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We are using SharePoint 2013 on-premise. On one of site collection, I login as test.com\admin and created a workflow using OOB Approval Workflow. It works fine on the test environment.

We are going to deploy the site to production environment using Restore-SPSite method. However, test.com\admin is not exist on production environment (the production environment is on prod.com domain). Do I need to reactivate (or re-create, or re-publish using SPD2013) the workflow using a production account (hence, prod.com\admin)?

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The restored workflow can be started by any user having the Edit Items permission on the list where the workflow is. To edit the workflow, users with Manage Lists permission can change the workflow. It doesn’t matter who created the workflow, it will still be in place and functioning even if your user doesn’t exist in the production environment.

To add a workflow By default, you must have the Manage Lists permission to add a workflow. (The Owners group has the Manage Lists permission by default; the Members group and the Visitors group do not.)

To start a workflow Also by default, you must have the Edit Items permission to start a workflow that’s already been added. (The Members group and the Owners group both have the Edit Items permission by default; the Visitors group does not.)

Reference: Overview of workflows included with SharePoint

  • Although you have clearly answered my question, may I know your reference article have talked about it? Thanks. – Mark L May 4 '15 at 6:16
  • @Mark Not specifically, but it explains workflow permissions. And once the workflow is created, it's a component of the list regardless of who created it. You could test it by backing up a site (with a workflow on a list) in one environment and restore it to a different farm where the user created a workflow doesn't have access. – Benny Skogberg May 4 '15 at 6:23
  • Benny, I deploy the site collection (with workflow) to another farm using Restore-SPSite method. Whenever start the workflow it went fail. Error is "The workflow operation failed because the workflow lookup found no matching item". I think the GUIDs will remain the same. Not sure why the error. – Mark L May 6 '15 at 1:53
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    After I republish the workflow with a user exist on new farm. It works again. Thanks. – Mark L May 6 '15 at 3:17

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