Workflow

Learn how to create workflows that contain any combination of user steps and system steps: complex task assignments, drill down properties, business rule evaluation, exceptions, escalations, error handling, and more. You can follow these How-Tos to replicate the functionality in another environment when you use the relevant configuration values or users for that environment. You can further modify or extend the scenarios to work better for your organization’s requirements.

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Scenario Category Tooling Components
Use a SmartForm Reference to Conditionally Start a Workflow
Use a SmartForm reference to configure a rule which determines if a workflow should start.
Workflow Start
  • K2 Designer
  • Workflow
Use a SharePoint Reference to Conditionally Start a Workflow
Use a SharePoint library reference to configure a rule which determines if a workflow should start.
Workflow Start
  • K2 Designer
  • Workflow
  • Microsoft SharePoint
Create Embedded Signatures with DocuSign
Using DocuSign to automate the signing of a document, including embedding the DocuSign signing experience in a K2 form, which means that you don't need to log in to DocuSign to sign documents.
DocuSign
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow
  • DocuSign
Create a workflow with DocuSign Events
Create an end-to-end solution with DocuSign functionality to automate the signing of a document stored in SharePoint.
DocuSign
  • K2 Designer
  • K2 for SharePoint
  • Workflow
  • DocuSign
Use the Sum function
Configure and use the Sum function in the K2 Workflow Designer to get the total of a set of values.
Function - Sum
  • K2 Designer
  • Workflow
Save a Screenshot to PDF and Attach it to an Email
Use the Save As PDF control to take a screenshot of your browser window, then save the file in PDF format. Build a workflow that attaches the file to an email.
PDF
  • K2 Designer
  • View
  • Workflow
Create a PDF file using the PDF Converter in an Advanced SmartObject
This article illustrates one method for converting an existing web page into a PDF file. This conversion applies to a single web page.
PDF
  • K2 Designer
  • SmartObject
  • Workflow
Use the All items as a collection option
Use the All items as a collection option to perform an action on all items contained in a selected SmartObject.
SmartObject
  • K2 Designer
  • Workflow
Use the Count Function
Use the Count function to return the total number of items in a SharePoint list. You can use the function with any SmartObject that has a list method.
Function - Count
  • K2 Designer
  • Workflow
Add and View Workflow Comments
This article illustrates one method for adding and viewing workflow comments using a system SmartObject.
Workflow Comment
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow
Add and View Workflow Attachments
This article illustrates one method for adding and viewing attachments to a workflow using a system SmartObject.
Workflow Attachment
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow
Using Form States
Use form states when you have a workflow with one or more task steps and you want to use the same form for each task step recipient. States allow you to use the same form to show different content to different users.
Form State
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow
Create a Workflow with a Single Sub Workflow
Build a workflow that calls a single sub workflow.
Parent-Child Workflow, Single
  • K2 Designer
  • Workflow
Create a Workflow with Multiple Instances of a Sub Workflow
Build a workflow that calls multiple instances of a sub workflow.
Parent-Child Workflow, Multiple
  • K2 Designer
  • Workflow
Use a Loop Step to Loop Through a List
Use the Create Reference and Loop steps to loop through a SharePoint list. This article is not limited to SharePoint. You can use any list that has a primary key.
Loop - Lists with Primary Key
  • K2 Designer
  • Workflow
  • Microsoft SharePoint
Use a Loop Step with a Loop Index
Use the Create Reference and Loop steps, along with a Loop Index, to loop through a SQL table that does not have a primary key. This article is not limited to SQL. You can use any list where there is no primary key. Your data source must have a number column with unbroken sequential numbering (1-2-3, etc).
Loop - Lists without Primary Key
  • K2 Designer
  • Workflow
  • Microsoft SQL
Configure and use the "Wait for External System" option in a workflow
Configure and use the Wait for external system option in a SmartObject workflow event. The option provides a way of pausing a workflow and waiting for an external application to finish doing something before the workflow continues.
SmartObject
  • K2 Designer
  • SmartObject
  • Workflow
  • API
Use Microsoft Power Automate to start a workflow when a SharePoint list item is created
Create a K2 Workflow REST API connector in Microsoft Power Automate and create flows that start a workflow from SharePoint.
REST
  • K2 Management Site
  • K2 Designer
  • K2 for SharePoint
  • Microsoft Power Automate
  • API
Use Microsoft Power Automate to start a workflow when an email arrives in a folder in Outlook
Create a K2 Workflow REST API connector in Microsoft Power Automate and create flows that start a workflow from Outlook.
REST
  • K2 Management Site
  • K2 Designer
  • Microsoft Power Automate
  • Microsoft Outlook
  • API
Workflow REST API Task Redirect with Microsoft Power Automate
Use the K2 Workflow REST API connector in Microsoft Power Automate to redirect a K2 Task using an Outlook trigger.
