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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
Download a file from Google Drive and attach to an Email You create an information request form to gather the name and email of potential customers. Your form starts a workflow that uses the Download method of the Cloud Storage File SmartObject to attach a product brochure, stored in Google Drive, to the information request email.	Google Drive	K2 Designer	SmartObject View Form Cloud Storage
Use a workflow as an intermediary to upload a file from a form to cloud storage You create an expense claim file upload K2 application using a SmartObject, view, and form. You then use a workflow to upload the file, which uses the account and OAuth token created during Feature Activation.	Google Drive	K2 Designer	View Form Workflow Cloud Storage
Download a file from Dropbox and attach to an Email You create an information request form to gather the name and email of potential customers. Your form starts a workflow that uses the Download method of the Cloud Storage File SmartObject to attach a product brochure, stored in Dropbox, to the information request email.	Dropbox	K2 Designer	SmartObject View Form Cloud Storage
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
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