Creating a Workflow from a SharePoint List or Library

See the K2 for SharePoint Administration section for information on integrating K2 with SharePoint.

You can add a workflow to your Application while creating the Application for the first time, or at some later time. Workflows can start automatically when something happens in the SharePoint list/library (for exampel when an item is added), or the workflow can start when someone completes a form in your application, or you can allow people to manually submit an item in the list/library to a workflow.

You can create re-usable workflows for lists and libraries with identical structures. For more information see Reusing K2 for SharePoint Workflows.

To add a workflow to a new application, follow these steps: .

  1. Select the K2 Application icon from the SharePoint list or library ribbon.
  2. On the Create K2 Application page, select the check box next to the Workflow element.

    The Allow this SmartObject to be used in the Legacy Workflow Designer option is dependent on which version of K2 is installed on your environment. If you upgraded to K2 Five from a prior version of K2, then this option is displayed. If you installed K2 Five on a new environment there is no check box.
  3. A section will appear where you need to provide some settings for the workflow, such as the workflow name and how the workflow will be started. In the Workflow Name text box, provide a name for the new workflow.
    K2 automatically creates a name using the SharePoint List or Library name followed by the word Workflow, , but you can also rename your workflow.
  4. Select one of the radio buttons to specify how you want to start your workflow:
    • When a SmartForm is submitted: Start your workflow only when a user completes and submits a SmartForm. This option will only be available if you checked "Forms" in Step 2. Use the drop-down menu to select the form that will be used to start the workflow:
      • New...: form that appears when you add a new item to a list
      • Edit....: form that appears when you edit an item in a list
      • Display....: form that appears when you view a single item from a list
    • When the following events occur: Start your workflow after one or more selected SharePoint events occur, even if those events are not driven by a user interaction. Use this option to automatically start a workflow when other applications or users create a new item in the SharePoint List or Library. Select from events such as adding, updating or deleting an item.
      If you want users to manually start the workflow by submitting the SharePoint item to a workflow, select the Workflow is manually started event 
    • Use Legacy Workflow Designer: Select this option if you want to use the legacy workflow designer. This option is only available in K2 environments upgraded from K2 blackpearl 4.7.
  5. Click OK at the bottom of the page.
  6. The workflow design canvas will now open. On the design canvas, start building your workflow by adding Workflow Steps.
    You can optionally edit the Workflow Settings through the wizard by clicking the workflow start icon

To create new workflows in an existing K2 Application, Click + New at the top of the K2 Application page and select Workflow from the menu.