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Content Approval and Approval Workflow

Written By: High Monkey
Posted: 12/4/2013

(From the mind of Peter Serzo, Previously VP of Consulting Services at High Monkey)

Just recently I worked on a Leave Request project for a client written out of the box in SharePoint 2010.  It was a very creative solution utilizing a custom list and SharePoint Designer.  This post summarizes how to migrate from Content approval to a mature Approval Workflow.

The leave request list had the typical fields:

Reason for Absence
Leave Start Date
Leave End Date

Content Approval was turned on under List Settings – Versioning Settings.  This creates the ability to Approve/reject items by users who have Manage Lists right via the Approval Status field.  (See http://support.microsoft.com/kb/825239)  SharePoint Designer was used to add additional logic based on conditions related to the leave.  For example, an Overtime request.

The request could be approved via the item dropdown as seen here:



This solution worked great but the customer had additional needs which could not be met by this solution which included several additional Status’ that were not out of the box.  In addition, these status’ had related conditional logic.

In this case, Nintex workflow was utilized to enhance the solution.

The first thing that needed to be done was turn off Content Approval.  Since we are doing our own logic for approvals we don’t need Content Approval.  The item will be “promoted” through our own Approval Status field.

This has ramifications that one must be aware of: Existing Views that use the Approval Status field and existing data with the approval status.

I created my own Approval Status column.  I needed to fix the views that use this column.  And I needed to create the new solution.  Using Nintex, approvals were done using the built in function Flexi Task action.



In summary, Content Approval is fantastic, but may be limiting as business matures in their use of the technology.

Chad's Bio Coming Soon!

More About Virgil

Virgil Carroll is the owner and president of High Monkey – based in Minneapolis Minnesota. Virgil also wears the multiple ‘hats’ of Principle Human Solutions Architect and SharePoint Architect.

Virgil is one of those rare individuals who can dive deep into technical topics while speaking clearly to the business owners of a project and never forgetting that the end user experience has the highest priority. He calls it using both sides of his brain. Virgil is passionate about leveraging technologies ‘out of the box’ as much as possible with a focus on the strategic use of content to create websites that deliver the right content to the right audience on the right device at the right time. Virgil brings high energy, an ironic wit, and a sense of grounded perspective whenever he speaks to an audience. Virgil regularly speaks at conferences and user groups throughout the United States and occasionally in Europe.

Posted: 12/4/2013 12:00:00 AM by | with 0 comments