Where Are SharePoint Workflows Stored?
SharePoint workflows are automated sequences of actions that help streamline and automate business processes within SharePoint. These workflows can be designed and customized to meet specific business requirements. But where are these workflows stored? Let’s find out.
Key Takeaways
- SharePoint workflows are stored in SharePoint lists or libraries.
- Workflows can be associated with specific content types or sites.
- Workflows are stored as XML files within the SharePoint content database.
When you create a workflow in SharePoint, it becomes a part of the SharePoint site’s structure. It can be associated with specific content types, lists, libraries, or sites. This allows workflows to be easily reusable and scalable in different site contexts.
The workflow definition and configuration details are stored as XML files within the SharePoint content database. This ensures that all workflow-related information is centrally managed and accessible across the SharePoint environment.
SharePoint workflows are primarily stored in workflow templates. These templates act as a blueprint for the creation of multiple instances of the same workflow. They define the logic and actions to be performed, enabling the seamless automation of business processes.
Each time a workflow is initiated, a new instance is created based on the template. The instance-specific information, such as task assignments, due dates, and status updates, is stored within SharePoint lists or libraries associated with the workflow.
An interesting fact is that SharePoint workflows can be exported and imported across different SharePoint environments, including different farms and even different versions of SharePoint. This allows workflows to be easily migrated or shared between organizations or projects.
Where Are the Workflow Files Stored?
Let’s take a closer look at where the workflow files are stored within the SharePoint content database. The following table provides an overview:
| File Type | Description |
|---|---|
| .WSP | A SharePoint Solution Package file that contains the workflow template, its associated elements, and deployment details. |
| .XOML | The main XML file that defines the workflow logic, including actions and conditions. |
| .RULES | An XML file that stores the rules and conditions associated with the workflow. |
| .ASSOCIATION | An XML file that defines the association of the workflow with a content type, list, or library. |
Additionally, SharePoint also stores information about workflow instances and their associated data. The following table lists the relevant databases and tables:
| Database | Table | Description |
|---|---|---|
| SharePoint_Config | dbo.TimerRunningJobs | Stores information about the running instances of the workflows. |
| Content_DB | dbo.WorkflowInstance | Stores metadata and status information for each workflow instance. |
| Content_DB | dbo.WorkflowTasks | Stores information about the tasks associated with a workflow instance. |
The storage and management of these workflow files and data within SharePoint ensure that workflows can be executed, monitored, and maintained effectively.
Conclusion
In conclusion, SharePoint workflows are stored in SharePoint lists or libraries within the SharePoint content database. They are stored as XML files, including workflow templates, definitions, rules, and associations. This centralized storage allows for easy management, scalability, and portability of workflows within the SharePoint environment.
Common Misconceptions
SharePoint Workflow Location
A common misconception is that SharePoint workflows are stored within the SharePoint database. While SharePoint does store some workflow-related data in its content database, the workflows themselves are not stored there.
- SharePoint workflows are not physically stored in the SharePoint content database.
- Workflow-related data, such as workflow instances and task information, are stored in the content database.
- The actual workflow design, logic, and configuration are stored outside of the SharePoint content database.
Outside the SharePoint Database
Another common misconception is that SharePoint workflows are stored in the same location as the SharePoint site or site collection. However, SharePoint workflows are actually stored in a separate location outside of the SharePoint database.
- The actual SharePoint workflow files are stored on the SharePoint front-end servers.
- Workflow files are stored in the “Workflow” folder within the SharePoint root directory.
- This separation allows for easier management and deployment of workflows without affecting the SharePoint database.
SharePoint Workflow Association
Some people mistakenly believe that SharePoint workflows are associated with a specific site or site collection. However, SharePoint workflows can be associated with different levels within SharePoint, including sites, site collections, lists, and content types.
- SharePoint workflows can be associated with individual lists or libraries within a site.
- SharePoint workflows can be associated with site collections, allowing for cross-site workflows.
- Workflows can also be associated with specific content types, ensuring that they are available for use on any list or library that uses that content type.
Workflow Configurations
Another misconception is that SharePoint workflows are limited to out-of-the-box configurations and cannot be customized. However, SharePoint workflows are highly customizable and can be tailored to specific business requirements.
- SharePoint provides a platform for designing custom workflows using tools such as SharePoint Designer or Microsoft Visual Studio.
- Custom workflows can be built using a combination of built-in activities and custom code.
- Workflows can be customized to match specific business processes and requirements.
Introduction
SharePoint is a powerful platform that allows organizations to streamline their business processes through the use of workflows. Understanding where these workflows are stored is crucial for efficient management and troubleshooting. In this article, we will explore the various locations where SharePoint workflows are stored, providing true and verifiable data.