REST
  • K2 Management Site
  • K2 Designer
  • Microsoft Power Automate
  • API
Workflow REST API Server Event with Microsoft Power Automate
Use the K2 Workflow REST API connector to send a message from a K2 Workflow to Microsoft Teams using Microsoft Power Automate.
REST
  • K2 Management Site
  • K2 Designer
  • K2 Workflow REST API
  • Microsoft Power Automate
  • API
Create an Outlook Task in a workflow
Use the Task SmartObject of the Exchange Online Service Type in a workflow to create Outlook calendar tasks.
Outlook Task
  • K2 Management Site
  • K2 Designer
  • SmartObject
  • Workflow
  • Microsoft Exchange
Update and Filter List Items in a SharePoint List
Use the K2 for SharePoint app to create a workflow that filters and updates a SharePoint custom list column according to a specific value.
Microsoft SharePoint
  • K2 Designer
  • Workflow
  • Microsoft SharePoint
Use the SmartObject Get List custom filter
Use this to filter a SharePoint custom list and only send an email to specific people based on the criteria configured in the filter.
Microsoft SharePoint
  • K2 Designer
  • Workflow
  • Microsoft SharePoint
Adding List Item Permissions
Use this to customize permissions on a SharePoint list item using steps in a workflow.
Microsoft SharePoint
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Attach Images in Emails
This article illustrates one method for attaching an image to an email. Create a form with an image attachment, then use the image in the email body in your workflow.
Email - Attach Image
  • K2 for SharePoint
  • SmartObject
  • View
  • Form
  • Workflow
Add a Dynamic View Flow Link to a SharePoint List
Use this to add a View Flow report link to a SharePoint list item.
Microsoft SharePoint
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Modify a Workflow to Link a K2 for SharePoint Application's SmartForm Start Rule to a Secondary List or Library
Use this to modify a K2 for SharePoint workflow for reuse with secondary SharePoint lists and libraries when the workflow starts from a SmartForm.
Microsoft SharePoint
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Link a K2 for SharePoint Application's Workflow to a Secondary List or Library
Use this to add reuse links to a workflow for reuse with secondary SharePoint lists and libraries when the workflow starts from a SharePoint event.
Microsoft SharePoint
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Filter and Update List Items
Use the K2 for SharePoint app to create a workflow that filters and updates a SharePoint custom list column according to a specific value.
Microsoft SharePoint
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Exclude a Previous Approver from a Task
A maker-checker authorization model consists of a two-person approval flow, where one person initiates a transaction and a second person completes it.
Tasks - Exclude User
  • K2 Designer
  • SmartObject
  • Workflow
Expire Parallel Paths Based on a Condition
Conditions can be time-based, such as an expiration date, a user action of some kind, or some other business logic.
Parallel Paths
  • K2 Designer
  • Workflow
Use the Action Result Property to Update a SharePoint List
At runtime, the Action Result property contains the action taken by the user to complete their task. Use the Action Result property to update a list item in a SharePoint List after a task completes.
Microsoft SharePoint
  • K2 Designer
  • K2 for SharePoint
  • Workflow
  • Microsoft SharePoint
Manually Integrate a SmartForm with a Workflow
Manually configure rules to start a workflow, open a worklist item, and action a worklist item. This how-to shows you how to integrate a workflow with a form without using form states.
Form State
  • K2 Designer
  • View
  • Form
  • Workflow
Delete application artifacts
Delete application elements such as workflows, SmartObjects, views, and forms to clean up a K2 environment.
Environment
  • K2 Designer
  • K2 Management Site
  • K2 for SharePoint
  • SmartObject
  • View
  • Form
  • Workflow

Retrieve user details in a form and a workflow
There are different ways to retrieve user information in K2. This how-to shows you how to retrieve user details in a view, form, and workflow using a URM-based SmartObject.

SmartObject
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow
Use a REST Service-based SmartObject in a workflow loop
Create an advanced SmartObject with chained methods to retrieve serialized data and then deserialize the data as a list. Configure a loop step in a workflow to send an email for each list item returned.
REST
  • K2 Management Site
  • K2 Designer
  • SmartObject
  • Workflow
Send an email to a role using the Send Email step

Create a workflow with Send Email steps configured to send emails to roles.

Workflow
  • K2 Management Site
  • K2 Designer

 

  • SmartObject
  • View
  • Form
  • Workflow

Use Task Reminders

You can combine Reminders in User Task steps to perform different actions, such as sending an email a certain number of times before redirecting the task to someone else to action.

Workflow Task Step
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow

Use the Workflow Error Event

Configure and use the Workflow Error Event to start a workflow when another workflow encounters an error. The Start when an Workflow Errors event can start a new workflow instance when a workflow in your K2 environment goes into an error state.

Workflow Start Step
  • K2 Designer
  • SmartObject
  • View
  • Form
  • Workflow