SharePoint 2010 workflows and Document Sets–”Start the workflow when a new item is created”–Be careful

SharePoint 2010 workflows can be associated to site (new in SharePoint 2010) and to list items and this includes Document Set (also new in SharePoint 2010).

Associating workflows to documents et provide more efficiency since a user or a group of users can validate the whole set of documents instead of validating each document one by one

We can have workflows running on the whole document and/or workflows running on documents within the document set; these workflows are completely independent of each others.

For instance if I have a document set named Project x and containing 10 documents (document 1, document 2, …document n), I can have an approval workflow for the Project X and a collect feedback workflow running on document 1, document 2 and so on.

However, I’ve noticed that when you associate a workflow to a Document Library where documents set are used, if you specify the option “Start this workflow when a new item is created”, then when a new document set is created, a new instance of the workflow  starts for the whole document set AND for each individual document within the set, which is not what most people expect.

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Now if we create a new document set (even an empty empty one), the workflow is started (don’t be logged as System Account otherwise like in SharePoint 2007/MOSS, workflows don’t start automatically )

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But in the workflow the approval workflow is started for each document, which is not efficient :

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We really need an additional option here .

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One response to “SharePoint 2010 workflows and Document Sets–”Start the workflow when a new item is created”–Be careful

  1. Hi, i am developing a workflow on a document set, i want that the workflow start only if there are two documents on the document set.

    it is posible to do so?

    Thanks.

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