A SharePoint Workflows tutorial by Peter Kalmström
To
enforce a business rule in a SharePoint list, you can let
a workflow both undo the forbidden action and send an automatic
e-mail to the user who tried to do something that was against
the rule.
In the demo below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to stop users
from setting a task to completed without filling out the
"Minutes worked" field in the task form. Peter uses the
default tasks list from the kalmstrom.com product
Kanban Task Manager, but the idea can of course
be applied to any list.
The Kanban Task Manager list has no "Minutes worked"
field, so Peter first adds this field to the list and sets
the default value to 0. Then he can create a SharePoint
2013 workflow that sends reminder e-mails to users who have
tried to complete a task without entering a value in the
"Minutes worked" field. The e-mail contains a link to the
task and information that the field has to be filled out.
Workflow for mandatory field reminder
Open the list in SharePoint Designer.
Create a new SharePoint 2013 workflow that is run
every time an item is changed.
Set the first Condition: if the Status of the task
is Completed.
Set the second Condition: if "Minutes worked" is
0.
Set the first Action: update the list item so that
the Status is set to In Progress.
Set the second Action: send an e-mail to the person
who last modified the task.
To
enforce a business rule in a SharePoint list, you can let
a workflow both undo the forbidden action and send an automatic
e-mail to the user who tried to do something that was against
the rule.
