This is rather a simple workflow i have created. although i have an issue with it and need your urgent assistance

First let me put you through what this workflow does:

when a user fills out a form which is published to a forms library. a mail is sent to the user notifying him/her. also an email is sent to the dept manager for approval. thats stage 1 of the workflow

stage 2. if the dept manager approves of the form. a mail is then sent to the finance manager for approval. else if it is rejected by the dept manager, the workflow ends.

Problems.

Stage 1 works well, which is sending an email to the user and d dept manager.

stage 2 is where the issue comes in, lets say the dept manager approves, a mail is sent to the finance manager. which is ok. problem is that the dept manager is also sent an email to re-approve the form. i believe there is a loop somewhere.

last problem is when the finance manager approves the form, the work should end. but it doesn't and even if the dept manager rejects the form, it still doesn't end.

please where exactly am i getting this wrong? thank u

PS: Please save the image so u can enlarge it

• Edited by Hello005 Friday, January 30, 2015 1:21 PM

Hi,

I cannot see the steps in the image clearly, so could you please provide a screenshot of your workflow?

Did you use SharePoint 2013 workflow platform?

If yes, please make sure that the Transaction to stage has been configured right in the workflow.

This issue may be due to the incorrect steps inside the Transaction to stage in the workflow.

I create a workflow using 2013 workflow platform based on your need, you can use this workflow instead to see if the issue still occurs:

Best regards.

Thanks

Hello Victoria.

Thanks for your reply. Yes i used the 2013 platform. I have attached the workflow for better viewing.

• Edited by Hello005 Tuesday, February 03, 2015 4:00 AM

Hi,

If you are using Wait for Field Change in Current Item action in the workflow, I recommend to use if statement in the next steps:

And I am not sure why you are using a workflow variable in the workflow, so I didn't add the step in the workflow.

Best regards.

Thanks

Hello Victoria.

The workflow variable is to avoid a loop.

please look at the visio image again and the text based image to really understand what i have done.

the finance approval is a step inside the dept manager approval. so if the dept manager approves only then will the finance approval runs.

please look at it clearly

Hi,

I understand that you want to use the workflow variable to avoid the loop.

However, the workflow variable didn't have any functions based on the steps in the workflow.

It seems that only the value of the workflow variable has been changed.

The Wait for Field Change in Current Item will stop the workflow until the field has changed to the value selected in the step, and all the steps will run one by one.

I recommend to add Log to History List under each step in your workflow and check the history list to see in which step the workflow loops.

Best regards.

Thanks

thank u Victoria.how would u write the workflow? i will like to see how yours differentiate from mine if you don't mind

Hi,

In my opinion, I will use Start a task process in the workflow. The Start a task process action will send an email to the user who has been assigned the task automatically and the user can open the task form from the email to approve or reject the task or he can go to the corresponding task list to approve or reject the task.

The next steps will not run until the manager has finished their tasks.

More reference about the Start a task process action:

https://msdn.microsoft.com/en-us/library/office/jj614606(v=office.15).aspx

Best regards.

Thanks

Thank u

i understand what u said

my approve/reject are on the form

reason why i cannot use the start a task process

Hi,

Did you cannot approve or reject the form?

Was there any errors?

Best regards.

Thanks

Hello Victoria.

This is how it works.

When the user fills out the form. he is sent an email confirming that his/her application was received.

Afterwards, a mail is sent to the dept manager with a url of the form.

when they dept manager fills out the form and either select approve or reject. the workflow continues to the finance manager or it ends.

Everything works fine.

Except. After the dept manager fills d form and approve or reject. a mail is sent to him again, that he should approve / reject .

secondly, the workflow apparently doesnt end. after all task have been completed. it just stays in "in progress"

Hi,

Could you please provide a screenshot of the full steps in your workflow and the emails sent to the dept manager?

How did the dept manager approve or reject the task?

I suppose that the manager did not approve or reject the tasks in the wright place.

Best regards.

Thanks

this is a part of the form. this is what is sent to the managers via url to their email

then email managers:managersemail. -- this is how the dept managers are emailed. i have a list with all the dept managers and their email address on sharepoint that this workflow uses to email their respective managers

• Edited by Hello005 Friday, February 06, 2015 8:12 AM

if the finance manager approves or reject isn't it suppose to transition to the end of the workflow?

apparently the only thing transitioning to the end of the workflow is if the departmental managers approves or reject the form.

Am i correct? Thats one error noticed.

can someone identify any other errors

http://blog.fpweb.net/sharepoint-headache-change-in-wait-for-field-change/#.VNYHQi6pdhT

Hi,

You are correct that the workflow will end if the finance manager approves or reject.

However, from the image you provided in your post, it seems that you do not add the add "Set Variable:ApprovalStatusFinished to Yes" inside Step: Department Manager.

You need to add the step: Set Variable:ApprovalStatusFinished to Yes under Step: Email Finance Manager inside Step: Department Manager.

Best regards.

Thanks

Thank u victoria.

can u show me this with a diagram. i can hardly understand what u said. thanks

Hi,

Here is the diagram:

Best regards.

Thank u victoria.

I have done what u suggested but am still having thesame problem. let me explain.

The workflow works very fine. but i have two issues.

1. the workflow starts by sending a mail to the user and to the respective department manager.

as soon as the department manager approves the form, another mail is sent to the user and to the department manager again. this is my problem. there seems to be a loop somewhere.

2. after finance manager approves or reject the form. it is suppose to go to the end of the workflow. but is doesn't. the image below explains further

• Edited by Hello005 2 hours 53 minutes ago