Use this workflow to build in document approvals without hard-coding the approvers
If you’re like me and would like to create a task driven workflow for a team that needs to assign approvers and evaluate variables (such as, approvers based on a geographic location, value of a project, etc.) and you don’t want to hard code those approvers and escalation values in the workflow itself (since that is a much more difficult process to maintain and does not lend itself easily to knowledge transfer when someone leaves the team!) then leveraging a state machine workflow and custom workflow data list should be your first choice.
A Document Library named Customer Documents – Click here to download the template
https://onedrive.live.com/redir?resid=7EE78FF8BAADFBE!8786&authkey=!ACM2aB7BEowlaIw&ithint=file%2c.stpA Custom List named Dynamic WF Data List* – Click here to download the template
You’ll need to create some variables to store data for this workflow:
Nintex Workflow 2010
Nintex Workflow 2013
SharePoint Server 2010
SharePoint Server 2013
The workflow will consist of a couple of list queries that will allow us to capture the approvers and notifiers as well that the other kind of data used by the workflow, costs and a state machine to handle the conditional logic and approval tasks.
*Note that SharePoint 2010/2013 lists with more than 8 lookup columns will not work. If you have occasion to build a workflow that needs even more fields you will need to break the lookup columns up across multiple lists. Read more in Marc D. Anderson’s blog post entitled “The SharePoint 2010 “List View Lookup Threshold” and Why We Don’t Change It“
Now you have a workflow that will evaluate a piece of information (in this case a cost), notify some folks, assign a task to a default approver and, if necessary, escalate it to a top tier approver all by leveraging one list with disparate data types.