Did you know that SharePoint workflows can drastically reduce the time and effort needed for your business processes? Recent statistics reveal that companies using SharePoint workflows see a 30% reduction in project turnaround time and a 25% increase in productivity. Essentially, workflows act like tiny superheroes, helping you streamline daily tasks and enhance overall efficiency.
What is SharePoint Workflow?
Gone are the days of relying on SharePoint Designer 2010 for workflows. With Microsoft’s latest tool, Power Automate, you can create even more powerful workflows within your Microsoft 365 environment. Power Automate has become the recommended solution for workflow development, as Microsoft has stopped updating SharePoint Designer since 2013.
If you want to leverage the latest workflow technology, it’s time to transition from the old to the new with Microsoft Power Automate. Let’s explore how SharePoint workflows can transform your work processes.
Use Cases for SharePoint Workflow
Leave Requests Made Easy: Imagine submitting your vacation time online and having it automatically routed to your boss for approval. That’s the power of a SharePoint workflow, complete with reminders to ensure timely approval.
Streamlined Invoicing: No more manually sending invoices to different departments for approval. A SharePoint workflow automates the process and stores everything in a central location, eliminating headaches.
Effortless Feedback Collection: Create a SharePoint workflow to send out surveys and collect feedback from your customers. You’ll get the information you need without any hassles.
Enhanced Document Functionality: With SharePoint workflows, your documents can do more than just sit in a folder. Set up workflows to automatically perform tasks like sending email notifications or updating statuses when files are changed or uploaded.
Multiple Approvals Made Simple: Approval processes can quickly become complicated, but with a SharePoint workflow, you can easily set up multilevel approvals. Requests are routed sequentially, and if not approved in time, they get automatically escalated.
Types of SharePoint Workflow
Approval Workflow: This workflow routes a document or item to one or more people for approval. It can be triggered manually or automatically when an item is created in a SharePoint list or a document is uploaded to a library.
Use Case: Invoices sent to the accounting department may need approval before payment. An approval workflow automates this chain, routing the invoice to the appropriate managers before final approval and uploading to the library.
Notification Workflow: This workflow sends an email notification to the relevant person when something important happens, such as the approval of a document or a status change. It speeds up processes and prevents delays.
Use Case: After completing a major project, your tech team marks it as complete in the SharePoint list. You receive an instant notification, allowing you to update your client promptly.
Automation Workflow: These workflows perform tasks automatically when certain conditions are met, such as moving an invoice to the correct folder once it’s approved.
Use Case: When you approve an invoice, an automation workflow can move it to the designated folder automatically, saving you time and effort.
Custom Workflow: These workflows can be tailored to meet your business’s unique needs by combining different types of workflows.
Use Case: To approve an invoice and notify the accounting department, use an approval workflow and a notification workflow. Customize the workflow to suit your organization’s specific requirements.
Benefits of Using SharePoint Workflows
Time-Saving and Increased Productivity: SharePoint workflows automate mundane tasks, freeing up your time to focus on innovative ideas and business growth.
Accuracy and Consistency: Automating tasks ensures they are performed consistently, reducing errors and keeping everyone aligned.
Enhanced Collaboration: SharePoint workflows facilitate document sharing and tracking, allowing teams to work together more effectively without constant check-ins.
Clear Visibility: Workflows provide a transparent view of task and document progress, helping you stay informed and make better decisions.
Flexibility: Customize workflows to fit your needs, choosing the types of workflows, the people involved, and the actions taken at each step.
Conclusion
SharePoint workflows offer numerous benefits to any organization aiming to streamline processes and enhance collaboration. From managing leave requests to automating document approvals, workflows can help businesses operate more efficiently and effectively. By embracing workflow automation, companies can reduce risks, save time and money, and achieve greater success.
So, if you’re ready to elevate your business processes, it’s time to explore the power of SharePoint workflows.
Note
SharePoint Designer 2010 workflows have been retired since August 1, 2020, for new tenants and removed from existing tenants on November 1, 2020.
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