a user name and password with permission to manage user accounts in that

Active Directory location. See the General Settings page for LDAP path examples.

User (Required): Enter an Active Directory user account to disable, using one of the following methods:

� Type a SharePoint or Active Directory display name or account name and click the Check User icon ( ).




The example below shows a Disable AD Account widget configured as part of an employee out-processing workflow. The workflow performs

various tasks when an employee leaves the company, including disabling the user account in Active Directory. In this case, the LDAP path

selected is from a list of LDAP paths configured in the Active Directory Settings section of the Workflow Conductor Control Panel > General

Settings page.

Delete Site Widget

Disable AD Account

Example

The Discard Check Out widget removes the "Checked Out" status from an item that is currently checked out and restores the previous version

number.

Note: To discard check out for items checked out to other users, the user configured in the Run As property must have the Override Check Out

permission.



Widget Properties:

Item (Required): By default, the Current Item's "Checked Out" status is discarded. To discard check out on a different item, click the

button.

� Source:

� Select Current Item (the default) to discard check out for the item the workflow was started on.

� Select External List Lookup to discard check out for an item in another library in the site, site collection, or another site in another

site collection:

� To discard check out for an item in a list in the current site, select a list in the List box. To discard check out for an item in a list

in another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a library

from the List of available libraries.

� To identify the item in the library that you want to discard check out for, select a Lookup Field and enter a match criteria in the

Equals box, either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the

criteria, check out is discard for the first item returned.




Discard Check Out for Current Item

When you drop a Discard Check Out widget to the Studio diagram, it is already pre-configured to discard check out for the current item, as

shown here:

Discard Check Out

Example

The Echo Test widget is provided for troubleshooting purposes, and would not usually be used as part of a production workflow. The Echo Test

widget writes the current value of all workflow variables and any data entered in the other widget properties to the file

<drive>:\Windows\Temp\BambooSolutions\Conductor\EchoWidget\Bamboo.Conductor_Echo_%workflowinstanceID%.log. If there is an e-mail

address in the Email Trace To property, the widget will send the information contained in this file to the e-mail recipient.

Widget Properties:

Email Trace To: Enter a destination e-mail address for the Echo Test widget results using one of the following methods:



� Enter a lookup to e-mail address, user, or group* data using the Add Lookup button ( ) in the User Lookup form.

� Type an e-mail address ([email protected]).

* Note: Groups will be expanded to send an e-mail to each user in the group.

Other Properties: Values specified for any other property in this widget will simply be echoed in the e-mail body. The Text, Subject, Rich

Text, and Lookup Type properties all support lookups, and can be used to include current lookup values in the trace e-mail.

In the example below, the Echo Test widget is configured to send the current value of several lookups, along with the current value of any

workflow variables, to a trace recipient.

Echo Test

Example

The End Workflow widget stops the workflow with an optional message to the workflow history log. No further widgets will be executed. The

primary purpose of this widget is to end a workflow inside one branch of a branched widget, such as Conditional Branch, Request Approval, or

Request Feedback.

Note: This widget does not need to be added to the bottom of a workflow, since workflows will always end after the last widget runs.

End Workflow

Widget Properties:

History Log Message: Enter an optional message to be written to the workflow history when the workflow is stopped. The message can be

typed directly into the text field, or click the to add lookups.


End Workflow if Request Approval is Rejected

Here is an example of an End Workflow widget used inside a Request Approval widget to end the workflow if it follows the Rejected path:

The Get User Info widget retrieves a single SharePoint user profile property for a user and stores it in a workflow variable.

Notes for MOSS Users: This widget uses the MOSS User Profile Account property in the Workflow Conductor Control Panel > Account

Settings page. This setting specifies a user account that has the Manage User Profiles Shared Services right in Shared Services

Administration > Personalization services permissions. This account is used to access the SharePoint User Profile Properties list. Access to

specific user profile data is security trimmed at runtime based on the permission of the user account configured for the widget in the Run As

property.

Notes for WSS Users: The widget will retrieve profile data from the User Information List in the current site collection. Access to SharePoint

user profile data is security trimmed at runtime based on the permission of the user account configured for the widget in the Run As property.


Widget Properties:

User (Required): Enter a user, using one of the following methods:

Example

Get User Info

� Type a SharePoint or Active Directory display name or account name for the user and click the Check User icon ( ).



Property (Required): Click the button to select a User Profile property to retrieve:

� Property: Select a property name from the list.

� In a MOSS environment, the list of properties is from the User Profile Properties list in the SSP.

� In a WSS environment, the list of properties is from the User Information List in the current site collection.

� Save To: Select a workflow variable to save the Property value to. Only workflow variables that match the data type of the selected

property are listed. Create variables in the Workflow Settings tab in the settings pane.


As property that best matches your requirement. For more information, see the General Widget Properties section. Access to user profile data is

security trimmed based on the settings for this property.


The Log to History widget writes a custom message to the workflow history. Workflow history messages are shown on the workflow status page.

Read Viewing Workflow Status for more information.

Widget Properties:

Message: Enter text for the workflow history Description column by typing text in the property field or by clicking the button to open the

text editor. Add lookups to the Description text using the Add Lookup button ( ) in the text editor.

Outcome: Enter text for the workflow history Outcome column by typing text in the property field or by clicking the button to open the text

editor. Add lookups to the Outcome text using the Add Lookup button in the text editor.


Logging Workflow Outcome

The Log History widget below is configured to log the comments entered by participants in a Request Approval workflow, which were captured in

a workflow variable.

Example

Log to History

Example

The Query Database widget executes a single SELECT, INSERT, UPDATE, or DELETE SQL statement against a database. The results of SELECT

statements can be stored in a workflow variable. The widget supports SQL Server, Oracle, ODBC, and OLEDB connections.

Note: In the case of SELECT statements, the Query Database widget returns either a single value (field) or a single record (row). SQL

statements should be constructed with this in mind. If the query returns multiple fields or rows, the widget will only store the first row or the

first field from the first row of results, depending on the variable type selected for the results. See the Save To Variable property description

below for more information.

Widget Properties:

Connection Type (Required): Select the type of database connection to use. Available choices are SQL Server, ODBC, OLEDB, and Oracle.

