Copying SharePoint 2010 Workflows

When working with SharePoint Workflows, we are usually required to moving or copying a workflow that is created using SharePoint designer between sites or SharePoint List (including the document library, form library…). Following is the How-To steps
To accomplish this, we will use a little tweak associated with the workflow.

  1. In the original (source) site or list, create the required workflow, save and publish it.
  2. Now select Export to Visio option which allows you to save the workflow with a .vwi extension. (Refer this workflow hereafter as source workflow). For instance, Source_WF.vwi
  3. Now go to the destination site or list where you want the workflow to be copied, and create a new workflow with the same name as the previous one & publish it.
  4. Do the same thing at step 2, select Export to Visio option which allows you to save the workflow with a .vwi extension. (Refer this workflow hereafter as Destination workflow). For instance, Destination_WF.vwi
  5. Now you will be having two .vwi files (one of source workflow’s – Source_WF.vwi and other of the destination workflow’s – Destination_WF.vwi). Now add .zip extension to both the files. Now your files names should be Source_WF.vwi.zip & Destination_WF.vwi.zip.
  6. Now open both the zip files, copy workflow.xoml.wfconfig.xml from destination workflow to source workflow. (Its destination to source and not source to destination).
  7. From now on, we will not use the file Destination_WF.vwi.zip. So ignore that file.
  8. Remove the .zip extension from Source_WF.vwi.zip which gives you the Source_WF.vwi file.
  9. Now, go to the destination site, open workflows and click Import from Visio and browse to the Source_WF.vwi file.
    That’s it and your workflow is copied. You can publish the workflow and run it.

Note: In case if your list’s GUID’s (for those lists that you have used in workflow – tasks list, history list or any other lists used in workflow steps) have been changed from source & destination site, you may need to update those steps in the workflow.
Cheers.

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