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Concluding a Look at a Video Tutorial on Building a Workflow to Add Events to an Announcements List with SharePoint Designer 2010

This post continues our comments on a video tutorial, Creating a Workflow on a List using SharePoint Designer 2010, authored by Asif Rehmani, SharePoint® MVP and MCT.

Be sure to add a specific value for the “Title” field of the Announcements List to which the event will be added as a new item. As Asif Rehmani explains, the “Title” field is mandatory.

But adding a specific title for each event to be added as a new item to this Announcement list can be an automated process. With a click on the function (fx) button, bring up the Lookup function. The Data Source should be set as the “Current Item” in the Calendar, and the “field from source” will be the “Title” field.

This process cuts the task of adding titles for events in half. Once the title is added for the event at the calendar, the Announcement List will automatically add an item, the title for which will populate per this simple procedure.

Even the “Body” field for the announcement can be automatically populated with the same information added to the “Description” field for the event when it is added to the calendar. Once again, the Lookup feature is used to record this process. The “Data Source” is the “Current Item”, but the “Field from source” is now the “Description” field for the event.

Once these steps are completed the process is in place to automatically add new items to the Announcements list as events are scheduled with the team calendar.

Asif goes onto demonstrate how an “Else” statement can be added to this workflow. The purpose of the “Else” statement is to assign a task (actually a “to do” item as it is selected from the Action menu)to a specific individual if the “Category” of a Calendar event is set to “Business.”

To sum up, this video tutorial demonstrates several automated procedures likely to be of interest to LoB units. IT organizations can add value to their efforts to hasten SharePoint adoption by these groups by actively pursuing opportunities to build these types of workflows for appropriate sets of users.

Ira Michael Blonder

© Rehmani Consulting, Inc. & Ira Michael Blonder, 2013 All Rights Reserved