Connection String (Required): For ODBC, OLEDB, and Oracle connection types, manually enter the connection string. For SQL Server connections, click the button to define the following additional properties:

� Server name: Enter the Server name for your SQL Server database.

� Authentication: Select Windows Authentication or SQL Server Authentication. Windows Authentication will use the login credentials

of the workflow initiator. SQL Server Authentication will use the Username and Password defined in the widget.

� Username/Password: To connect using SQL Server Authentication, enter a Username and Password.

� Database: Click the Get Database button to retrieve a list of databases on the specified server, and select the database you want to

query.

� Query: Enter a valid SQL statement. Any SQL statement you enter here will propagate to the Query String property in the main Widget

Properties form.

� Results: To test your database connection, enter a SQL statement in the Query box and click the Test button. For INSERT, UPDATE, or

DELETE statements, only the database connection string is tested. For SELECT statements, the query string is also tested, and a result

indicating success or failure is shown in the Results field. Statements containing lookups cannot be tested, since lookup values are not

determined until the workflow runs.

Note: You can also test ODBC, OLEDB, and Oracle connection types from this property form.

Query String (Required): Enter a single SQL statement to execute against the database. SELECT statements should be constructed to return a single field from a single row or a single record (row) of results. Click the button to include lookups in your statement.

Save To Variable: Select a workflow variable with a Text or Record data type to store the query results (applicable only for the results of a

SELECT statement). Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the

variable list.

Note: Record variables store the contents of a single database record (row), and can be used by the Create Item widget to create an item in a

list. If a Record variable is used as a lookup in any other widget, its contents are displayed as a delimited list. For more information about using

a Record variable to create an item, see the Create Item documentation.


Query Database

Example

Query Employee Leave Balance

The following Query Database widget configuration retrieves the leave balance for an employee from a SQL database and stores it in a workflow

variable. The contents of the variable can then be used later in the workflow. For example, the results could be used to update a SharePoint list

using the Update Item widget, or they could be e-mailed to the employee using the Send Email widget.

Notice that in the SQL Server Selection properties (shown below), actual data was used to test the database connection. This is because lookup

values are not determined until the workflow runs. Lookups were inserted into the Query String after the database connection was configured

and tested.


The Remove AD Group widget removes a group from a specified Active Directory location. The widget has the following features and options:

� Remove a group from a pre-configured LDAP path or enter a custom LDAP path (if allowed).

� Choose a group to remove by querying the selected LDAP path or specify a group name with a lookup or workflow variable.


Remove AD Group


The Remove SharePoint Group widget removes an existing group from SharePoint. The widget has the following features and options:

� Choose a group from the site collection group list or or specify a group name with a lookup or workflow variable.

� Remove groups from any site collection.


Remove AD Group Widget

Remove SharePoint Group

The Remove User From AD Group widget removes one or more SharePoint or Active Directory users from an Active Directory group.


settings provide a list of pre-configured LDAP paths that can be used in the widget and determine if Conductor Studio designers can enter their



Widget Properties:

User (Required): Enter one or more users to remove from an Active Directory group, using one of the following methods:





Group (Required): Click the Lookup AD Group icon ( ) to search for an Active Directory group:

� Select LDAP Path: Select an LDAP path and click the Get Groups button to list available Active Directory groups.


here. Select an LDAP path from the list to search for groups in one of the pre-configured Active Directory locations.


you can also select Other LDAP Path and enter an LDAP path and a user name and password with permission to manage groups in

that Active Directory location. Click the Get Groups button to load a list of available groups.

� Group Name: Select a group from the list and click OK.


Remove SharePoint Group Widget

Remove User From AD Group

Remove User From SharePoint Group

The Remove User From SharePoint Group widget removes one or more SharePoint or Active Directory users from a SharePoint group in the

current site collection.

Note: To update membership to a SharePoint group, a user must be a site collection administrator or the owner of the group. If the option to

allow group members to edit group membership is selected in the group properties, any group member may also update the group. If it is

possible that the workflow initiator will not have this permission, use the Run As property to run the widget as another user with the required

permission.


Widget Properties:

User (Required): Enter one or more users to remove from the SharePoint group, using one of the following methods:





Group (Required): Enter an existing SharePoint group in the current site collection using one of the following methods:

� Type a SharePoint group name and click the Check Group icon ( ).

� Click the Lookup SharePoint Group icon ( ) to search for a SharePoint group.

� Enter a lookup to group data using the Add Lookup icon ( ).




The Repeat For Each Item widget executes a series of other widgets for each item in a list. The widget can run for all items in a list, or can be

limited to a specific start and stop item.

Note: For widgets dropped inside the Repeat For Each Item widget, Current Item refers to the item the workflow was started on. It does NOT

refer to the item the Repeat For Each Item widget is currently on in the loop. To execute a widget against the current item in the loop, use an

External Lookup to the Repeat For Each Item widget Lookup Item ID variable.

Widget Limitations:

� When specifying Start Item or Stop When conditions based on criteria in a SharePoint Person or Group column configured to allow

multiple values, the SharePoint column values must be listed in the exact order specified in the widget. For example: If the widget is waiting

for the Person or Group column to change to User1; User2, SharePoint column values entered as User2; User1 will not match.

� When specifying specific Start Item or Stop When conditions based on criteria in a SharePoint Choice column configured to allow multiple

values, you cannot select the values in the widget like you can for single Choice columns. You must enter them as text or a lookup to text in

the format Value1, Value2 (the space after the comma is required). The values must be entered in the same order they appear in the

SharePoint column.

Widget Properties:

Start Item (Required): To set the item in the current list that the widget should start on, click the button.

� First Item in List: Will start with the first item in the list (the item with the lowest SharePoint ID field value).

� Specific Item in List: Allows you to select a list field and matching condition to determine which item in the list to start on. The widget will

execute starting with the first item in the list (by SharePoint ID) that matches that condition, and will continue with the next item in order

by SharePoint ID.

Note: This condition is only used to identify a start item.

Stop When (Required): To set the item in the current list that the widget should stop on, click the button.

� Last Item in List: Will execute the widget on items from Start Item to the last item in the list (the item with the highest SharePoint ID).

