Creating Workflow with SharePoint Designer 2010

Question

I am kinda new to SharePoint and I have to create a very simple WF, but that actually I am not able to do it through SharePoint Designer.

I have got a document library, where users upload some project request, and a list of customers. When a new project request is created, this is associated to a customer of the existing list. Each customer has got some data, like a column for Project Manager and another column for Technical Supervisor. I have to create a WF where the Project Manager and the Technical Supervisor get an email if a project of their own customer is created or modified.

I tried using a List WF at first, but then I thought it could not act outside of my document library, but even using a Site WF it seems I am not able to let it gets data from the list.

Anyone could explain to me this Step-by-Step?

Thank you so much

Answer 1

So you have two lists:

List 1 - Project Request Document Library

List 2 - Customer List This list has columns like Project Manager, Technical Supervisor and Customer Name?

The way that I would do it is to add a Lookup column to List 1, that looks up the Customer Name Column from List 2. In the additional fields part, bring over any other fields that you want too (Project Manager, and Technical Supervisor).

This will allow you to show the following in List 1: Project Request Document | Customer Name | Project Manager | Technical Supervisor

Then create a workflow on List 1 - go to List > Workflow Settings > Create a Workflow in Sharepoint Designer.

Give the workflow a name, then type 'email' choose 'Send an email'.

Click on the 'these users' link - then click the little Address Book near the 'To' field.
Select Workflow Lookup for a User > 
Data Source: Current Item > 
Field from Source: Technical Supervisor or Project Manager >
Return field as: Email Address

Publish the workflow, then there is one final step to do.

Click on the workflow name in the left panel and in the 'Start Options' panel on the right select: Start workflow automatically when an item is created Start workflow automatically when an item is changed

Save, then publish and you're done!