1. Confirm the SharePoint App is Active; Add the K2 Worklist Web Part

In this step, you will confirm that the K2 Five for SharePoint App is active in your site collection. Without the app properly registered, deployed and activated, you cannot build K2 Application elements such as SmartForms or K2 workflows from a SharePoint list. To begin, you will create a new subsite (optional) for building K2 tutorials. You will create a new list to test if the app is already activated to the subsite. If not, there are instructions for completing the registration, deployment and activation of the app. Finally, you will add a K2 Worklist web part to your site collection home page. The K2 Worklist is one of several tools you can use to view and action tasks assigned to you.

Recent changes introduced by Microsoft to many SharePoint Online environments include updated user interfaces, for example in the Site Contents page as well as in lists and libraries. The Ribbon toolbar may also no longer be present. As a result of these changes, the screen shots in this tutorial may not match the screens you see in your SharePoint Online environment. While the updated user interfaces is the default experience, you can switch back to what is known as Classic SharePoint by clicking Return to classic SharePoint at the bottom left of the list or library page. You will be in classic view for the remainder of your browser session. If you close your browser and then re-open Site Contents or a list or library, you are presented with the new user interface. For more information, please refer to the K2 Knowledge Base article on SharePoint Online User Interface changes.
  1. Create a subsite. Add a new subsite to build and store your K2 applications. This step is optional, but may be useful if you have multiple users working on tutorials from the same SharePoint location.
    1. If you do not know how to add a subsite, contact your SharePoint administrator for instructions specific your environment. Throughout this tutorial, there will be references to your SharePoint site. Keep in mind, this refers to your subsite if you create one, or to your root site, if you do not create a subsite.
  2. Confirm the K2 app deployment and activation. Begin by checking your site to see if the K2 Five for SharePoint app is already deployed and activated for the site collection you are working in. Navigate to the Site Contents page and look for the K2 app icon under the List, Libraries and other Apps heading. The icon itself will vary depending on your K2 environment and version. If you see the K2 app icon, the app is deployed at the site level and you can skip to Step (3).If the K2 icon is not there, the app was not deployed to the site collection and you will need to deploy it first to continue. Refer to the Adding the K2 Five for SharePoint app steps.
    1. From your site home page, navigate to the Site Contents page and confirm the K2 Five app is shown. If you see the K2 icon, then the app is already deployed to the site collection. You still need to confirm the app is active for the site collection as well.
      The images in this tutorial reflect SharePoint with Office 365. Your screen may not look exactly the same if you are on another version of SharePoint. Where necessary, additional notes will clarify version differences.
      If you do not see the app on the Site Contents page, it is likely the app is not deployed to the site collection. See the product documentation for instructions on installing or updating the K2 for SharePoint app.

      The K2 app icon will vary depending on your environment
  3. Create a test list. From your site collection, create a new Custom List and name it K2 App Test. You don't need to add any other columns or make any other adjustments. You will use this list to confirm if the K2 Five for SharePoint app is active for this site collection. After you create the list, open it. In the ribbon toolbar, click the LIST tab. Confirm there is a group called K2 and it has the Application, Report and Worklist icons. If the K2 group is there, the app is active for this site collection. You can continue to Step (4) to add the K2 Worklist web part. If you do not see the K2 group or icons, follow the steps in the Adding the K2 Five for SharePoint app section to active the K2 app for your site collection.
    1. The easiest way to determine if the K2 app is active for your site collection is to create a new list or library, then look for the K2 icons in the ribbon toolbar. If the app is active, K2 adds the K2 group and icons to each new list and library. If the K2 group is not there, then the app is not active for this site collection and you will need to activate it. Begin by creating the test SharePoint list. Click the add an app icon, then click the Custom List app. Name the test list
      K2 App Test
      then click Create.
    2. After you create the test list, open the list. Click the LIST tab located in the ribbon toolbar and confirm you see the K2 group with the Application, Report and Worklist icons. If you see the K2 group and icons, the app is active at the site collection level you are working in. Continue to the next step to add the K2 Worklist web part. If you do not see the K2 group or icons, follow the steps in the Adding the K2 Five for SharePoint app section to activate the app.
  4. Add the K2 Worklist web part to your site collection home page. Edit the home page of your site collection, then add the K2 Worklist web part to the page. There are no other configurations at this time. Save the page. If the K2 app is deployed and activated and you have added the K2 Worklist web part, you can continue now to the second topic. Scroll to the bottom of this page and use the link to continue.

    There are a number of ways you can action tasks assigned to you. One way is to work from the K2 Worklist web part. This web part features a list of all K2 tasks assigned to you. You can action the tasks directly from the worklist, or can open a task form (if configured) and action the task from the form. You will use the worklist throughout several K2 for SharePoint tutorials.

    1. Navigate to your site home page. From the home page, click the EDIT button in the upper right corner of the page.
      Permissions required when adding the K2 Worklist web part. To add the Worklist web part successfully, you must be a member of a group that has permission to add and customize pages. Members of the site Owner's group have full control and therefore meet this requirement. Members of the site Member's group, by default, do not have the Add and Customize Pages permission level option. If you are working through this tutorial on a K2-provided VM, you are logged in as Administrator at the necessary permission level. If you are working in your own environment, confirm that you are either a member of the site Owner's group (with full control), or a member of the site Member's group with an edited permission level that includes the Add and Customize Pages option. If you are unsure of your permission level, contact your SharePoint administrator.
    2. Click the INSERT tab located in the ribbon toolbar. Click the Web Part option found in the Parts group. Click the K2 folder in the Categories pane. Click the K2 Worklist web part to highlight it. Click Add.
    3. After the web part has been added to the page, click the SAVE button in the upper right corner of the page to commit the change.
    4. The K2 Worklist is one location you to find and action workflow tasks that have been assigned to you. You will use the K2 Worklist in future steps.

Review

In this step, you confirmed the activation of the K2 for SharePoint app. You have registered, deployed and activated the app to your SharePoint site collection. K2 recommends deploying the app to the root site collection level with the All Paths option. Any site collections or subsites added will have the app available with out further intervention. You can also enable the auto-activation option, which enables the app to any new site collections or subsites. After confirming the app deployment and activation with your test list, you added the K2 Worklist web part to your site home page.

Next Step: 2. Create the Supporting Libraries in SharePoint
Document Review and Approval