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Posts Tagged ‘visio’

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.

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