SharePoint 2007 Workflow with Link to Documents on Encrypted Network Share Drive

Posted on 2013-01-16
Medium Priority
Last Modified: 2013-01-31
Looking to see if someone has done something similar to this and if so can provide some insight on how you went about doing it (did you use SP Designer, did you use a list, if so what kind, etc.).

The desired outcome: Create a workflow in SharePoint (likely using SP Designer) that is used to notify reviewers/approvers (possibly via an MS Outlook email) that documents have been saved to a network drive are ready for review. The reviewer/approver would review and either approve or reject (within the SP workflow) the documents (so there would have to be something within each workflow that identifies exactly which documents that workflow pertains to as this information needs to be maintained for audit purposes).

Ideally the workflow would have a hyperink to the network drive where the documents will be stored. SharePoint would basically be used for the notification and approval/rejection pieces (the documents cannot be routed and stored via/on SharePoint for various reasons pertaining to the content in the documents and per direction from IT).

Some options, insights (if you've completed a similar workflow), etc. would be appreciated.

I am site admin/have full control and also have SP Designer (2007).

Question by:lessthan2
LVL 44

Accepted Solution

Rainer Jeschor earned 2000 total points
ID: 38786706
sorry have not done this exactly before, but I just want to share my 2ct.

1. Create a list where the document information is stored (e.g. file name. folder path, other meta data,...)
2. The person who saves a document to the network share has to create the related list item
3. After the list item has been created, a standard SharePoint approval workflow will run.
The link to the document itself has to be generated partially hard coded in the mail  (only sub folder path and filename are from the list item)

If you want to automate it a little bit more, then you my think of a tool/program written in .NET to implement a file system watcher, which will then either generate or update the list items accordingly. But this approach would need some more planning / design, e.g. the program must run with a user account who has permissions to all folders...


Author Comment

ID: 38841645
I will accept the above as a solution because I think it could be a solution if I wanted (and could) take this to a different level.

However, this is what I've tested so far and will likely be the immediate solution.
Created a simple list with the following columns: description, check boxes with the report names that are to be saved to the network drive, and a comments box). Created a workflow in SPD and in the body of the email notification, I added the path to the network drive. Now, at this point the user receives two emails because of the email notification that I added plus there is the one created by the task in SP. I still need to look into having only one email sent but I think this will be a viable solution. For the interim, I added the url to a network path that I have access to but we still need to test the path that IT will provide which will be to a secure network drive that only the individuals who are involved with this workflow will have access to. I don't foresee that being an issue.

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