Using A Single Workflow versus Multiple Workflows

Question

Currently setting up a new library in SharePoint 365 within one of our MS Teams...  This particular library will have multiple events happening depending on how files are updated as part of a new repository process...  Should all of the desired automation for the library be contained within one single workflow or is it better to create a workflow for each event or event group? Can an SP library have more than one workflow created or applied to it?

Any guidance will be most appreciated...

Thanks... tga

Answer 1

Hello Tina,

As always, thanks for the response and additional guidance information... I think at this point, I am going to include a description of each workflow in hopes of receiving guidance on getting them setup correctly as I am still struggling with them working exactly as desired. So here are the individual workflows as follows for this entire "Script Review" library or repository we are working on...

Workflow #1:

"Script Submission" - this workflow kicks off everything by simply sending an email notification to a specific person for review and sets the file status field to "Ready for Review" which is simply the default status setting. This workflow has been setup using the "When a file is created or modified in a folder" trigger. This trigger was used because if the submitted file is not approved but denied, then the person that submitted will need to update/correct the file and then resubmit it again but re-uploading it... hence starting the process again. However, I am finding that when the update file is uploaded again to overwrite the previous version it is not resetting the file status to "Ready for Review" even though that is set as the default when a file is uploaded.

Workflow #2:

"Script Approved" - If the reviewer approved the file, then they will update the file properties to set the Status field as "Approved". This triggers an action of sending an email to the submitter letting them know that it has been approved as well as sending an email to the release manager of the same notification. However, I am seeing not only this occurring but also a secondary email being sent with the "Ready for Review" which I presume is because the first workflow is based on file properties being modified. This workflow was started with the same trigger as #1.

Workflow #3:

"Script Denied" - this is the opposite of workflow #2... if the reviewer denies the file for approval, then an email alert is sent to the submitter stating such along with comments that are entered into the file properties as "Comments". Again, this is setup using the same trigger as the first two workflows. Additionally, I am seeing duplicate email alerts occurring both for the denial and then I assume again because of workflow #1 and the fact that the file properties are being modified... so there's a "Ready for Review" alert as well.

Workflow #4:

"Release Date Entered" - this is when the file submitted has already been approved and a release date is set for it to deploy or release into production. When the release date is entered into the properties field for the date, it triggers the Status to update to "Scheduled" but updating the file properties. This seems to be working with initial testing. With the barrage of testing that I have been doing on the first three workflows lately, I have not really noticed if the results of this workflow also ends up sending a "Ready for Review" email notification as well.

Workflow #5:

"Ready To Deploy" - this is simply when the library validates that "today" is the release date entered (based on a function of "utcNow()" ) and then updates the Status of the file properties to "Ready to Deploy"... this occurs on the date of the release that we have scheduled. Again, initial testing of this workflow worked correctly but further testing has not been done as focus has been on the first three workflows... This workflow is also started with trigger "When a file is created or modified (properties only)... the same is true for workflow #4.

Workflow #6:

"Release Date Change" - we might have a situation when the release date entered may change and therefore, the release manager will go into the file properties and update the Release Date field to be blank...  This condition is to trigger an update to the file properties so that the Status field will change back to "Approved"...... And of course, if a new release date it entered again, it should trigger workflow #4 again so that it updates the Status field to "Scheduled". Like the other workflows, this one is started with the same trigger control.

Workflow #7:

"Deployed Check box Marked" - this workflow is handled by the release manager where they update the file properties to check the "Deployed" check box field to indicate that the file was indeed released or deployed. This properties conditional change triggers the Status field to update to Deployed. Again, like the previous workflows this one is started with the same trigger control.

Workflow #8:

"Archive Scripts" - this is an immediate follow-up to workflow #7 and based on the condiction that the file has been deployed, the workflow is to then move the file to an AcrchivedScripts folder library and then delete the file from the original SharePoint library. This is setup using the Extract folder action based on condition... and I have not seen this particular workflow work yet. I have tried testing it but it is not working as expected.

Based on previous chat discussions, I am thinking that workflow #7 and #8 should be part of the same workflow and no separate..... Is that the correct approach?

Based on what I have shared above... I really am second guessing myself and not sure if I am setting the workflows up correctly for them to work as expected... That's why I keep asking for some sort of documentation that provides a large plethora of workflow scenarios and how they should be setup. Does something like this exist?

Again... any help and guidance is much appreciated!!  Thanks... tga

Answer 2

Hi Todd,

Thanks for your detailed description. For the requirement "I want this workflow to update the Status field based on a condition of a change in another field in SharePoint", we suggest you check the option "Start the workflow automatically when an item is changed" for Start option, then the workflow will be started automatically once the item is changed.

You can check this article about workflow activity classes available in SharePoint, see if it is helpful for your reference.

If you need further assistance, we suggest you post the question in MSDN forum for professional help. Engineers and members there have more experience about this kind of issues and questions.

Thanks for your understanding.

Regards,

Tina

Answer 3

Hello Tina

The name is actually Todd... ☺

Thanks for the additional insights... I have created the separate workflows.... although  they are steps along the entire process they don't necessarily rely on each other as you mentioned... there may be two that do and therefore need to be combined at the very end...

What I am struggling with is not having sufficient reference documention to help guide... I know how to create them and have tested some so far... but there are some flows that do not work correctly and having reference material to help guide would be helpful... For example, I want this workflow to update the Status field based on a condition of a change in another field in SharePoint... so based on the type of flow to kick off... is it the create/modify (properties only) or just the plain create/modify version? I am not finding the right combination of type versus condition versus action on some of the workflows.... is there any reference document out there that really guides the user? Or do I need to bombard the Community with my questions?

Thanks... tga

Answer 4

Hi ToddAdams_7411,

Sorry for my inappropriate suggestions based on the previous wrong understanding.

In your situation, if all the 7 events have relationship between each other, for example, event 3 are affected by event 1 and event 2, it is suggested that you create a single workflow in the library.

If the 7 events are separated events and has no relationship between each other, you can create more workflows in the library.

For the details about how to write the workflow, we suggest you post the question to  MSDN forum for professional help. It is the specific channel which handles this kind of questions and issues.

Your understanding is appreciated.

Regards,

Tina

[Updated by Tina Chen MSFT, April 4th, 9:38 AM (UTC)]

Answer 5

Hello Tina

Yes, I have been looking at the provided suggestions... although I don't quite understand the 15 or 100 limitations information entirely... I have created all of the workflows for the Library in question and currently testing each element of the process...  

Is there an online guide or documentation of sorts that provides insight or details as to the different types of conditions and actions that can be done? I have validated some of the workflows but others I am still working to test as they are not working... I am hoping to have some reference to help with that.

Please let me know...  Thanks!   tga