3. Create the Application Elements for a SharePoint Library

In this step, you generate K2 application elements for the Document Review and Approval application. You generate data objects based on the Documents to Review and Approve library. For the forms element, you generate SmartForms that replace the standard SharePoint forms. The workflow element has a single "approval" workflow that you start manually when you need to. In a later step, you create a second workflow for reviewing documents. Finally, you create a reports page that displays information about current workflow instances.

For the most part, K2 Cloud for SharePoint applications associate with a one primary list or library. You can use other lists and libraries as data sources, but there is generally one primary. When creating K2 applications from a SharePoint list or library, you can select from the following components: Data, Forms, Workflow, Reports. You do not have to select all the components at the same time, however.

  1. For the Documents to Review and Approve library, create a new K2 application with Data, Forms, Workflow, and Reports selected. Use the tables below to configure the application elements.
    Data Settings
    SettingValueNotes
    Create SmartObjectKeep defaults.This is the primary data source for the application.

    Form Settings

    SettingValueNotes
    Use K2 smartforms as the New, Edit and Display forms for this list/libraryCHECKEDYou will use K2-generated forms for adding, editing, or displaying items from this library.

    Workflow Settings

    SettingValueNotes
    NameDocument Approval WorkflowThis is the name of the workflow as it appears in reports.
    If you are working in a shared environment where there are multiple builds of the same workflow, consider adding your initials to the workflow name that it is unique. For example, Document Approval Workflow YourInitials.
    Start OptionWhen the following events occur > Workflow is manually startedYou manually start the workflow.

    Reports Settings

    SettingValueNotes
     CHECKEDYou use K2-generated reports for this application.
    1. From the Documents to Review and Approve library, click the K2 menu and select Application.
      K2 Group - Application
    2. On the Create K2 Application page, configure the Data settings for the new application as follows.
      Setting ValueNotes
      Create SmartObjectKeep defaults.This is the primary data source for this application.
      Data Component
    3. Configure the Form settings for the new application as follows:
      Setting ValueNotes
      Use K2 smartforms as the New, Edit and Display forms for this list/library.CHECKEDYou use K2-generated forms for adding, editing, or displaying items from this library.
      Forms Components
    4. Configure the workflow settings for the new application as follows:
      If you are working in a shared environment where there are multiple builds of the same workflow, consider adding your initials to the workflow name that it is unique. For example, Document Approval Workflow YourInitials.
      SettingValue Notes
      NameDocument Approval WorkflowThis is the name of the workflow as it appears in the K2 Worklist web part and the reports.
      Start OptionWhen the following events occur > Workflow is manually startedYou will start the workflow manually when you are ready to submit the document for approval.
      Workflow Component
    5. Select the Reports option, then click OK to create the new application elements.
      Create Reports
    6. The K2 Workflow Designer launches.

Review

In this step, you generated the application elements for the Documents to Review and Approve library. You selected the data, forms, workflow, and reports application elements. You configured the forms element to use K2-generated SmartForms in place of the standard SharePoint forms. You configured the workflow element to start manually. This creates an on-demand scenario, where you start the workflow only if you need to. In the next step, you begin building out the Document Approval Workflow by adding an Update Document Properties step.

Next Step: 4. Build the Document Approval Workflow
Document Review and Approval