Start workflows automatically

Note: Applies to list workflows only.

You can configure a list workflow to start automatically when a new item is created or an existing item is modified in a specified list. Use the start options to define a condition to apply to the relevant item before starting the workflow. If conditions are set, the workflow will start when the item meets the specified conditions.

Important: 

  • If Create item and Modify item events are detected for an item within a period of about 5 minutes, Create takes precedence and may be the only event that is processed. For example, If a workflow is conditioned to start when a specific item is modified and if the item is modified just after it is created, the workflow may not be successful. Therefore it is highly recommended to wait about 5 minutes after creating the item before the modification is done.

  • If an item is modified by a workflow that is triggered on item creation, you can use a Pause for Duration action before modifying the item.

Configure list workflows to start automatically

A list workflow can be configured to start automatically through Workflow Settings or when publishing the workflow.

  1. Open the required list workflow and do one of the following:
    • From the toolbar, select Settings. The Workflow Settings window opens.

      • Use this option if you want to save the workflow settings but the workflow is not ready to be published yet.

    • From the toolbar, click Publish. The Publish window opens.

      • Use this option only if you have configured all the actions and the workflow is ready to be published.

  1. Select the required Start options.

    • Start when items are created: Start the workflow automatically when a new item is created in the SharePoint list or document library.

    • Start when items are modified: Start the workflow automatically when an item is modified in the SharePoint list or document library.

      Note: 

      • Items modified using the Update List Item action in a conditionally started workflow doesn't trigger another conditional start workflow. As a workaround, the Office 365 update items action can be used to modify the item and trigger the next conditional workflow.

      • Any modification to an item will trigger conditional start when the condition is satisfied even if the modified field is not the field that was specified in the condition.

  2. Click Add condition and specify conditions to define a conditional start to the relevant item. The workflow will start when the item meets the specified condition.

    Note: If a condition is not added the workflow trigger is managed by SharePoint.

    For information about the Add condition configuration, see Add conditions fields, buttons and settings.

  1. Click Save or Publish.

Field

Description
Based on conditions / Edit conditions Expands/Collapses the Edit conditions section for the relevant Start option.

(Based on conditions / Edit conditions)

Opens options menu for conditions specified for Edit conditions. One or more of the following options will be displayed:

  • Disable condition: Ignores the condition.
  • Enable condition: Activates the condition to be applied for the start option.
  • Delete condition: Removes the condition.

(Condition branch)

Opens options menu for a condition branch. One or more of the following options will be displayed.

  • Promote: Changes the position of the condition branch to be a parent branch.
  • Demote: Changes the position of the condition branch to be a child branch.
  • Move up: Moves the condition above its preceding sibling branch.
  • Move down: Moves the branch below its subsequent sibling branch.
  • Delete: Removes the condition branch.

Note: Moving a condition up or down does not change the definition of conditions, instead it changes the order it appears in relation to sibling branches.
Logical operator determining relationship among sibling branches. Both the conditions must be True for the workflow to start.
Logical operator determining relationship among sibling branches. At least one of the conditions must be True for the workflow to start.

Displays options for adding a branch to conditions.

  • Sibling branch: Creates a branch at the same level
  • "And" child branch: Creates a child branch with And relationship between the sibling branches.
  • "Or" child branch: Creates a child branch with Or relationship between the sibling branches.