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Leave Approval Workflow in SharePoint 2010

Posted By:Jean Paul       Posted Date: February 19, 2013    Points: 200    Category: SharePoint    URL: http://www.dotnetspark.com  

In this article I would like to show the end to end configuration and designing of a Leave Approval Workflow in SharePoint 2010.

In this article I would like to show the end to end configuration and designing of a Leave Approval Workflow in SharePoint 2010.


We have 2 users in the domain.
1.  manager
2.  employee
The employee user can apply for leave and the manager has to approve it.  The leave application is done through a SharePoint List entry.  On creating the entry the Manager will be notified about it.  Based on the Job Priority of the particular day the Manager can approve or reject the leave. 

The approval and rejection information will be notified to the employee as well.


Here we are going to use external emails so that the notification can be send to the online email providers like msn/gmail/yahoo etc.

User Creation inside Windows

In this step we are going to setup the users for the scenario.  We need to create 2 users in windows and add them to SharePoint.

Open Windows Control Panel > User Accounts

Control Panel\All Control Panel Items\User Accounts\Manage Accounts

Now create a user named manager with a password.
Create another user named employee with a password.

Now we are ready with the users which we will use inside SharePoint.

User Permissions inside SharePoint

Now we need to assign permissions to the new users we created.  Please login to the SharePoint site with administrative privileges and use the Site Actions > Site Permissions page to give the permissions to the new users.

Now click on the Grant Permissions button as shown below.

We need to give different permissions for manager and employee.

In the Grant Permissions dialog enter manager, resolve it to fully qualified name and use the  option Grant users permission directly to Design so that he shall get the approve rights.

Click the OK button to save the changes.

For the employee repeat the Grant Permission step with Contribute option as shown below.

Click the OK button to save the changes.

Now you can try Signing out and Sign in using the new users to test the permissions.

Note: Use the base url (eg: http://server/) while signing in otherwise you will get Permissions Error for manager/employee as they are not in the Site Collection Administrators group.

If you are able to Sign In as the 2 new users then the users are successfully added to SharePoint.  We can move on to the next step.

List Creation

In this step we are going to create a List for Leave applications.  We can go to SharePoint Designer, open our site and select Lists and Libraries.

Click on the option Custom List from the left side menu.

In the appearing dialog enter the name as Leaves.

Now open the Leaves list and add the following columns.  You can see a default Title column is already been there.

Now save the changes and after that open the List Settings window.

From the Workflows section (right bottom) click on the New button.  In the appearing dialog box enter the name of the workflow and click the OK button.


In this article we have seen an Approval Workflow scenario.

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