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Posts Tagged ‘sharepiont 2010’

SharePoint 2010 – Visio Visualization of Workflow

Posted by Jean Paul on August 20, 2013

In this article, I would like to demonstrate the Visualization of Visio Workflow in SharePoint site.


What is Workflow Visualization?

Workflow Visualization was introduced in SharePoint 2010 & Visio Services is the infrastructure required to enable this feature. Workflow Visualization helps in representing a visual clue on the activities of a workflow & the current state.


Additional to SharePoint 2010, you require the following.

· Visio 2010 Client Application

· SharePoint 2010 Visio Service started

· SharePoint Designer 2010

· Silverlight


In our scenario, there are 2 document libraries.

· User Docs library for submitting documents

· Approved Docs library serves as the destination for moved documents.

If a user submits DOCX file to User Docs, it will get moved to the Approved Docs library. If a user submits PDF, TXT files, he will receive an email notifying re-submission.

Create the Workflow

In this step, we are creating a workflow in Visio 2010.

Open Visio 2010 & choose the Flowchart category as shown below.


In the next page, choose Microsoft SharePoint Workflow as shown below.


Click the Create button. You will be getting the design screen with Shapes toolbar. The Shapes toolbar contains mainly 3 SharePoint shapes:

1. SharePoint Workflow Actions

2. SharePoint Workflow Conditions

3. SharePoint Workflow Terminators


Actions contain action items like Start approval, Send an email, Add a comment, Set field etc. Actions performs changes to the underlying objects.

Conditions contain conditions like Compare data source, Title contains keywords, File type etc. Obviously, the condition branches to separate Yes / No areas.

Terminators contain Start and Terminate items, which are used to denote begin & end a workflow.

For starting with, drag & drop the Start item from Terminators category. Then add the following actions & condition items.


Our idea is to create a workflow for a document library.

The first condition File is a specific type checks if document is DOCX, evaluating to Yes or No. Right click on the Yes connector and choose the option Yes. Right click on the No connector & choose the option No.


Now the Yes/No branches are defined as shown below:


The second & third actions Copy list item & Delete item denotes that the document will be copied to another library & will be deleted from present one. (Moving operation)

The No branch will send an email to the user requesting change in document type.

Validations: For validations, you can choose the Process menu category and click the Check Diagram button.


If No Errors found, you will get the following message box.


Parameters: You have noted that, still we have not specified the document type extension, email content, library names etc. These are set during the association phase within SharePoint. This dynamicity makes the workflow reusable.

Save changes for the Visio file.

Export the Workflow

Now we are ready to Export the Workflow. Exporting is required for compatibility with SharePoint Designer. Without exporting, we cannot use the workflow within SharePoint.

From the Process tab, click the Export button.


In the appearing dialog box, enter the file name.

Create Document Libraries

Create 2 document libraries.

1. User Docs

2. Approved Docs

Import the Workflow

Now we are ready to do the import in SharePoint Designer. The exported Visio file is imported into SharePoint Designer 2010.

Open SharePoint Designer 2010 from start menu.


Please note that if you have MS-Office 2010 32-bit installed, you require SharePoint Designer 32-bit.

Choose the Open Site option & enter URL for your SharePoint site.


Once the site is opened, choose the Workflows group from the left pane.


You can see the Import from Visio button on the toolbar. Click on it & locate your Exported Visio workflow file.


Click the Next button to continue. Enter the workflow name & choose the library to work with.


You will see the following editing screen.


Click on each link & make the following changes.


For the email link, you can create a customized message including current user name & current document name.


In the workflow settings section, choose the Show workflow visualization on status page option


Now save & publish the workflow.


Testing the Workflow

Back in SharePoint; add a new document to the User Docs library. For time being, choose a TXT file, so that you will get a notification.


After adding the TXT File, choose the Workflows context option as shown below.

In the appearing page, you can see our Docx Mover Workflow as shown below:


Click on it & click the Start button. Wait for few seconds for the workflow to complete. Now back in library, you can click the workflow status.


Now you can see the Visualization page:


You will be getting email notification too, if you have email configured Or development email server exists.

This concludes our article on Visio Visualization.

For configuring SMTP4Dev Tool, you can use the following link:



In this article we have explored the Visualization of Visio Workflow in SharePoint site. The Visio file & Exported file is attached along with the article.