� Field Meets Condition: Allows you to select a list field and matching condition to determine which item in the list to stop on. The widget

will execute for items in the list until the stop item condition is matched, and then will exit. Widgets inside Repeat For Each Item are not

executed on the stop item. Note: This condition is only used to identify a stop item.

Store Loop Item ID (Required): Select a workflow variable with a Number data type. The Loop Item ID variable stores the ID of the current

item in the loop. You can use this ID with an External Lookup to execute widgets on the current item in the loop instead of the Current Item

(which refers to the item the workflow was started on). Create variables in the Workflow Settings tab in the settings pane, or click the Create

new variable link next to the variable list.

Repeat For Each Item


Archive documents older than 30 days

The following example uses a Repeat For Each Item widget to copy items in a document library with a Created date older than 30 days to an

another library. Since SharePoint items are assigned ID values sequentially when they are created, this workflow assumes that older items will

have lower values in the ID field than items created more recently. When the Repeat For Each Item widget reaches an item that no longer meets

the condition (the item is newer than the required date), it will stop processing items and exit.

First, here is how the Calculate widget is configured to calculate the date "30 days ago":

This value is saved to a variable called OldestCreateDate, which we will use later when configuring the Repeat For Each Item widget.

The Start Item property of the Repeat For Each Item widget is configured to start with the first item in the library. This is the default setting, so

there is nothing to change.

Examples

The Stop When property is configured so that the widget will exit as soon as an item with a Created date greater than 30 days ago is

encountered. This comparison is done by comparing the Created field to the variable we saved the Calculate widget results to earlier.

Note: The widget will stop processing items as soon as an item in the list is encountered that does not meet the Stop When condition, even if

items with higher IDs do meet the condition. If this is a potential issue, you can leave the Repeat While condition property blank and use a

Conditional Branch widget inside the Repeat For Each Item widget to test every item. The disadvantage is that the widget will process all items

in the list. Depending on your list size and the complexity of your workflow, this could be slow and potentially cause performance issues.

Inside the Repeat For Each Item widget, there is a Copy Item widget configured to copy the current item in the loop to another library called

Archive. In order to perform an action on the current item in the loop, you must reference the item with an External Lookup using the Loop

Item ID variable. This variable saves the SharePoint ID of the item the Repeat For Each Item widget is currently working on.

The screenshot below shows the Copy Item widget configured to copy the Source Item with the ID that matches the Loop Item ID variable.

When the workflow configured above runs, it will copy all items with a Created date older than 30 days from the Documents library to the

Archive library.

The Repeat While widget executes a series of other widgets while up to two defined conditions are True. The condition is checked at the start of

each loop. When the condition is no longer True, the workflow exits the Repeat While widget and continues with the next widget in the

workflow. If more than two conditions are required, Repeat While widgets can be nested.

Note: Dropping widgets inside the Repeat While widget is optional. The widget can also be used to simply pause a workflow until a condition is

met.


Widget Limitations:

� When entering a condition to match values in SharePoint Person or Group or Choice columns configured to allow multiple values, enter

the matching value in the format listed below:






Widget Properties:

Condition (Required): Click the button to open the Condition Builder form:

� Condition: Choose from a set of pre-defined conditions or compare two data sources using a set of logical operators:

� Current item was created between these dates: Checks whether an item was created within a date range. Specify start and end

dates or define dates using lookups.

� Current item was modified between these dates: Checks whether an item was last modified within a date range. Specify start

and end dates or define dates using lookups.

� Current item was created by this user: Checks whether an item was created by a specific user. Type a user account and click the

Check User icon ( ), click the Lookup User icon ( ) to search for a user in the User Lookup form, or enter a lookup to a user using

the Add Lookup button ( ) in the User Lookup form.

Repeat While

� Current item was modified by this user: Checks whether an item was last modified by a specific user. Type a user account and

click the Check User icon, click the Lookup User icon to search for a user, or enter a lookup to a user using the Add Lookup button in

the Lookup User form.

� Current item has these keywords in the title: Checks whether the Title of the current item contains a particular text string (case

insensitive). Enter a specific string or define one using a lookup.

� Compare these data sources: Compares two values using a logical operator. Enter values explicitly or, more commonly, define

them using lookups. The following logical operators are available:

� Equals

� Does Not Equal

� Contains


� Is Empty

� Is Not Empty

� Starts With

� Does Not Start With

� Ends With

� Does Not End With

� Greater Than

� Less Than

� Add Another Condition: Click this link to add another condition to the Condition Builder. Conditions can be joined using AND or OR. Once

a second condition is added, remove it by clicking the Remove Condition link.

Loop Delay (minutes): Enter a delay between the completion of the last widget inside the Repeat While widget and the next condition

evaluation. This delay reduces the chance that an unintentional infinite loop can use too many server resources. The default Loop Delay is 60

minutes. For longer delays or a delay until a specific time, consider using a Delay For or Delay Until widget inside the Repeat While widget.

Note: Workflow processing is dependent on the SharePoint Timer Service, which evaluates workflow status every 5 minutes. Repeat While

conditions will be evaluated at the next timer interval after the specified Loop Delay has elapsed. This means that the minimum effective Loop

Delay settings is 5 minutes, even though you can specify a Loop Delay of as little as 1 minute.


Repeat While With Two Conditions

Below is an example of a Repeat While widget configured to send a status update e-mail to a manager every 60 minutes while a ticket with a

Priority of "High" has a Status of "Open".

Examples

Repeat While a Field Is Empty

Here is an example of a Repeat While widget configured to check every 15 minutes to see if an Assigned To field has been filled out. Once the

Assigned To field is no longer empty, the widget will exit and the workflow continues with the next widget. Notice that there are no widgets

inside the Repeat While widget; it is being used in this instance to simply pause the workflow until a condition is met.

The Request Approval widget assigns one or more users or groups a task to review and approve an item in a list or library, and then branches

the workflow based on whether the item is approved or rejected. Assigned approval tasks are completed using a Workflow Conductor task form.

Request Approval

This widget has the following features:

� The workflow can take different actions depending on whether an item is Approved or Rejected.

� Several options are available to configure how many approvals are required for an item to be considered "Approved".

