We’ve been waiting a lifetime (dramatic?) for this feature. And now it’s here! Sort of.
Currently, with a new “Preview” action release in Microsoft Flow, we’re able to convert documents to PDF in OneDrive for Business via workflow. While this isn’t ready for SharePoint yet, we can make it look that way for our end users. Basically:
- When a file is created or modified in SP
- Create document in OneDrive for Business
- Convert document
- Create document in SP
It’s roundabout but we get exactly the result often requested: convert SharePoint docs to PDF automatically. Here’s how to set this up. A video walkthrough is available at the bottom of this post.
If you’re using a document Name field in a workflow but it’s not working as expected, it could be because there are apostrophes (‘) or ampersands (&) in document names. In this case, SharePoint evaluates apostrophes (‘) to ' and ampersands (&) to & As you can see here, most other punctuation evaluates perfectly well:
Note: This problem only occurs when using apostrophes and ampersands in document names, in document libraries. And we can fix the issue without needing to rename the files.
Document names cannot contain these punctuation marks: \ / . : * # “
Regular lists and document library fields aside from the Name field shouldn’t experience this issue. But if you’re using & or ‘ in your file names, and calling those file names in workflow, here’s how we can make it work:
It’s not uncommon to want to use yes/no checkboxes when building Microsoft Flow conditions. [Field] is equal to “Yes” or [Field] is equal to true won’t work because it reads the Yes or true as a string rather than a value. So when the flow runs, even if the checkbox is checked (true), the run history says the expression result was false.
Fortunately it’s a simple two-step fix. Follow these steps to be able to use yes/no checkboxes as conditions in your flows:
I’m speaking about using Microsoft Flow and SharePoint Designer Workflows to streamline processes this weekend at SharePoint Saturday Kansas City, Sep 16, 2017
We’ve all been there. One location on a shared calendar will be referred to by multiple people as 20 different things. Johnson Building Room 214 can be entered as “214,” “Johnson 214,” or “J214” to name a few. Canceled events stay on the calendar, sucking up real estate and waiting for someone to delete it manually. Items copied from another calendar make you pay for the convenience of a simple copy and paste by adding the “Copy: ” prefix to the item.
But with a single workflow, we can fix all of these and make our SharePoint calendars look more professional and polished without making more work for end users. This post will cover how we can use workflow to standardize naming of locations with workflow, delete events once they’ve been canceled and get rid of Outlook’s “Copy: ” prefix. You will need SharePoint Designer and appropriate permissions to create workflows to complete the following steps:
SharePoint Designer 2013 workflows verify workflow email recipients are part of your organization, while SPD 2010 workflows do not.
Yes, you can have a BCC field in your SharePoint Designer workflow emails. I didn’t know this until recently, and was pleasantly surprised. It’s quick and simple, so let’s get started.
Note: You can do this in both 2010 and 2013 SharePoint Designer workflows, using the exact same steps.
If you’ve found this post by search, you’ve likely already gone into the workflow settings for a particular list or document library item and have clicked the info icon () next to “Internal status” and found that your workflow is “in progress”, but has an error: “Access Denied. You do not have permission to perform this action or access this resource.” Peering into the bulk of the message, you see a helpful tidbit that includes sp.utilities.utility.SendEmail. This could be from a number of causes, but here are the summaries of three possible solutions. Note that the first solution is still required even if you try B or C below. I’ve only included the second and third solutions as additional possibilities if the first doesn’t solve your problem.
A common question, before we begin, is what level of permissions any individual needs to be able to send an email or start a workflow generally. It doesn’t matter so much if you’re using Impersonation or App Steps, but the quick answer is a minimum of Contribute level permissions is good.
Sometimes you’ll into situations where a SharePoint Designer (SPD) 2010 workflow is the only way to go in order to make something work. In May 2017, I gave a presentation at SharePoint Saturday Baltimore and shared the following slide of functions only possible by using a SharePoint Designer 2010 format workflow.
Unfortunately, you may have loads of conditions and stages already built in a SPD 2013 workflow by the time you realize you need some of this 2010-exclusive functionality. No need to fret, however, because we can start that necessary 2010 workflow from wherever we need to within our 2013 workflow, as if it were just another ordinary step.
Lookup columns aren’t friendly to a lot of things. Power BI reports, calculated columns, creating new items via workflow when both lists have lookup columns, if/then statements, etc. Especially when your lookup column is looking up to a list from another site, not the same subsite in which you’re working.
A previous scenario required that I create a new item in a different site’s list when conditions were met in the origin site’s list item. Both lists used the same lookup column, and I received the “lookup is in another web” error when trying to do a direct copy via workflow, from lookup column to lookup column. The solution ended up being creating a new item in a temporary, lookup-free list that received the lookup values just as text. Then SharePoint Designer copied those over to the final list, which received the text and happily converted it back to the appropriate lookup values. See the full solution here.
This post will focus on the same error message, but this time is triggered by a SharePoint Designer workflow in a different scenario where we just want to convert our lookup values to text so we can use them for various purposes.
To save you time, I also tried (and failed) at these potential solutions before finding success:
- Setting workflow variables to the lookup values and trying to set the variables to text values, or use the variables in my if/then statements to create new text values (this defeats the purpose of using lookup columns, of course)
- Using a number of combinations of Microsoft Flow and SharePoint Designer to get the data from the lookup column extracted then “pasted” back in as text
So let’s get to the solution. Feel free to comment with your scenario specifics – I’ve had a lot of experience with this error, and would be happy to help.