Sharepoint Designer Workflow

Posted on 2013-11-22
Last Modified: 2013-12-03
i am trying to designer a workflow which will set the due date of a task to a specific day and time weekly/monthly.
The process should work as follows:

1. A user will manually create an item in List A which triggers a primary Workflow (X) to create a  task item in the List B(a task list). The workflow X completes at this stage
2. Creating an item in the task list(List B) triggers a secondary workflow (Y) which initially will set the due date to a specific date and time -e.g. 23/11/13 at 18:00hrs. All other tasks that are created afterwards should have a due date which is a week latter. e.g. Task (1) due date for following week will be set to 30/11/13 at 18:00hrs and so on for the following week's task, in the scenario outlined above.
3. Workflow (Y) will then pause until due date, and on the due date check if the "Status" column/field has been updated to "Completed".
4. If the "Status" field has been marked as "Completed" workflow (Y) will stop.
5. Please note that the "Status" field of the task created in List B is updated by the primary workflow (X) whenever an item is created in List A.
6. Whenever a new task is created in List B by Workflow (X) deletes old task before creating a new task.
What I am trying to achieve

(a)I want the secondary workflow using Sharepoint Designer 2007 to set the due date to the initially given as an example above and thereafter set new dates to be a week later - i.e. [initial due date(23/11/13)+7].
(b) I can do this using the "Created" column - e.g.[Created+7] which will give the in a week's time I want. The problem with this is that if a task is created a day later the due dates for the next task are also a day late. I want this date to be on a specific day and time every week.
(c) I have tried to create a separate "Calculated" column which adds the number of days I want to the initial due date and thereafter copy this to a new task but cant figure out how to do this. Is this possible considering that workflow X creates a new task item every time an item is created in List A
. The business logic requirs that the task in List B is created by the primary workflow, only when an item is created in List A as a check that the activity to mark the task complete has been done.
Any ideas to implement this would be greatly appreciated. By the way I am stil fairly new  to SharePoint. I am using Sharepoint Designer 2007
Question by:iCandoall

Accepted Solution

Rafael I earned 500 total points
ID: 39670183
If I understand this correctly, it sounds like List B is only being used to track the due date and status of an item created in List A.  Does this mean that every item in List A only has 1 task in List B?  If this is true, then it might not be necessary to have a List B at all.  Going back and forth from one list to another would add a lot of work on the server, which could have a detrimental effect on its response time.  You also don't want to have open/paused workflows taking up space on the server for a whole week.  A workflow should just perform some actions and then complete.  Therefore, you also need to figure out what should happen if an item is due but has not been completed.  Email to user/admin?  Mark item as late?

To make SharePoint check an item that is due, use Item Expiration.  That will create a "mental note" for SharePoint to check your item when it is supposed to expire.  When that happens, it can either delete the item or run a workflow of your choice.  You will need to first create a workflow that will will reset the due date, email users, mark item as delinquent, etc.; or ignore if the item has been set to "Completed."  Every item has an "Expiration Date" which you can use to set and reset values.  

To enable this option, go to the List Settings for List A and click on "Information Management policy and configuration."  On this new page, click on Expiration, wait for new options to appear, and then select "A timer period..." and set it to Created+7 (days).  Then select workflow for perform this action and choose the workflow you created to handle this task.

I hope that answers your question, let me know if I was able to help or not.  Good luck!

Author Comment

ID: 39671902
Hi Rawsteak

Firstly, thank you for  your prompt response to my question. Yes List B is just used to track the due date. The business requirement is that users should complete an item in List A on a given day and time weekly. Whenever a new item is created in List A, firstly Workflow (X) cited above deletes the updates the status of the old task item which was sitting in List B. The workflow the  creates a new task item which should have a new due date.
If an item is not completed by the due date, i.e. if an item is not created in List A which will  then trigger Workflow (X) to update the outstanding task status in List B, Workflow (Y) which sets the due date and pauses should kick in, and yes take appropriate action, in this case an email reminder is sent to the user that the task is still outstanding, (which in essence is telling them do the activity that is required to create an item in list A).
As pointed out in my initial post, I am still fairly new in designing workflows and thank you for advice to use Item Expiration. As I got you reply on weekend I have not yet explored this feature and will do so when I get back to work on Monday(Its a Saturday today were I live)
I will keep you posted how I get on. Once again thank you for you advice.

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