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Using email aliases for easy workflow maintenance

Using email aliases for easy workflow maintenance: SharePoint Designer 2013: Custom Workflows
Using email aliases for easy workflow maintenance: SharePoint Designer 2013: Custom Workflows

Thinking of SharePoint workflow maintenance during development reduces headaches. Using email aliases lowers iteration cost when managing lots of users.

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Skill Level Intermediate
6h 51m
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Q: In the video "Creating a workflow with conditions," the email workflow generates the email and successfully changes the value in AreaCalc but the workflow does not complete, and raises no errors. How can I fix this?

A: There are different workflow configurations for SharePoint 2013; some use the Workflow Manager 1.0, which does not appropriately handle changes to Boolean (Yes/No) columns in workflows. The fix is to change any columns with the Yes/No data type used as workflow triggers to the Number data type.
 
FIX:
 
1. Modify the data type of the AreaCalc, HRCalc, and FinanceCalc columns (which currently use the Yes/No data type) to Number.
 
2. Set the default value of each Calc column to 0.
 
3. Modify the calculations of these columns using an IF function to assign 0 to No (False) and 1 to Yes (True). For AreaCalc, the formula would be: =IF(ISBLANK(Area Approval),0,1)
 
4. In the Wait For Field Change in Current Item workflow actions, modify the conditions in the workflow to trigger based value of the Calc field changing to 1, for example, AreaCalc = 1.
 
After making these changes, test your workflow again.
 
NOTES:
 
You could choose any number values you wish, however, using 0 for False and 1 for True are standard and therefor make your workflow a bit easier to understand.
 
If you experienced the described behavior in your workflow, you may wish to avoid using the True/False data type while you're designing custom lists for your organization.

Q: Where do I get InfoPath Designer 2013 (mentioned in the "What you need to know" video)?

A: InfoPath Designer 2013 is not currently available as a free download from Microsoft, and it has never been sold as a standalone product. You have two options for obtaining InfoPath:
  1. If you have Office 2013 Pro, you may already have InfoPath Designer 2013, but it may not have been installed. Try reinstalling Office and choose to install InfoPath Designer.
  2. Sign up for a free 30-day trial of one of the Office 365 plans that include InfoPath Designer—for example, Office 365 Enterprise (E3) Edition, which also includes SharePoint, or Office 365 ProPlus, which does not include SharePoint. After the 30-day trial you will need to pay a monthly fee for Office 365. 
 

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