Passing Default Values To Workflow Collect Tasks In SharePoint Designer

Introduction

In the realm of SharePoint workflow design, the ability to collect data from users is a cornerstone of many business processes. SharePoint Designer workflows, especially in SharePoint 2010, offer a powerful way to automate tasks and gather information. One common requirement is to pre-populate data collection forms with default values, streamlining the user experience and ensuring consistency. This article delves into the intricacies of passing default values to a Workflow Collect task within SharePoint Designer, providing a comprehensive guide for developers and workflow designers. We'll explore the challenges, the solutions, and best practices to effectively implement this functionality. By mastering this technique, you can create more efficient and user-friendly workflows that significantly enhance your SharePoint environment.

Understanding Workflow Collect Tasks

Before diving into the specifics of passing default values, it's crucial to understand the fundamental nature of Workflow Collect tasks in SharePoint Designer. These tasks are designed to solicit input from users at a specific point in the workflow execution. Imagine a scenario where an employee submits an expense report. The workflow might need to collect additional information, such as the account number to which the expenses should be charged. A Workflow Collect task allows you to define a form with various fields, prompting the user to enter the necessary data. The collected information is then stored as workflow variables, which can be used in subsequent steps. The power of these tasks lies in their ability to integrate human interaction seamlessly into automated processes, ensuring that workflows can handle complex scenarios that require user input. However, the challenge often arises when you need to pre-populate these forms with information, reducing manual entry and improving the user experience. This is where the concept of default values comes into play, enabling you to dynamically populate fields based on existing data or predefined settings. To effectively leverage Workflow Collect tasks, it's essential to grasp the underlying mechanics of how they interact with SharePoint lists and libraries, user profiles, and other data sources. By understanding these interactions, you can design workflows that are not only functional but also intuitive and efficient for end-users.

The Challenge of Default Values in SharePoint 2010

Implementing default values in SharePoint 2010 Workflow Collect tasks presents a unique set of challenges. Out-of-the-box, SharePoint Designer doesn't provide a direct mechanism to automatically populate form fields within the Collect task. This limitation often leads workflow designers to explore alternative methods and workarounds. The primary hurdle is the lack of a dedicated property or setting within the Collect task that allows you to directly bind a field to a workflow variable or data source. This means that you can't simply specify a default value and expect it to appear in the form. Instead, you need to employ a more intricate approach, often involving intermediate steps and variable manipulation. For instance, you might need to retrieve data from a SharePoint list, a user profile, or another source and store it in a workflow variable. Then, you need to find a way to transfer this data into the Collect task form. This indirect approach can add complexity to your workflow design, making it harder to maintain and troubleshoot. Moreover, the absence of a straightforward solution can lead to inconsistencies in how default values are implemented across different workflows, making it challenging to establish a standardized approach. Overcoming this challenge requires a deep understanding of SharePoint Designer's capabilities and limitations, as well as a creative approach to workflow design. In the following sections, we'll explore various techniques and strategies that can be used to effectively pass default values to Workflow Collect tasks in SharePoint 2010, providing you with the tools and knowledge to tackle this common requirement.

Techniques for Passing Default Values

Several techniques can be employed to overcome the challenge of passing default values to Workflow Collect tasks in SharePoint 2010. Each approach has its own set of advantages and disadvantages, and the best method often depends on the specific requirements of your workflow. Let's explore some of the most common and effective techniques:

1. Using Workflow Variables and Task Outcomes

One of the most common approaches involves leveraging workflow variables and task outcomes. The core idea is to first retrieve the desired default value and store it in a workflow variable. This can be achieved through various actions, such as querying a SharePoint list, retrieving a user profile property, or using a calculation. Once the value is stored in a variable, you can then use it to pre-populate the Collect task form. The key is to configure the Collect task to save the user's input (or the default value if the user doesn't change it) into a task outcome. This outcome can then be accessed and used in subsequent steps of the workflow. For example, you can set the Account Number field in the Collect task form to be pre-filled with the value stored in the AccountNumber workflow variable. If the user doesn't modify the value, the task outcome will retain the default value. If the user enters a new value, the task outcome will reflect the user's input. This technique requires careful planning and configuration of the Collect task and the associated workflow variables. It's essential to ensure that the data types of the variables and the task outcome fields are compatible to avoid errors. Additionally, you need to handle scenarios where the default value is not available or invalid, such as when querying a list and no matching item is found. By mastering this technique, you can create workflows that seamlessly pre-populate forms with relevant information, reducing manual effort and improving data accuracy.

