Roadmap: Design and publish a SharePoint workflow with Visio 2010 and SharePoint Designer 2010

If you need to manage or monitor a business process that involves multiple steps and several people, design a SharePoint workflow in Microsoft Visio Premium 2010 and Microsoft SharePoint Designer 2010 to guarantee consistency across the steps in the process. The SharePoint workflow helps the process by implementing and enforcing business logic within the actions and events of a SharePoint list or library. Specific human tasks are completed in a specific order and alerts are sent out to process shareholders as necessary.

Visio Premium 2010 includes a SharePoint Workflow template with flowchart shapes that correspond to SharePoint workflow conditions and actions. The Visio diagram can then be exported to SharePoint Designer 2010 so that the specific actions and conditions of the workflow can be customized to apply to the data source or sources on the SharePoint site. Once the workflow is completed in SharePoint Designer, it can be published directly to the SharePoint site.

This is ideal for creating and streamlining common business processes, such as project approval or document review. For more information about how to create workflows in SharePoint Designer 2010, see Introduction to designing and customizing workflows.

Download: SharePoint workflows using Visio 2010: A visual guide

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.
Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

In this article

Requirements

Step 1: Create the workflow in Visio Premium 2010

Step 2: Modify and publish the workflow from SharePoint Designer 2010

Requirements

Workflows are a feature of SharePoint Server 2010. SharePoint Designer 2010 is required to customize and publish the workflow to the SharePoint site.

In addition, you must have Microsoft Visio Premium 2010 to use the SharePoint Workflow template. Other shapes, such as connectors from other stencils, are not recognized by SharePoint Designer as valid SharePoint workflow actions or conditions.

Top of Page

Step 1: Create the workflow in Visio Premium 2010

To start creating a SharePoint workflow in Visio Premium 2010, you must create a new diagram using the Microsoft SharePoint Workflow template. To create the template, go to File > New > Flowchart > Microsoft SharePoint Workflow.

With the template open, drag shapes onto the drawing page, starting with a Start shape and ending with an End shape from the SharePoint Workflow Terminators stencil. Add text to the shapes to explain the business process that the shape represents. Once you have finished creating the workflow, validate the diagram and then export it as a Visio Workflow Interchange (*.vwi) file.

Notes: 

Top of Page

Step 2: Modify and publish the workflow from SharePoint Designer 2010

When you import the Visio Workflow Interchange (*.vwi) file into SharePoint Designer 2010, the workflow opens in the workflow editor. Each of the conditions and actions from the Visio diagram are shown with placeholder conditions and variables. Shape text is shown as gray comments above the corresponding conditions and actions from the diagram.

Customize the conditions and actions in the workflow by clicking the default variables and specifying fields in the SharePoint data source (list or document library). Once the workflow is complete, validate the workflow, save it, and then publish it to the SharePoint site.

Notes: 

Top of Page

Share Facebook Facebook Twitter Twitter Email Email

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×