� Individual users, groups, or both can be assigned tasks, either explicitly or using lookups.

� Approvers can be notified of their tasks by e-mail.

� Notification e-mails sent by the widget are customizable with global e-mail templates.

� Assigned approval tasks are visible in associated Microsoft Office 2007 and 2010 applications, just like native SharePoint workflow tasks.

� Task Due Dates can be assigned using explicit values or lookups.

� Approvers can delegate tasks or create new tasks for other users from the task form.

� Approvers can enter comments in the task form, which can be saved to a workflow variable for use later in the workflow.

Widget Limitation: If the Approver property is a lookup to another SharePoint column, the following SharePoint column type and data

format limitations apply for the lookup value:

� For Person or Group columns, person or group data can be displayed using any user information field, as long as that field has data. For

example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as approvers. Multiple entries are supported

for Person or Group columns.

� For Single line of text columns, the value must be an account name (DOMAIN\Username) or SharePoint group name (e-mail addresses

are not supported). Multiple entries are supported for Single line of text columns, separated by semicolons (;).

� Calculated columns are supported with the same format limitations as Single line of text columns.

� A lookup to a Choice column with the option Checkboxes (allow multiple selections) selected will only work if a single entry is checked.

� Lookups to SharePoint Lookup columns or Bamboo Custom Columns are not supported.

Workflow Properties:

Approvers (Required): Enter one or more users or groups who need to approve or reject the item. Each approver is assigned a task when the

widget runs. Approver names can be entered using any of the following methods:

� Type a SharePoint or Active Directory display name or account name for a user or group and click the Check User icon ( ). Separate




Expand Groups: If a SharePoint group is entered in the Approvers property, the Expand Groups setting determines whether a single task is

assigned to the entire group or if a separate task is assigned to each member of the group.

� Select Yes to assign each user in the group a task, as if each name was entered individually in the Approvers property.

� Select No to assign one task to the entire group. Only one user in the group needs to complete the task.

Note: The owner of the group is considered a member of the group and is also assigned a task. The only exception is when the owner is

the default system account, which will not be assigned a task.

Approval Type: Select the number of approvals required for an item to follow the Approved path.

� All Approvals Required: All users and groups who were assigned approval tasks must approve the item for the workflow to follow the

Approved path. If any user or group rejects the item, the workflow follows the Rejected path. The widget is finished when all approvers

approve the item or when one approver rejects it.

� One Approval Required: Only one user or group must approve the item for the workflow to follow the Approved path. Any rejections that

occur before an approval are ignored. Any incomplete tasks will be marked Completed as soon as one user or group approves the item. If

all assigned users and groups reject the item, the workflow will follow the Rejected path. The widget is finished as soon as one approver

approves the item or when all approvers reject it.

� Multiple Approvals Required: Allows you to specify how many users or groups must approve an item for the workflow to follow the

Approved path. If the specified number of approvers approve the item, the workflow follows the Approved path. Any incomplete tasks will

be marked Completed as soon as the required number of approvals has been reached. If all approvers respond and the required number of

approvals has not been reached, the workflow follows the Rejected path. The widget is finished as soon as the required number of

approvers approve the item or when all approvers respond.

Send Email: Select an option to determine if the widget will send notification e-mails to approvers and the workflow initiator.

� Select Yes to send an e-mail to approvers when a task is assigned, and to workflow initiators when all tasks are completed.

� Select No to assign the task without sending task assignment and workflow initiator e-mail.

Task Name: Enter a custom task name for the approver task (e.g., "Approve Expense Report"). This task name is how the task is displayed in

SharePoint and Microsoft Office Workflow Task forms. If you do not enter a Task Name, a default name of "Please Approve ItemName" is

assigned when the widget runs.

Task Description: Enter an optional task description for the approver task (e.g., “Please review and approve this expense report.”). This task

description is displayed in task forms. To add a hyperlink in the task description that has a display name different from the URL (e.g., Bamboo

instead of http://www.bamboosolutions.com), enter the hyperlink in the following format, including the surrounding brackets ([]): [_URL

(http://url.com) ,_Text(Text to display)] (see Using Lookups and Variables for more information).


to the current date at the time the widget is run to determine the Due Date for each approver task. The calculated task Due Date is included in

the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date

will be empty.







Allow Reassignment:

� Select Yes to allow approvers to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed at the

bottom of the task form. See the Reassign Task section for more details about this option.

� Select No if you do not want approvers to be able to delegate tasks to other users.

Allow Request Change:

� Select Yes to allow approvers to create a new task for the item that must be completed before the approver task is completed. If change

requests are allowed, a Request Change button is displayed at the bottom of the task form. See the Request Change section for more

details about this option.

� Select No if you do not want approvers to be able to create new tasks using the task form.

Save Comments To: Each approver has the opportunity to enter comments when completing an approval task. You can view task comments in

the completed task. If the Send Email property is sent to Yes, a summary of all comments is e-mailed to the workflow initiator when the widget

is finished running. You can also store the comments in a workflow variable for use later in the workflow. To assign a workflow variable, select a

Text data type variable from the Save Comments To list. Create variables in the Workflow Settings tab in the settings pane, or click the

Create new variable link next to the variable list. If multiple approvers enter comments, each comment is appended to the workflow variable.


Sample Request Approval Workflow and Tasks

The screenshot below shows a configured Request Approval workflow with the following properties:

� One Reviewer name is a lookup to the workflow initiator.

� One Reviewer is a SharePoint group, which will NOT be expanded - only one task will be assigned for the group.

� Multiple approvals are required.

� Throughout the workflow, an Approval Status column is updated to show the item status depending on the path of the workflow.

� The Task Description includes lookups to the list item Name and a workflow initialization form variable. This description will be included in

the body of the task notification e-mail, which will also include a custom header and footer configured in the global E-mail Settings.

� The Task Due Date will be set to a due date collected in a workflow initialization form variable.

� Reassignment and Request Change are allowed.

Examples

When this workflow runs, the workflow initiator is prompted to enter a Due Date for the task using a workflow initialization form configured with

the workflow. For details on configuring workflow initialization forms, see the Workflow Forms section.

