Create workflow on incoming email in SharePoint documents library
Based on the information in this article, you will be able to design a SharePoint 2010 custom workflow on a document library with items created by incoming e-mail method. (Estimated time to achieve that is around 30-45 minutes)
1- First of all, we have check in SharePoint server setting if workflow trigger on email is enabled or not, and enable it.
Open the SharePoint 2010 Management Shell as administrator and run following command:
stsadm -o getproperty -pn declarativeworkflowautostartonemailenabled
Output should be:
<Property Exist="Yes" Value="yes" />PS
If Value of property is “No” you have to enable it by typing following command:
stsadm -o setproperty -pn declarativeworkflowautostartonemailenabled -pv true.
$spWebService = [Microsoft.SharePoint.Administration.SPWebService]::ContentService $spWebService.DeclarativeWorkflowAutoStartOnEmailEnabled
Form Central Admin è System Settings è E-Mail and Text Messages (SMS) Click on “Configure incoming e-mail settings”
Enable Sites on serverv to revive E-mails.
And set the STMP server on SharePoint
Click OK to save changes.
3- From library level:
Open the document targeted document library
Ribbon menu è Library èLibrary settings è under the communications column.
Click “Incoming e-mail settings”.
Enable the document library to receive e-emails and add email receiver name that will be received and rout documents to this list and it should be unique name than another email on another document.
Open SharePoint SPD and connect to the site contain the targeted document library è open workflow menu form the side navigation window.
Form the ribbon menu click on List workflow and pick document library need to associate the workflow on it. Writ the workflow name and put the description. Workflow Editor Window will open.
From the ribbon menu add action è inside task action sector chose “Start Approval process”
Now new action added as a line on the workflow editor
Now we’re going to set task process participants users, by clicking the “these users” link
And pick the users from SharePoint groups or single users.
In the first field, add the participants IDs and there is an option to send the task to the users I in parallel or one at time (sequential). And here is a snapshot for the sequential approval task for 2 exists groups, from top to bottom.
So the task will be assigned to Hierarchy Managers group è if approved è Approvers group. No need to add any title or instructions but may you need to set the task duration time and due process date if required. Finally we need to trigger this workflow when an item added to the document library. So, we have to click Workflow settings form the ribbon menu. Then under the Start Options group box, check the start workflow option automatically when the item is created as below:
- Save and publish the workflow from the ribbon menu. - Send an email with attached document to email ID which is set on the point number 3 above. And check the document library new item You will notify that, there is a new column added named as workflow name created on step number 4 above and contain the status of the workflow. Let’s click on the “In Progress” link
So the task been assigned to the Hierarchy group automatically and after open it and approve it, it will assigned to next group (approvers as set before).