2. Utilizing InfoPath Forms

Another powerful technique involves leveraging InfoPath forms in conjunction with Workflow Collect tasks. InfoPath allows you to create custom forms with advanced features, including the ability to bind fields to data sources and apply custom logic. By designing your Collect task form in InfoPath, you gain greater control over the form's behavior and appearance, including the ability to easily pre-populate fields with default values. The process typically involves creating an InfoPath form that connects to a SharePoint list or library. You can then add fields to the form that correspond to the data you want to collect in the workflow. To set default values, you can use InfoPath's built-in data connection capabilities to retrieve data from various sources, such as SharePoint lists, user profiles, or external databases. You can then configure the form fields to display these retrieved values as default values. When the Collect task is initiated, the InfoPath form will be displayed to the user, with the fields pre-populated with the default values. The user can then modify the values as needed and submit the form. The data entered by the user is then saved back to the SharePoint list or library. This technique offers a high degree of flexibility and control over the form's appearance and behavior. However, it requires familiarity with InfoPath and its capabilities. Additionally, using InfoPath forms can add complexity to the workflow design process. However, for scenarios that require complex forms and data validation, InfoPath provides a robust solution for passing default values to Workflow Collect tasks.

3. Custom Workflow Activities

For more advanced scenarios, you can create custom workflow activities to handle the task of passing default values. Custom workflow activities are reusable components that you can develop using .NET code and integrate into your SharePoint Designer workflows. This approach offers the greatest flexibility and control over the workflow's behavior, allowing you to implement complex logic and interact with various data sources. To create a custom workflow activity for passing default values, you would typically start by defining the activity's input and output parameters. The input parameters would include the data source from which to retrieve the default values, as well as the fields in the Collect task form that need to be pre-populated. The output parameters would include the default values themselves. Within the activity's code, you would implement the logic to retrieve the default values from the specified data source. This might involve querying a SharePoint list, retrieving user profile properties, or connecting to an external database. Once the default values are retrieved, you would then populate the corresponding fields in the Collect task form. This can be achieved by programmatically setting the values of the task's associated workflow variables. Using custom workflow activities allows you to encapsulate complex logic into reusable components, making your workflows more modular and easier to maintain. However, this approach requires development skills and a deeper understanding of the SharePoint platform. Additionally, deploying and managing custom workflow activities requires careful planning and consideration. Despite the added complexity, custom workflow activities provide a powerful solution for passing default values in scenarios where the built-in capabilities of SharePoint Designer are insufficient.

Best Practices for Implementing Default Values

When implementing default values in Workflow Collect tasks, it's crucial to follow best practices to ensure that your workflows are efficient, maintainable, and user-friendly. Here are some key guidelines to keep in mind:

1. Clearly Define Requirements: Before you start designing your workflow, take the time to clearly define the requirements for default values. Identify which fields need to be pre-populated, where the default values should come from, and what should happen if a default value is not available. This upfront planning will save you time and effort in the long run.
2. Choose the Right Technique: As we've discussed, several techniques can be used to pass default values. Choose the technique that best fits your requirements and your skill set. Consider the complexity of your scenario, the level of control you need, and your familiarity with different tools like InfoPath and .NET development.
3. Handle Missing Values: Always handle scenarios where a default value is not available or invalid. For example, if you're querying a list and no matching item is found, you should provide a fallback value or display an error message to the user. This ensures that your workflow doesn't break and that users have a clear understanding of the situation.
4. Validate User Input: Even if you're providing default values, it's essential to validate user input to ensure data quality. Implement validation rules in your Collect task form to check for required fields, data types, and other constraints. This will help prevent errors and ensure that your workflow processes accurate data.
5. Provide Clear Instructions: Make sure to provide clear instructions to users on how to use the Collect task form. Explain which fields are pre-populated, which fields are required, and any other relevant information. This will help users complete the form correctly and efficiently.
6. Test Thoroughly: Before deploying your workflow to a production environment, test it thoroughly to ensure that the default values are being passed correctly and that the workflow functions as expected. Test different scenarios, including cases where default values are missing or invalid.
7. Document Your Workflow: Document your workflow design, including the steps you took to implement default values. This will make it easier to maintain and troubleshoot your workflow in the future.
8. Consider Performance: When implementing default values, be mindful of performance. Avoid complex queries or calculations that could slow down your workflow. If necessary, optimize your data sources and workflow logic to improve performance.

By following these best practices, you can create workflows that effectively leverage default values, improving the user experience and streamlining your business processes.

Conclusion

Passing default values to Workflow Collect tasks in SharePoint 2010 can significantly enhance the efficiency and user-friendliness of your workflows. While SharePoint Designer doesn't offer a direct mechanism for this, several techniques can be employed, including using workflow variables and task outcomes, utilizing InfoPath forms, and creating custom workflow activities. Each approach has its own strengths and weaknesses, and the best choice depends on the specific requirements of your workflow. By understanding these techniques and following best practices, you can design workflows that seamlessly pre-populate forms with relevant information, reducing manual effort and improving data accuracy. Remember to clearly define your requirements, choose the right technique, handle missing values, validate user input, provide clear instructions, test thoroughly, document your workflow, and consider performance. With careful planning and implementation, you can master the art of passing default values and create powerful workflows that drive business value in your SharePoint environment. This capability is a crucial step towards building robust and user-centric workflow solutions that streamline processes and improve overall productivity.