After the workflow initiator enters a Due Date, the workflow starts by updating the Status of the item to Pending using the first Update Item

widget in the workflow, and then assigns tasks to the workflow initiator, the SharePoint group, and other Approvers assigned in the widget.

In this example, e-mail notifications are sent to each person or group assigned an approval task.

Each approver now has the option to complete the approval task and provide comments in the task form. In this form, an approver has the

following options:

� Approve the item by entering comments (optional) and clicking Approve.

� Reject the item by entering comments (optional) and clicking Reject.

� Reassign the task to another user using Reassign Task (see the Reassign Task section for more details).

� Create a new task for the item using Request Change (see the Request Change section for more details).

� Cancel and do nothing at this time.

During this particular workflow instance, the following events occur:

1. Approver and workflow initiator Mary Jones uses the Request Change option to assign a task to user Sue Brown. Mary's original task is

marked Completed.

2. Bob Smith, a member of the Conductor Authors group, Reassigns the Conductor Authors task to John Adams. The Conductor Authors task is

marked Completed.

3. John Adams completes the task Reassigned to him by Bob Smith, and approves the item.

4. Sue Brown completes her Change Request task, and a new task is automatically created for Mary Jones.

5. Mary Jones completes her task and approves the item.

6. The task assigned to Larry Davis is automatically marked Completed, because the number of required approvers (2) was reached when

John Adams and Mary Jones approved the item.

7. The Status column for the item is updated to Approved by the Update Item widget in the Approved branch of the Request Approval widget.

When the widget finishes running, the workflow initiator is sent an e-mail notification that includes a summary of any comments entered by the

approvers.

Reassign Task

Reassign Task is an option reviewers and approvers have when completing Request Feedback and Request Approval tasks, and is not a separate

widget. This option allows a reviewer or approver to delegate the original review, approval, or data collection task to another user. The Reassign

Task option is available if the Allow Reassignment property for the Request Feedback or Request Approval widget is set to Yes, as shown

below. If this property is set to Yes, a Reassign Task button is displayed at the bottom of the feedback, approval, or data collection task form.

To reassign a review or approval task to another user, edit a task assigned to you:

1. Click the Reassign Task button at the bottom of the review or approval task form.

2. Enter a single user or group in the Delegate To box, enter a due date in the Due Date* box (if the task needs one), and enter a

Description for the task.

*Note: The earliest Due Date is always used. For example, if the reviewer or approver assigns a Due Date that is earlier than the Due Date

in the original task, the workflow uses the new Due Date. However, if the reviewer or approver assigns a Due Date that is later than the Due

Date in the original task, then the workflow uses the Due Date in the original task.

3. Click Submit to reassign the task.

After you click Submit in the Reassign Task form, several things happen:

� A new task is created for the user or group you entered in the Delegate To box.

� If the Send Email property in the Request Feedback or Request Approval widget is set to Yes, the new user or group is sent a notification e-

mail.

� The original task status is updated to Completed.

� The Outcome field for the original task and the Description field for the new task show the task reassignment details.

Request Change is an option reviewers and approvers have when completing Request Feedback and Request Approval tasks, and is not a

separate widget. This option allows a reviewer or approver to create a new task for another user or group that must be completed before the

original review or approval task. The Request Change option is available if the Allow Request Change property for the Request Feedback or

Request Approval widget is set to Yes, as shown below. If this property is set to Yes, a Request Change button is displayed at the bottom of

the feedback or approval task form.

To create a Request Change task for another user or group, edit a Request Feedback or Request Approval task assigned to you:

1. Click the Request Change button at the bottom of the review or approval task form.

2. Enter a single user or group in the Assign Task To box, enter a due date in the Due Date* box (if the task needs one), and enter a

Description for the task.

*Note: The earliest Due Date is always used. For example, if the reviewer or approver assigns a Due Date that is earlier than the Due Date

in the original task, the workflow uses the new Due Date. However, if the reviewer or approver assigns a Due Date that is later than the Due

Date in the original task, then the workflow uses the Due Date in the original task.

3. Click Submit to assign the Request Change task.

Request Change

After you click Submit in the Request Change form, several things happen:

� A new task is created for the user or group you entered in the Assign Task To box.

� If the Send Email property in the Request Feedback or Request Approval widget is set to Yes, the new user or group is sent a notification e-

mail.

� The original task status is updated to Completed.

� The Outcome field for the original task and the Description field for the new task show the Request Change details.

� When the user or group assigned to the Request Change task completes the task, you are assigned a copy of your original review or

approval task to complete.

The Request Feedback widget assigns one or more users or groups a task to review an item in a list or library. Assigned feedback tasks are

completed using a Workflow Conductor task form. This widget has the following features:

� Individual users, groups, or both can be assigned tasks, either explicitly or using lookups.

� Reviewers can be notified of their tasks by e-mail.

� Notification e-mails sent by the widget are customizable with global e-mail templates.

� Assigned tasks are visible in associated Microsoft 2007 and 2010 applications, just like native SharePoint workflow tasks.

� Task Due Dates can be assigned using explicit values or lookups.

� Reviewers can delegate tasks or create new tasks for other users from the task form.

� Reviewers can enter comments in the task form, which can be saved to a workflow variable for use later in the workflow.

Widget Limitation: If the Reviewer property is a lookup to another SharePoint column, the following SharePoint column type and data

format limitations apply for the lookup value:


example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as reviewers. Multiple entries are supported


� For Single line of text columns, the value must be an account name (DOMAIN\Username) or SharePoint group name (e-mail addresses

are not supported). Multiple entries are supported for Single line of text columns, separated by semicolons (;).





Reviewers (Required): Enter one or more users or groups who need to review the item. Each reviewer is assigned a task when the widget

runs, and all tasks must be completed for the widget to finish. Reviewer names can be entered using any of the following methods:

� Type a SharePoint or Active Directory display name or account name for a user or group and click the Check User icon ( ). Separate




Expand Groups: If a SharePoint group is entered in the Reviewers property, the Expand Groups setting determines whether a single task is

assigned to the entire group or if a separate task is assigned to each member of the group.

� Select Yes to assign each user in the group a task, as if each name was entered individually in the Reviewers property. All tasks must be

Request Feedback

completed.

� Select No to assign one task to the entire group. Only one user in the group needs to complete the task.

