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Background: I am using SharePoint 2013. I do not have admin-rights to SPD, because I am at a large company where SPD access is not granted to everyone. However, on Friday I am meeting with the dev-team to present our workflow, but I would like to go into it with some direction to gear them towards.

Issue: I have created an InfoPath form on our site. A field within this form is the company name they work for. (There are 4 companies to choose from, which are part of the parent company I work for). When the form is submitted, this company name field becomes a column to the right of the InfoPath form item in the library. What I need my workflow to do is the following: When a new item is created (a form is submitted), the task of approving the form is assigned to an email address that is looked up based off the company name field/column. I have tried to do this with the access I have, and have failed thus far because I can only enter in email addresses into the "Assigned to" field of my workflow, not any lookup formulas, etc. This is why I have called upon the help of our development team.

So, what I need to know is...

1.) What I am trying to do is NOT possible without SPD, correct?

2.) When I meet with our IS development team on this, what direction do I point them in? I obviously have all of this diagrammed out as a business plan. But, because I don't know what the SPD side of SharePoint looks like, and the IS team is on the other side of the country, I would like to go in with an idea of what SPD tools/features we should work with so I can make the most of my time, and not waste theirs.

Thanks for all of your help in advance.

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Regarding the task of approving the form is assigned to an email address that is looked up based off the company name field/column. I have tried to do this with the access I have, and have failed thus far because I can only enter in email addresses into the "Assigned to" field of my workflow,

It's applicable as the following

  • Add Assign Task or Start Task Process Action > click on these users > Click on Receptions button > Workflow Lookup for a user > Current item > Select your lookup field > Ok > Add.

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Regarding What I am trying to do is NOT possible without SPD, correct?

No, it's not correct you can create an Event Receiver at Item Added but it will need programming and more time to do it.

Regarding what SPD tools/features we should work with so I can make the most of my time, and not waste theirs.

Simply Microsoft SharePoint Designer (SPD), formerly known as Microsoft Office SharePoint Designer, is a discontinued HTML editor freeware specialized in creating or modifying Microsoft SharePoint sites, workflows and web pages.

  • I believe I am following you correctly. One question: What version of SharePoint are you showing me in the your screenshot? Are you using SharePoint Designer to do that as well? – Hondroid93 Sep 2 '16 at 13:10
  • SharePoint Designer 2013 with SharePoint 2013 workflow platform, please tell me if you need more clarification – Mohamed El-Qassas MVP Sep 2 '16 at 13:11
  • Thank you for all of your help. It all makes sense to me and hopefully I can obtain SharePoint Designer access in my meeting today or get the support I need from my IS team. – Hondroid93 Sep 2 '16 at 13:13
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When creating a workflow with SPD you do not need admin rights, only full control (site ownership). I believe what you are asking can be done with a combination of infopath and SPD, just you need 2 lists where you have the main form and the parallel list with the company name and email related to that company.

  • Pretty sure you only need Designer permissions to the site, not Full Control. And by "parallel" list, this means you create a custom list and create a column of type "Lookup" in your InfoPath Form Library. After that, you can follow M.Qassas' screenshots. – Erin L Aug 31 '16 at 20:25

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