In the example below, you will see how you can create a workflow where you can send a document for approval, and then have it saved (together with its metadata) into the Invoices document library in Sharepoint.
Setting up the Sharepoint Document Library
1. First, navigate to the Sharepoint portal at http://localhost and login using your Windows signon account when prompted.
2. You should be able to see the main page of the portal. Click the View All Site Content link in the left pane.
3. Click the Create button shown below.
4. Choose to create a new document library.
5. Name this document library Invoices and click the Create button when you are done.
6. Now you need to add a few columns to your document library to store the Invoice amount and Customer name for each document. In the Invoices document library window, navigate to the Settings > Create Column menu item.
7. Name the column Invoice Amount, and set the field type to a Currency field. Click the OK button to create the field.
8. Repeat step 7 above for the Customer Name field, but set the field type for the customer name field to a Single line of text.
9. After doing this, you should be able to see these 2 columns in your Invoices document library.
DESIGNING THE INVOICE APPROVAL WORKFLOW
1. You are now ready to create a new workflow in Quickflows. Navigate to the Quickflows portal at http://localhost:81/Zukami
2. Login as administrator, and navigate to the Settings tab. In this tab, click on the Document Workflow link under the Create submenu.
3. Name the workflow Invoice Approval Workflow, and set the Target to both Sharpdesk and Sharp MFP. Click the Next:Define a metadata list button to continue.
4. In the metadata list window, create a new field called Invoice Amt, with its type set to Currency.
5. Repeat step 4 above for the Customer Name field, with the type set to Single Line Text. After creating these two fields, you should see the
following screenshot.6. Click the Next step: Design the workflow button to continue.
7. The first step of the workflow requires you to submit the document to
someone (eg: Finance Manager) for approval. In the workflow designer, you must first create an approval bubble. Click the User action bubble on the left. In the user action bubble configuration page, choose to send to the Finance Manager. Click the Add to workflow button when you are done.
8. You must now create the bubble to save the documents to Sharepoint. In the designer window, click the Save to Sharepoint bubble.
9. In the Sharepoint bubble configuration window, make sure your Sharepoint portal URL is correct, and key in the Windows signon account you wish to use to logon to Sharepoint. The domain/computer name portion is automatically filled in for you. Please fill in the username portion.
10. When you are done, click the Connect now button. This button will instantly connect to Sharepoint to retrieve the list of document libraries. If your settings have been configured correctly, you should see the Target document library field change into a drop down list. Pick the Invoices document library (the one you created earlier in Sharepoint) from this list.
11. The Target Folder field allows you to specify the folder you wish to save the document to. For example, if you specify My Folder\ABC\123 in this field, your document will be saved into this folder in your document library.
Please take note that the target folders are automatically created in Sharepoint by Quickflows if they do not exist during workflow execution. You do not have to manually create them in Sharepoint.
If you wish, you can also make the Target Folder dynamic using Quickflow tags. For example, if you wish to use the current month as part of the target folder path, you could specify the Target Folder as:
My Folder\Month of {$CurrentMonthName}When the document is saved to the document library, it will be saved in
My Folder\Month of March,
My Folder\Month of April,
My Folder\Month of February
...
The full list of Quickflow tags that you can use are shown in the table below:
12. Next, you need to define the mapping between the Quickflows metadata and the Sharepoint columns. The Target Sharepoint List Column shows a list of all the columns in the selected document library. Choose the Invoice Amount field from this list.
In the Data/Source field, click the Pick link on the right. In here, you can select the desired Quickflows metadata field you wish to map to
After that, click the Add field mapping button to create this field mapping.
13. Repeat step 12 above for the Customer name field. Make sure to choose Customer Name from the Quickflows metadata list. After you are done, you should see two field mappings Take note that you can also hard-type data values in the Data/Source field instead of using the Pick link. For example, if you specify ABC in the Data/Source field for the Customer name column, the text ABC will always be saved in this column in Sharepoint.
14. Click the Add to workflow button to add this bubble. You should now see the following screen. Click the Save and publish workflow button and then the Finish button.
LINKS:
How to Setup the Drivers
Installing the Quickflows Sharepoint Connector
Running the Workflow
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