Note: The owner of the group is considered a member of the group and is also assigned a task. The only exception is when the owner is

the default system account, which will not be assigned a task.

Send Email: Select an option to determine if the widget will send notification e-mails to reviewers and the workflow initiator.

� Select Yes to send an e-mail to reviewers when a task is assigned, and to workflow initiators when all tasks are completed.

� Select No to assign the task without sending an e-mail.

Task Name: Enter a custom task name for the reviewer task (e.g., "Review Marketing Guidelines"). This task name is how the task is displayed

in SharePoint and Microsoft Office Workflow Task forms. If you do not enter a Task Name, a default name of "Please Review ItemName" is

assigned when the widget runs.

Task Description: Enter an optional custom task description for the reviewer task (e.g., “Please review the marketing department guidelines

for new products and provide feedback.”). This task description is displayed in task forms. To add a hyperlink in the task description that has a

display name different from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com), enter the hyperlink in the following format,

including the surrounding brackets ([]): [_URL(http://url.com) ,_Text(Text to display)] (see Using Lookups and Variables for more

information).


to the current date at the time the widget is run to determine the Due Date for each reviewer task. The calculated task Due Date is included in

the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date

will be empty.







Allow Reassignment:

� Select Yes to allow reviewers to delegate their task to another user. If reassignment is allowed, a Reassign Task button is displayed at the

bottom of the task form. See the Reassign Task section for more details about this option.

� Select No if you do not want reviewers to be able to delegate tasks to other users.

Allow Request Change:

� Select Yes to allow reviewers to create a new task for the item that must be completed before the reviewer task is completed. If change

requests are allowed, a Request Change button is displayed at the bottom of the task form. See the Request Change section for more

details about this option.

� Select No if you do not want reviewers to be able to create new tasks using the task form.

Save Comments To: Each reviewer has the opportunity to enter comments when completing a feedback task. You can view task comments in

the completed task. If the Send Email property is sent to Yes, a summary of all comments is e-mailed to the workflow initiator when the widget

is finished running. You can also store the comments in a workflow variable for use later in the workflow. To assign a workflow variable, select a

Text data type variable from the Save Comments To list. Create variables in the Workflow Settings tab in the settings pane, or click the

Create new variable link next to the variable list. If multiple reviewers enter comments, each comment is appended to the workflow variable.


Sample Request Feedback Workflow and Tasks

The screenshot below shows a configured Request Feedback widget with the following properties:

� One Reviewer name is a lookup to the workflow initiator.

� One Reviewer is a SharePoint group, which will NOT be expanded - only one task will be assigned for the group.

� The Task Description includes lookups to the list item Name and a workflow initialization form variable. This description will be included in

the body of the task notification e-mail, which will also include a custom header and footer configured in the global E-mail Settings.

� The Task Due Date will be set to a due date collected in a workflow initialization form variable.

� Reassignment and Request Change are allowed.

Examples

When this workflow runs, the workflow initiator is prompted to enter a Due Date for the task using a workflow initialization form configured with

the workflow. For details on configuring workflow initialization forms, see the Workflow Forms section.

After the workflow initiator enters a Due Date, the workflow starts by assigning tasks to the workflow initiator and the SharePoint group, as

shown below.

In this example, e-mail notifications are sent to each person or group assigned a task.

Each reviewer now has the option to complete the review task and provide comments in the task form. In this form, a reviewer and has the

following options:

� Complete the task by entering comments (optional) and clicking Send Feedback .

� Reassign the task to another user using Reassign Task (see the Reassign Task section for more details).

� Create a new task for the item using Request Change (see the Request Change section for more details).

� Cancel and do nothing at this time.

During this particular workflow instance, the following events occur:

1. Reviewer and workflow initiator Mary Jones Reassigns her task to another user, Sue Brown. Mary's task is marked Completed.

2. A member of the Conductor Authors group will use the Request Change option to assign a change request to user Larry Davis. The original

Conductor Authors task is marked Completed.

3. Sue Brown completes the task Reassigned to her by Mary Jones.

4. Larry Davis completes his Change Request task, and a new task is automatically created for the Conductor Authors group.

5. Bob Smith, a member of the Conductor Authors group, completes the Conductor Authors review task.

When all reviewers submit their feedback and complete their tasks, the Request Feedback widget is finished running.

When the widget finishes running, the workflow initiator is sent an e-mail notification that includes a summary of any comments entered by the

reviewers.

The Run Parallel widget branches a workflow into two paths, allowing widgets in each path to run at the same time. If more than two sets of

activities need to run at the same time, Run Parallel widgets can be nested.

Widget Properties:

The Run Parallel widget has no additional properties beyond the common properties that all widgets share. It is simply a container for other

widgets.

Simultaneous Request Approval Workflows

The sample workflow below shows a Run Parallel widget used to allow two Request Approval widgets to run at the same time.

Run Parallel

Example

Run PowerShell Script


The Run PowerShell Script widget runs a Windows PowerShell script. The widget has the following features and options:

� Supports the use of lookups and workflow variables in the PowerShell script.

� Save script output to a workflow variable for use later in the workflow.

� The script will be run with the permissions of the user account configured in the widget.

Note: In a SharePoint environment with multiple Web front-end servers, the script will be executed on the server where the workflow instance is

currently running.

The Send Email widget sends a custom e-mail to a user or group of users. Lookups are supported in all message properties.

Widget Limitation: If a recipient property is a lookup to another SharePoint column, the following SharePoint column type and data format

limitations apply for the lookup value:


example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as recipients. Multiple entries are supported


� For Single line of text columns, the value must be an account name (DOMAIN\Username), SharePoint group name, or e-mail address.

Multiple entries are supported for Single line of text columns, separated by semicolons (;).




Widget Properties:

From: Enter a single From address, using any of the methods listed below. This property defines the e-mail account that the e-mail appears to

have come from and where replies are sent. If you do not enter a From address in the widget, the From address configured in Central

Administration > Workflow Conductor Control Panel > System Settings will be used instead.

To (Required): Enter one or more To recipients, using any of the methods listed below. This property defines the user or users in the To field

of an e-mail message.

