Create a process driven Document Management System with Workflow within SharePoint

Sometimes, configuring workflows can be a real struggle. Especially when you want to have as few (performance) issues as possible.

I got into a challenge where I needed to create a workflow solution for a process driven Document Management System and prevent performance issues and error occurrences but still keep the solution easy to use and easy to manage.

The case

For a process driven Document Management System, I had to create a workflow solution within SharePoint 2013 in which the user could perform a series of dossier/document related tasks inside a document set:

Dossier related tasks

  • Create a new mandatory document
  • Create a new optional document

In both cases, when the user completed the task with an outcome where the document is uploaded, there had to be a check if the document was actually added to the dossier. In case of an optional document, the user was provided with the option ‘Not necessary’. When this option is chosen, no check will be performed.

  • Perform a common task on the dossier

Document related tasks

  • Review a document
  • Approve a document
  • Digitally sign a document (internal and external)
  • Perform a common task on the document

Also, an option must be available for a power user to change the process step without crashing the workflow and all closed non-process driven dossiers must been archived every first of the month. read more…

Cloud Journaal – aflevering 18

Aflevering 18 staat online op YouTube, met daarin de volgende onderwerpen:

– Lokaal synchroniseren van SharePoint teamsites nu ook mogelijk met de nieuwe “next-gen” OneDrive for Business sync client (1:56)
– Nieuwe filters op de Actieve Gebruikers pagina in het Office 365 Beheercentrum (4:00)
– Versturen van e-mail namens een Office 365 Groep (5:05)
– Nieuwe Link web part (7:07)
– Nieuwe PowerBI web part (8:49)

Bekijk aflevering 18 hier:

All you need to know about Hybrid Auditing in SharePoint 2016

Summary: This blog post will show you how to configure Hybrid Auditing in SharePoint 2016. It will also point out some considerations when deploying this new feature.

Microsoft released a new hybrid feature for SharePoint 2016: Hybrid Auditing. This feature will automatically upload your on-premises user activity logs to Office 365, so administrators can generate reports for users across SharePoint on-premises and Office 365.

* Note: This feature is still in preview! The configuration and capabilities might change in the future. read more…

Cloud Journaal – aflevering 17

Aflevering 17 van mijn Cloud Journaal staat op YouTube. In deze aflevering de volgende onderwerpen:

– Persoonlijke startpagina instellen in Office 365 (1:54)
– Downloaden van meerdere documenten tegelijk (2:48)
– Nieuwe admin rapportages (3:59)
– Bestandenoverzicht in Office 365 Groups (8:37)
– Nieuwspagina’s in moderne teamsites (11:08)
– Mailboxen in Exchange Online Plan 2 abonnementen naar 100 GB (14:47)

Bekijk aflevering 17 hier:

Bron: eekels.net/cloud-journaal-aflevering-17/

Cloud Journaal – aflevering 16

In aflevering 16 van Maarten’s Cloud Journaal staat maar één onderwerp centraal: Microsoft Teams. In deze iets langere aflevering dan normaal (bijna 20 minuten) laat ik zien hoe Teams werkt, wat je er mee kunt, hoe het gebaseerd is op Office 365 Groups, hoe je het aanzet in je Office 365 omgeving en hoe je Connectors kunt gebruiken om signalen uit externe systemen in Teams te laten landen.

Bekijk aflevering 16 hier:

Error with People or Group Field when using Power BI with SharePoint Online

For our migration project we wanted to create a report in Power BI to give our stakeholders insight in the progress our project made. For this situation we created a Power BI report in the desktop application of Power BI. The project team makes use of a SharePoint Online site to manage the progress of the migration. For this we have created several lists inside SharePoint Online and created a workflow on our main list “PortalsOverview”. read more…

SharePoint Designer Call HTTP Web Service to create item in other Site (Collection)


Summary: this post is to show how you can use SharePoint Designer (2013) to create an item in another list in another site (collection).

If you have ever tried to support a business process within SharePoint with one of the default workflow functionalities, you probably came to the conclusion that you would need to build everything in the same site as there are no ready-to-use actions in a SharePoint Designer Workflow to create a list item in another site or another site collection. I would like to show how you can support the business better by creating items from one site to another site by using the default SharePoint Designer 2013 Workflow actions. read more…

Hybrid features in SharePoint 2013 and 2016

Summary: This post provides an overview of all hybrid SharePoint features that were released by Microsoft for SharePoint 2013 and SharePoint 2016.

During Ignite 2016 in Atlanta, Microsoft released some really cool hybrid features, that I would like to share some information about. The really cool thing about this is that they are not only available for SharePoint 2016, but Microsoft actually made most of them available in SharePoint 2013. The following table will show the availability per feature, so you know which one is available to your environment.

For more information on any specific hybrid feature, click the feature in the table below.

(1) Breaks ALL existing server-to-server trusts. Provider-hosted add-ins are the most commonly found that use server-to-server trust. Make sure to read this blog post for a solution.
(2) There have been major improvements in the CU’s after the initial August 2015 CU for Cloud Hybrid Search. I advise downloading the last CU that has no regressions.

In the last months I have been actively configuring and testing hybrid capabilities in SharePoint 2013. If you have any questions during configuring hybrid features in SharePoint, make sure to contact me on Twitter for the fastest response! I’ll be glad to help with any question.

Cloud Journaal – aflevering 15

Maarten's Cloud Journaal

Aflevering 15 van mijn Cloud Journaal staat live op YouTube. Deze aflevering komen de volgende onderwerpen aan bod:

– Kopiëren van bestanden van OneDrive for Business naar SharePoint Teamsites (2:34)
– Teamsite integratie met Office 365 Groups (5:18)
– Externe gebruikers in Office 365 Groups (6:52)
– Audit logs in Beveiliging en Compliance Center (12:16)
– Kopiëren en plakken van Office 365 Video link in OneNote (15:34)

Bekijk aflevering 15 hier:

Bron: eekels.net/cloud-journaal-aflevering-15/

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