Although you can create a number of workflows through Power Automate, there are a number of reasons to use the SharePortals Workflow engine:

1. Power Automate connectors interact with SharePoint content directly and is not aware of the SharePortals interface. This means there can be many more workflow steps and more complexity to target and modify Field information shown in SharePortals, or create new Entity Records. Using SharePoint connectors for workflow relevant to SharePortals would require expert knowledge of SharePoint.

2. Power Automate can’t direct user flow when interacting with the interface, for example redirecting a users screen as part of a workflow process.

3. SharePortals workflow makes it easy to update a special field on each Entity called Status. This Field can only be modified through SharePortals via Workflow:

SharePortals Workflow Capabilities

With the built in Workflow engine an administrator can configure Workflows which can:

1. Change 1 or more field values in the current Entity Record, including the Status field which is not available to edit within SharePortals.

2. Create 1 or more new Entity Records. If there is an existing relation set up between the Entities, this will be populated within the Record. See: Linking Between Entities

3. Copy field information from the current Entity Record to the new Entity Records.

4. Populate static field information in the new Entity Record.

Configuration Settings

When you first open the SharePortals Workflow screen, you will be presented with a number of existing Workflow sections which are collapsed. Clicking on a Workflow Description name will expand the configuration. There are 3 sections to creating a workflow:

1. Workflow Source

Settings related to the source Entity, which is where the Workflow button will appear to start the Workflow. To generate a new Workflow Source, click New Entity Workflow at the bottom of the screen.

Field Description
Workflow Description Name of the Workflow within this settings screen
Workflow Action Title Name of the button which appears within the Entity Record Details screen
Source Entity The target Entity name
Source Entity Sub Type The target Entity name, usually the same as above by default
Workflow enabled when this field Sets the target condition Field within the Entity for the workflow to be available to run
Value equals Sets the value the target Field needs to be set to before the workflow can run

2. Workflow Output

The output or destination target Entity being affected. This could be to update the source Entity Record, to create new Entity Record(s), or a combination of both. To add 1 or more destination Entities, click New Output Entity.

Field Description
Destination Entity The target Entity type we are going to either create, or if targeting the same Entity type as the source, update
Destination Entity Sub Type The target Entity name, usually the same as above by default
Redirect here upon completion When the workflow runs, optionally redirect the user to 1 Workflow Output

3. Workflow Data

For each Workflow Output target Entity, there will be an associated 3rd stage which allows configuration of 1 or more Fields by clicking New Mapped Field for each Field. If the destination Entity is the same as the source in step 2 above, then this will update the Field for the record you have open. If the destination Entity is new, it will set the Field value in the newly created Entity Record.

Field Description
Copy To Destination Field Allows selection of a Field in the destination Entity to update
Copy From Field Optionally, select a Field from the source Entity which will be copied to the destination Entity Field
Use Static Field Value If no value is selected in the Field above, type a static value to set the destination Entity field

Last Modified: 2021/09/21

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