Workflow best practices for

• Workflow designers should document the workflow against the business process that the workflow supports.
• Workflow designers should be prepared to educate workflow participants on how to use the workflow and any custom security settings. Some processes are better implemented manuallyâ for a period of time before you automate the process. This increases buy-in and can save time.
• Use the audit logs instead of the task lists to track workflow history. Workflow participants can’t create or modify items in the audit logs. Workflow participants, by default, can create or modify items in workflow task lists unless the workflow designer sets unique permissions at the list level. Limit setting item level permissions as this can affect site performance. You might consider setting up unique permission levels on workflow task lists to ensure only appropriate personnel can view the lists.
• Ensure that workflow participants have the proper permissions to modify or approve the content in the list or library before participants start using the workflows.
• Avoid workflow steps that involve pauses for days and weeks. These tend to hang up in the system and eventually require a database administrator to kill the process, even after the workflow designer kills the process at the list level. Use workflow steps. Avoid putting everything in one step.
• Establish all variables at the beginning of the workflow.
• If you set permissions at the list level, document the permissions and why you set them. You can do this in the description of the list or in a separate document.
• Design your workflows to include only one workflow per event per list. For example, do not design two workflows to be kicked off on a modify event. Consider placing. all steps for both processes in one workflow..
• Try to avoid duplicating data between lists, whenever possible.
• Do not use text fields as primary or secondary keys. Use numeric fields that give a unique identifier.
• Â If you set permissions at the list level, document the permissions and why you set them. You can do this in the Description of the list or in a separate document.
• Design your workflows to include only one workflow per event per list. For example, do not design two workflows to be kicked off on a modify event. Place all steps for both processes In one workflow.
• Use workflow steps. Try to avoid putting everything in one step.