CC: Enter one or more recipients, using any of the methods listed below. This property defines users in the CC (carbon copy) field of an e-mail

message. Addresses in the CC field of an e-mail are visible to recipients.

BCC: Enter one or more recipients, using any of the methods listed below. This property defines users in the BCC (blind carbon copy) field of an

e-mail message. Addresses in the BCC field of an e-mail are not visible to recipients.

Send Email widget address properties (From, To, CC, and BCC) can all be entered using any one, or a combination of, the methods listed

below. Separate multiple addresses in a property with a semicolon (;).



� Enter a lookup to e-mail address, user, or group* data using the Add Lookup button ( ) in the User Lookup form.

Run PowerShell Script Widget

Send E-mail

� Type an e-mail address ([email protected]).

* Note: Groups in a recipient property (To, CC, and BCC) will be expanded to send an e-mail to each user in the group. SharePoint groups are

only valid for recipient addresses and cannot be used as a From addresss.

Subject (Required): Enter a Subject line for the e-mail by typing text in the property field or by clicking the button to open the text editor.

Add lookups to the Subject using the Add Lookup button in the text editor.

Body: Enter text for the Body of the e-mail by typing text in the property field or by clicking the button to open the rich text editor. Add

lookups and text formatting to the Body text using the rich text editor. To add a hyperlink in the e-mail body that has a display name different

from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com), enter the hyperlink in the following format, including the surrounding

brackets ([]): [_URL(http://url.com) ,_Text(Text to display)] (see Using Lookups and Variables for more information).

Priority: Select a priority setting for the message. Available options are Normal (default), Low, and Urgent.


Send E-mail to Multiple Recipients

Here is an example of a Send Email widget configured to send an e-mail about the details of a new change request submitted to a SharePoint

list:

� The From property is a standard e-mail address.

� The To property is a SharePoint group. Each member of the group will receive a copy of the e-mail.

� The CC property is the workflow initiator.

� The Subject and Body properties contain text combined with various types of lookups.

The Set Approval Status widget sets the Approval Status field in a list or library to one of a pre-defined set of choices. If the Approval Status

field does not exist, the widget will create it.



Widget Properties:

Item (Required): Click the button to select an item to set the approval status for:

� List: To set approval status for an item in the current site, select a List that contains the item. To set approval status for an item in another

Example

Set Approval Status

site or site collection, make the desired selections in the Site Collection and Site boxes and then select a List.

� Lookup Field/Equals: To identify the item in the list that you want to update, select a Lookup Field and enter a match criteria in the

Equals box, either by typing one or by adding a lookup using the Add Lookup ( ) icon. If more than one item is matched, the first item returned is updated.

Approval Status: Select the new value for the Approval Status field. Select the value from the choices Approved, Rejected, Pending, Draft,

or Scheduled. If the Approval Status field does not exist, it is created when the widget runs.

Note: If you want to set the Approval Status to something other than the pre-defined set of choices, or if you want to update a field named

something other than "Approval Status", use the Update Item or Set Field Value widget.

Comments: Enter text or a combination of text and lookups to write a comment to the Approver Comments field for the Item. If the Approver

Comments field does not exist, it is created when the widget runs.




Below is an example of the Set Approval Status widget used as part of a more complex workflow. In this example, Set Approval Status is used to

change the status of an item depending on the results of a Request Approval widget. The Comments field is used to provide information about

when the Approval Status was updated using an Easy Reference lookup to the current date.

Example

The Set Field Value widget sets the value of a single field in the current item or an item in another list or library in the current site.



Widget Properties:

Field and Value (Required): Click to open the Set Field Value form where you can select a field to update.

� Select source item:

� Select Current Item (the default) to set a field value in the current item.

� To set a field value in a different item in the current list or an item in another list, site, or site collection, select External List Lookup

and make the desired selections in the Site Collection, Site, and List boxes. To identify the item in the list that you want to copy,

select a Lookup Field and enter a match criteria in the Equals box, either by typing one or by adding a lookup using the Add Lookup

( ) icon. If more than one item is matched, the first item returned is selected as the item to update.

� Field: Select a field to update from the field list.

� Value: Enter a Value for the field by typing text in the property or by adding a lookup using the Add Lookup ( ) icon.




Update Assigned To Field to Workflow Initiator

The example below shows a Set Field Value widget configured to set the "Assigned To" field for the current item in a Task list to the workflow

initiator using an Easy Reference lookup:


The Set Item Permissions widget sets or changes permissions for an item in a SharePoint list or library. The widget has the following features

Set Field Value

Example

Set Item Permissions

and options:

� Set permissions on the current item or on any item in any site collection.

� Configure an item to inherit permissions from its parent list or set custom permissions.

� Provides an option to clear existing item permissions before setting new custom permissions.

� Supports the standard SharePoint permissions sets Full Control, Design, Contribute, Read, and View Only.

� To assign more than one permission set to an item, use multiple Set Item Permission widgets.



The Set Site Permissions widget changes user permissions for any site in any site collection in the Web application. The widget has the following

features and options:

� Choose to set permissions for a site in the existing site list or specify a site URL with a lookup or workflow variable.

� Reset a site to inherit permissions from its parent site or set custom permissions.

� Provides an option to clear existing site permissions before setting new custom permissions.

� Supports the standard SharePoint permissions sets Full Control, Design, Contribute, Read, and View Only.

� To assign more than one permission set to a site, use multiple Set Site Permission widgets.

� Set permissions on sites in other site collections.


The Set Variable widget sets the value of an existing workflow variable.

Widget Properties:

Set Site Permissions

Site Site Permissions Widget

Set Variable

Select Variable (Required): Select an existing workflow variable from the list. Create variables in the Workflow Settings tab in the settings

pane, or click the Create new variable link next to the variable list.

Set Value (Required): Enter a Value for the variable by typing text in the property field or by clicking the Add Lookup icon ( ) to add a

lookup. Some variable types will have additional ways to enter values. For example, a Date/Time variable will activate the Calendar icon ( ),

which you can use to select a date.


Set Variable to an Item Field Value

In this example, a workflow variable is set to the current Modified date of an item, which is then used in a Wait for Field Change widget to

pause the workflow until the Modified date of the item changes (i.e, the item is updated).

