Manually sending approval emails or tracking document updates is such a time waste. That’s why I’m seeking a way to make these tasks automated. Then, I found that SharePoint workflows make this happen. Today, I’ll help you by sharing the step-by-step instructions for how to create a workflow in SharePoint.
Here, you’ll explore:
What is a Workflow in SharePoint?
A workflow in SharePoint helps you automate repetitive tasks and notifications within lists and libraries effortlessly. Instead of manually sending emails or performing other tedious tasks, set rules based on your needs or work environment, and let a workflow handle them automatically.
For example, a workflow can:
- Automatically send an approval request when a document is uploaded.
- Update the status of a task once someone completes it.
Modern workflows are built using Power Automate for SharePoint Online, and older environments still use SharePoint Designer workflows. I’ll tell you this simply in detail, further by avoiding SharePoint Something Went Wrong errors.
Types of Workflows in SharePoint
Before we move to the steps on how to create a workflow in SharePoint, it’s important to understand the different types of workflows available in SharePoint. So, you can choose easily according to your environment or requirements:
#1. Power Automate for SharePoint Online
Power Automate is cloud-based and integrates simply with SharePoint Online. It offers pre-built templates and connectors for over 500 apps like Teams, Outlook, and OneDrive.
#2. SharePoint Designer Workflows for Classic Option
If you’re still using SharePoint 2013 or On-Premises, you can create workflows using SharePoint Designer 2013. However, Microsoft has retired SharePoint Designer, which is why I recommend that you learn how to migrate SharePoint On Premise to Online for long-term support.
#3. Built-in Approval Workflows
SharePoint includes simple, pre-defined workflows such as:
- Approval
- Collect Feedback
- Collect Signatures
These can be activated directly from a list or library without coding.
#4. Custom workflows
You can create fully customised workflows based on your business logic. Remember, you have assigned the required permission to access the list; otherwise, you’ll experience the SharePoint Workflow Stuck in Progress issue.
Next, I’ll focus on both classic workflows and modern workflows, so you can choose whichever suits your environment.
How to Create a Workflow in SharePoint Online?
To build a workflow in SharePoint Online, you have to use Power Automate:
- Open the SharePoint site.
- Open the List or Library where you want the workflow.
- From the menu, select Automate > Power Automate > Create a flow
- You’ll see ready-made templates like:
- Send an email when an item is created
- Start approval when a new document is added
- Notify me when a file is modified
- Pick one that matches your use case, or choose “See your flows” to start from scratch
- Configure Your Trigger. For example, if you select “When an item is created”, choose your SharePoint site and list as the trigger source.
- Click + New step to add actions like:
- Sending an Outlook email
- Updating item status
- Creating Teams notifications
- Starting an approval process.
- After building your flow:
- Click Save.
- Run a test by adding or modifying a list item.
- Check Power Automate’s Run History to ensure everything works smoothly.
Once you’re satisfied, your workflow is live, and you just automated your first SharePoint process!
How to Create a Workflow in SharePoint Designer for On-Premise Users?
If you’re using SharePoint 2013 or 2016, here’s the process:
- Open SharePoint Designer 2013.
- Connect to the site, and click Workflows.
- Choose the List Workflow, Reusable Workflow, or Site Workflow option.
- Define your conditions, actions, and stages.
- Publish the workflow to your site.
Currently, these steps in working, but I suggest moving your data to an Online environment for better Microsoft support and security updates. For the same, follow the SharePoint Online Migration checklist for expected results.
Workflow Best Practices to Follow
Here are a few best practices that help keep workflows efficient and error-free:
- Don’t try to automate everything at once.
- Label each action meaningfully for future edits.
- Note why a specific condition exists.
- Run your flow under different scenarios.
- Document everything, especially approval paths.
When to Choose Power Automate Over SharePoint Designer
| Criteria | Power Automate | SharePoint Designer |
| Platform | Cloud (SharePoint Online) | On-premises (SharePoint Server) |
| Integration | Excellent (Teams, Outlook, OneDrive, etc.) | Limited |
| Ease of Use | Visual and intuitive | Script-based |
| Future Support | Actively supported by Microsoft | Deprecated |
Author’s Verdict
When I first started using workflows, I was surprised by their wonderful results. This helps me and my team to make the most of the task automation, which needed manual intervention previously.
That’s why I explained how to create a workflow in SharePoint via Power Automate and SharePoint Designer effortlessly. So that everyone can take advantage of this service.
People Also Ask
Q1. Can I still use SharePoint Designer to create workflows?
Yes, but only for older versions like SharePoint 2013 or On-Premises.
Q2. What’s the best way to create a workflow in SharePoint Online?
The best method is using Power Automate (Flow), which integrates directly with SharePoint Online, offers ready-made templates.
Q4. How can I test if my workflow is working properly?
After saving your workflow, trigger it manually, go to Power Automate, click My flows and Run history to check logs.
Q4. Are classic SharePoint workflows deprecated?
Yes. SharePoint 2010 and 2013 workflows are deprecated and may stop working in the future.