Create an item in a different SharePoint list via workflow.
- [Instructor] In this site, I've got a projects list, and I've got a project tasks list. Notice that I have a project number in both, so in this one I've got project number on the left, and in the tasks list I've got project no. on the right hand side. I want to assign a task in this projects task list to the project manager that I name in this list whenever someone adds a new project, so think about it like a master projects list, somebody adds a new project, and we want to assign a task to the project manager to let them know that we've added a new project.
So, there's a Workflow for that, let's go into our Nintex Workflow, so we're adding the workflow to the projects list. And I'm going to add a new list workflow, and I'm going to use add time to date, and I'm going to use create list item. So, I'm assigning a task, which means I'm going to be assigning a due date, and that means I need to create a variable to do that, so I'm just going to call it due date, and it's just a place holder for a date and time, and I'll hit save, and then now when I go to add time to date, double click on that, do you see? Now I've got this value plus however many days I want to give 'em, maybe five, and this is where I'm defining the date as, whenever this actually was executed, and then add five days to that, and then I have to select a workflow variable, which I created as due date.
Click save, so now we've added five days to a variable that we created called due date, and now we're going to create a list item in the project tasks, click OK, and the task name is going to be review budget for project, and then you can come over to the item properties and find that project number, or project name, whichever you prefer.
But inside of our project tasks, we have fields that we want to populate, so we want to populate the due date, and we want to populate the project number as well as assigned to. So, we're going to add list item properties, so we're going to choose due date, and then when you hit add, notice that this, it gives us a new field down here, see the due date? We're also going to add the project number, hit add, and see now I have a project number down there that I didn't have before.
And then finally, we're going to add who we're going to assign it to, click on add. Great, so those are the properties that we want to populate when we create this new list item in project tasks, so the due date is going to be equal to, and we'll use Workflow variables as the due date, which is the variable that we created. The project number, we're just going to use the project number that we populate when we add the new project to this list, so I'm just going to double click on that, and then we're going to assign it to list lookup current item project manager.
So again, these are going to be fields that I ask for when I add a new project, and then we just want to populate what I put here into that task list. Go ahead and click save, and publish. We're going to name this new project task, and I'm going to put that in Workflow tasks, and I'll say that I want to start it when items are created, click publish, click OK.
And now, we'll go back and test this by going into our projects list, clicking on new, and I'm going to just name this PR-6, project name, I'll give this one to Kim, and I will give it a budget of 500 dollars, and hit save. And now, see how I have PR-6 portal template Kim, now I go into my project tasks, and I'll need to wait for it to refresh, give the Workflow a little bit of time to work, and there it is, review budget for project PR-6, it's due five days from now, and it's assigned to Kim Trung.
And, just like that, the project number was also populated here. So, this is another great example of how a workflow does not have to be complicated to be effective. So, if you're creating a new list item inside of a task list, just make sure that you have some of the same fields in both lists, and that way you can populate, or get somebody started populating another list item.
- Automating a workflow for manager approval
- Adding conditional branches to workflows
- Using variables and calculated dates
- Bringing external data into a workflow
- Reusing and moving workflows
- Creating and customizing a form
- Assigning field validation rules
- Using Nintex Forms
- Optimizing for mobile viewing
- Troubleshooting a suspended workflow