Posted in SharePoint, SharePoint 2010 | Tagged: , , , , | Leave a Comment »

Choice Field with Multiple Selections

Posted by Jean Paul on July 17, 2013

In this article I would like to take you through the ‘Multiple Selections’ possibility of Choice Columns, which is a less known feature.


Choice Field

Choice Field allows us to select an item from a set of multiple choices. For example, we are creating a choice field for Color & Choices Red, Green, Blue, and Yellow.

Create a new library & add anew column of type Choice.


You can see that the user can only select one of the values from drop-down.


Choice Field with Multiple Selections

Now we can enable multiple selections from a Choice Field. Open the list/library settings click the choice column & modify the ‘Display choices’ selection to ‘Checkboxes’.


Now you can see the effect of change.


You can see that the drop down turned to be check boxes, thus enabling user to do multiple selection.


Metadata Term is also another way to associate multiple values to a column. In this case we have to configure Managed Metadata for the site.



In this article we have explored how to enabled Multiple Selection for a Choice Field. I hope this will help you in real world scenarios.

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SharePoint 2010 Terms Creation

Posted by Jean Paul on June 5, 2013

In this article I would like to explore on the Term creation & association aspects.

Term Creation

Following are the summary of activities involved:

1. Create Term Store & Terms

2. Create Library

3. Create Managed Metadata Column

4. Associate Terms

Create Term Store & Terms

We are going to create a Local Term Set, Term Set is a group of Terms & Local denotes the scope of Term Set only to site collection & sub sites.

Open SharePoint site & go to Site Actions > Site Settings > Term store management


You will get the following Term store management Tool as shown below:


Click on the Site Collection item > Context drop down menu > New Term Set item.


In the appearing page, enter the name for term set & press enter key. You can even set the Owner of the term set.


Now again open the Movie context menu & create term as shown below:


Enter the name of the term as shown below, create terms for following items.



If you do not have enough permission, you cannot see the context menu item.

Create Library

Now our Term Store is ready & we are good to create the library. Go ahead and create a new library & name it as Movies.


Create Managed Metadata Column

In the library settings choose create column & add the following column, type as Managed Metadata.

Scroll down & choose the Managed Metadata set.


Click the Ok button to save changes, now you are ready with Library & Term column.

Associate Terms

In this step, we are going to assign term (metadata) along with the movie file (data).

Upload a file & in the appearing dialog you will be able to enter the Term in the Category column.


Please note that there is auto-complete guidance.

On saving the changes, you can see the item as shown below:


This concludes our article on Term Creation & Association.


If you wanted to associate multiple values for a Managed Column, you can achieve this through the Allow Multiple Values for the library column property.



In this article we have explored Term creation & association.

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SharePoint 2010 Feature Scopes & Activation Location

Posted by Jean Paul on May 16, 2013

Depending on the Feature Scope, we need to Activate it from different locations.


Feature Activation Matrix

Following is the Feature Scope & Activation location.




SharePoint Site > Site Actions > Site Settings > Manage Site Features

Site Collection

SharePoint Site > Site Actions > Site Settings > Site Collection Features

Web Application

Central Administration > Manage Web Applications > Manage Features


Central Administration > Manage Farm Features

Feature Scopes

As you know we have 4 types of scope:

1. Site (web site)

2. Site Collection

3. Web Application

4. Farm

To view it, open your project in Visual Studio & double click on the Features item from Solution Explorer.

clip_image004 clip_image006

After deploying the soluiton, you can Activate/Deactivate feature from the corresponding page.


For activating Site scoped feature, open SharePoint site & go to Site Actions > Site Settings > Manage Site Features page.


You can Activate / Deactivate corresponding feature.

For activating Site Collection scoped feature, open SharePoint site collection top-level site & go to Site Actions > Site Settings > Site Collection Features page.


For activating Farm scoped feature, open Central Administration > Manage Farm Features page.


For activating Web Application scoped feature, open Central Administration > Manage Web Applications page & then Select web application, Manage Features from the Toolbar.

clip_image012 clip_image014


You can also activate features using PowerShell. For more information on Feature Scope & Items, see the References section.



In this article we have explored the Feature Activation locations based on the Scope.

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