Chained Actions

Chain (or link) multiple pre-defined actions together and identify the order in which they should be executed.

Sample Uses:  Chain a Modify List Item action that updates a prospective customer’s contact information with an Email action that notifies the assigned sales representative. Chain a Publisher action that pushes an approved document to a separate site with an Email action that notifies the author that the document has been approved.

Create Document

Create a new document based upon a template that is stored in a document library, or upload an existing document from any location, including outside SharePoint.

Sample Uses: Create a project proposal using a template that provides standard content and guidelines. Upload a document from your hard drive and make it available to other SharePoint users.

Create List Item

Create a new item in a list identified in the action definition. Any number of columns can be populated with information supplied in the action definition, copied from the selected item in a Grid or Calendar Display, and/or entered by the user when the action is executed. Depending on how the columns are populated, this type of action can be executed from a Grid Display, Calendar Display, or Action Launcher.

Sample Uses: Add a new lead directly from a Lead Process solution site, duplicate standard tasks to a new project site, copy approved travel requests to a Finance department archive list and set the status to Archived

Delete List Item

Delete one or more selected list items shown in a Grid or Calendar Display.

Sample Uses: Remove multiple “dead” contacts from an active sales pipeline, remove a standard task that is obsolete from many project sites in one step,  remove a former employee from many employee lists

Edit List Item

Change the value in one or more columns in a single selected item in a Grid or Calendar Display. This differs from the Modify List Item action type in that it is meant to be executed against a single item and the action form presented to the user includes the current column values, which can then be edited.

Sample Uses: Allow Help Desk personnel to update an existing request and append additional details, control the information that a user can edit while allowing them to see the current values.  

Email

Send an email with a link to one or more selected items in a Grid or Calendar Display. Can also be used to send an email without any links, so Email actions can also be executed from the Action Launcher.

Sample Uses: Send an email reminder to all “Assigned To’s” of their upcoming tasks across multiple projects, drive multiple inbound prospects to a sales person for follow-up, notify an employee of multiple documents in multiple sites that need to be reviewed

Go To URL

Bring the user to a URL or web address identified in the action definition. Can be executed from a Grid Display, Calendar Display, or Action Launcher.

Sample Uses: Provide a URL to the item creation page within a list where an event can be added to a calendar list; provide a list of common employee tasks in a drop-down and after going to each task site, be returned back to where they started; provide salespeople with a drop-down of all of the views of information throughout the workplace that they commonly access

Modify List Item

Change the value in one or more columns in selected items in a Grid or Calendar Display.

Sample Uses: Allow a team member to perform one step to mark finished tasks as “Completed” and add an audit history across 10 projects, allow help desk members to escalate five issues to Critical in one step, change the Assigned To field for 50 tasks across 10 projects to a new person in one step

Publisher

Copy selected (mapped) column values in a list or library to another list or library. Create fields in the destination if they do not already exist.

Sample Use: Push selected items from an internal site to an extranet

View Item

Display the values of selected columns to the end user so they can be seen but not edited. Serves a similar purpose to the standard “View Item” option off the context menu, except it allows you to limit the columns displayed to the end user.

Sample Use: Show the end user the information they need regarding a task, while preventing them from seeing secure information or an overwhelming number of columns.