The Start Another Workflow widget starts another workflow from within the current workflow. The new workflow runs independently of the

current workflow. Start Another Workflow provides the ability to design more complex workflows using reusable modules.

Example

Start Another Workflow

Note: The current workflow continues with the next widget as soon as the new workflow is started. The current workflow is not paused.




Workflow Name (Required): Click the button to select a workflow:

� Select workflow location:

� Select Current Item (the default) to start a workflow associated to the current list on the current item.

� To start a workflow on another item in the current list or on an item in another list, select External List and make the desired

selections in the Site Collection, Site, and List boxes. To identify the item in the list that you want to start the workflow on, select

Select Item in the Item box and enter match criteria in the Where and Equal boxes. If more than one item is matched, the

workflow is started on the first item returned.

� Select Workflow: Select a workflow from the list of workflows associated to the list you selected above. If the selected workflow is

configured with a workflow initialization form, you are prompted to provide values for the form fields to pass to the workflow. The values

can be typed in the property box, or you can add a lookup using the Add Lookup icon ( ).




Modular Workflows

Here is an example of a workflow started when a new employee is added to an Employees contacts list. This workflow starts workflows for each

department that has to perform tasks prior to an employee's start date (which is a field in the Employees list). Notice that each Start Another

Workflow has been configured with a custom Display Name to make the workflow easier to follow.

Each of the workflows in the Start Another Workflow widgets is configured with a workflow initialization form variable to gather the Employee ID

stored in the Employees contacts list, because this ID is needed in the workflow. The value for this form field is provided in the Start Another

Workflow widget, as shown below.


The Update AD Account widget updates one or more Active Directory account properties for an AD user account.

� Update an account in a pre-configured LDAP path or enter a custom LDAP path (if allowed).

Example

Update AD Account

� Select from a list of users in the specified LDAP path or enter a user account using text, lookups, or workflow variables.

� Updates to account properties can be entered using text, lookups, or workflow variables.


The Update Item widget updates one or more fields for an item in a list or library.



Widget Properties:

Item (Required): Click the button to select fields to update:

� Select item:

� Select Current Item (the default) to update the item the workflow was started on.

� Select External List Lookup to update an item in another list in the site, site collection, or another site in another site collection:

� To update an item in another list in the current site, select a list in the List box. To update an item to a list in another site or

site collection, make the desired selections in the Site Collection and Site boxes and then select from the List of available lists

and libraries.

� To identify the item in the library that you want to update, select a Lookup Field and enter a match criteria in the Equals box,

either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the criteria, the first

item returned is updated.

� Fields to update:

� Available fields in the list or library are added to the form when you select a list or library.

� To specify a new value for a field, check the box in front of the field name and enter a value using one of the following methods:

� Choose a field value (for Choice and Yes/No fields)

� Enter text in the field text box

� Add a lookup using the Add Lookup icon ( )

� To remove a field from the list of fields to update, uncheck the checkbox in front of the field name.


Update AD Account Widget

Update Item



Updating Fields in the Current Item

The screenshot below shows the Update Item form configured to update two fields in the current item:

� The "Status" choice field is updated to one of the available choices configured for the field.

� The "Start Date" field is updated to the current date using an Easy Reference lookup.

Updating a Field in Another List

This example shows an Update Item widget that is part of a workflow that approves documents in a Draft Documents library and copies them

(using the Copy Item widget) to a library called Published Documents. To provide a link back to the item in the Draft Documents library, a field

called "Link to Draft" in the Published Documents library is updated using an Easy Reference lookup to the Draft Document item URL.


Examples

Update User Info

The Update User Info widget updates one or more user profile properties for a SharePoint user in the site collection. The widget has the following

features and options:

� Updates to user profile properties can be entered using text, lookups, or workflow variables.

� Update all standard SharePoint user profile properties.

� Update properties for any user in the site collection.


The Wait for Field Change widget pauses the workflow until the value of a field in the current item or an item in another list meets a defined

condition.


Widget Limitations:

� When waiting for a SharePoint Person or Group column configured to allow multiple values, the SharePoint column values must be listed in

the exact order specified in the widget. For example: If the widget is waiting for the Person or Group column to change to User1; User2,

SharePoint column values entered as User2; User1 will not match.

� When waiting for a SharePoint Choice column configured to allow multiple values, you cannot select the values in the widget like you can

for single Choice columns. You must enter them as text or a lookup to text in the format Value1, Value2 (the space after the comma is

required). The values must be entered in the same order they appear in the SharePoint column.

Widget Properties:

Wait for Field (Required): Click the button to select a field and desired condition. You can monitor a field in the current item, or a field in

an item in another list in the current site, site collection, or another site or site collection. See the sections below for instructions to configure the

widget for each case.

To monitor a field in the current item:

� Select: Select Current Item Fields (the default).

� Field: Select a field in the current item to monitor.

� Operation: Specify a condition for the field. Available choices vary by field type, and include:

� Equal To

� Not Equal To

� Contains

Update User Info

Wait for Field Change


� Greater Than

� Less Than

� Value: Specify a value that the selected field must match in order for the workflow to proceed.

To monitor a field in another item:

� Select: Select External List Lookup. To monitor an item in another list in the current site, select a list in the List box. To monitor an item

in a list in another site or site collection, make the desired selections in the Site Collection and Site boxes and then select a List.

� Field: Select a field to monitor.

� Lookup Field/Equals: To identify the specific item in the list that you want to monitor, select a Lookup Field and enter a match criteria in

the Equals box, either by typing one or by adding a lookup using the Add Lookup icon ( ). If more than one item matches the criteria, the

first item returned is monitored.

� Operation: Specify a condition for the field. Available choices vary by field type, and include:

� Equal To

� Not Equal To

� Contains


� Greater Than

� Less Than

� Value: Specify a value that the selected field must match in order for the workflow to proceed.

� Loop every N Minutes: When monitoring for changes to items in a list other than the current list, Conductor must periodically check the

item for changes. Enter a number of minutes between checks. A value of 0 will check the item at the next SharePoint Timer service interval.


Wait For Approval

In this example, a Wait For Field Change widget is configured to pause the workflow until a field named "Approval Status" is updated to

Approved:

Example