Set SharePoint Workflow Variable to Site Group

Kelly Taggart 216 Reputation points
2021-06-03T00:04:40.38+00:00

I have an InfoPath Form in SharePoint that allows a user to select say Option A, B or C. I also have another Option field where there are 27 options.

I have a 2010 Workflow also attached to this List that performs an Approval. Due to the requirement, each of the 27 options have different approvers so I need to create 27 Approvals.

It has also now been requested, that if Option A is selected, that it goes to an additional specific approver, same for Option B and C.

I have created SharePoint Groups on the site for these approvers.

My question is, is it possible in the Workflow to set a Variable as say - IF "This Field" = Option A, set Workflow Variable to "Group A" - then I can use this Variable as an Approver in the Approval? This will save me having to create numerous more Approvals.

SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
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  1. Kelly Taggart 216 Reputation points
    2021-06-10T00:06:06.477+00:00

    Firstly, it doesn't appear that it is possible to set a Workflow Variable to a SharePoint Group without development.

    The workaround I did was create a list on the same site with a Choice column with the same options and also a People column that allow groups. I added three items with the matching SharePoint Group.

    In the Workflow, I set the Variable:-

    If Current Item:Choice Column equals Option 1
    Set Variable to New List:Approval Column (with matching values being the choice column)

    103889-capture.png

    Not a perfect solution but will save much more time for me when creating the workflow. Hopefully this helps somebody else.

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  1. Emily Du-MSFT 43,661 Reputation points Microsoft Vendor
    2021-06-03T09:58:03.68+00:00

    @Kelly Taggart

    I tested in my environment, using a variable as approver in the approval workflow is not available.

    Creating 27 approval workflows seems to be the only way.

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