Location: SharePoint Designer
SharePoint Designer is a tool widely used to design and manage workflows in SharePoint. When a workflow is created using SharePoint Designer, it is stored within the site collection associated with the SharePoint site. This allows for easy access and modification of the workflow for site administrators.
Location: Content Databases
SharePoint stores its content within content databases, which are organized into specific tables. Workflows in SharePoint are stored in these content databases as serialized XML data. This ensures that the workflow is associated with and accessible from the specific content it is designed to manage.
Location: Workflow History List
Every SharePoint site has a default Workflow History list that stores all workflow history events for that site. This includes data such as when the workflow was started, who initiated it, and any comments or actions associated with each workflow event. This data is crucial for auditing and tracking purposes.
Location: Workflow Task List
When a workflow includes tasks for users to complete, SharePoint creates a Workflow Task List to store these tasks. This list keeps a track of all pending, completed, and delegated workflow tasks, along with their details and associated metadata. This enables workflow participants to easily manage their assigned tasks.
Location: SharePoint Configuration Database
The SharePoint Configuration Database is a central database that stores configuration settings for the entire SharePoint farm. Some components of workflows, such as custom actions or external connections, may be stored in the configuration database to ensure consistency and availability across the entire SharePoint environment.
Location: SharePoint Site Collection Configuration
SharePoint workflows can also be stored in the site collection configuration. This means that workflows can be created and reused across multiple sites within the same site collection. Storing workflows at the site collection level allows for centralized management and control over workflow design and deployment.
Location: SharePoint Content Types
SharePoint workflows can be associated with specific content types. Content types provide a consistent way to manage and organize content within SharePoint. Storing workflows within content types ensures that the workflows are automatically associated with relevant content, saving time and effort for users.
Location: Workflow Templates
Workflow templates are reusable workflow definitions that can be applied to multiple lists or libraries within a site. These templates are stored within the Workflow Templates library, which is specific to each site. Storing workflow definitions as templates promotes consistency and efficiency by allowing for centralized governance and updates.
Location: SharePoint Feature Definitions
SharePoint features are packaged elements that add functionality to SharePoint sites. Workflows can be packaged as part of a feature definition and deployed to multiple sites or site collections. The feature definitions store the workflow configurations, allowing for easy deployment and activation across SharePoint environments.
Location: SharePoint Online
In SharePoint Online, workflows can be created and stored within the cloud environment. By leveraging SharePoint Online’s built-in workflow capabilities, organizations can develop and manage workflows without the need for on-premises infrastructure. This provides flexibility and scalability for workflow management.
Conclusion
Understanding where SharePoint workflows are stored is essential for effective management and utilization of these powerful tools. From SharePoint Designer to content databases, SharePoint provides various locations that ensure workflows are easily accessible and properly associated with relevant content. Whether it be within a site collection, a Workflow Task List, or even in the cloud, SharePoint offers diverse options for workflow storage, empowering organizations to streamline their business processes efficiently.
Frequently Asked Questions
Where Are SharePoint Workflows Stored?
- What is the default location for SharePoint workflows?
- The default location for SharePoint workflows is the Workflow History List associated with the site or list where the workflow was initiated.
- Can SharePoint workflows be stored in a different location?
- Yes, SharePoint workflows can be stored in a different location. You can choose to store the workflow history in another SharePoint site or list by configuring the workflow settings.
- How can I change the location for SharePoint workflows?
- To change the location for SharePoint workflows, go to the workflow settings and modify the workflow history list or select a different site or list to store the workflow history.
- Are SharePoint workflows stored in a database?
- SharePoint workflows are not directly stored in a database. The workflow history is stored in a SharePoint list, and the workflow definition and associated data are stored in various content databases depending on the SharePoint farm configuration.
- Can SharePoint workflows be exported or imported?
- Yes, SharePoint workflows can be exported and imported using SharePoint Designer or third-party tools. This allows you to transfer workflows between different SharePoint environments or make backups of your workflows.
- What happens if the workflow history list is deleted?
- If the workflow history list is deleted, the workflow history will be lost and it won’t be possible to view past instances of the workflow. It’s recommended to create a backup or regularly export the workflow history for archiving purposes.
- Can SharePoint workflows be stored in different SharePoint farms?
- No, SharePoint workflows cannot be stored in different SharePoint farms. Each SharePoint farm has its own configuration and content databases, and workflows are tied to the specific farm where they were created.
- What happens to SharePoint workflows when a site is deleted?
- When a site is deleted, any associated SharePoint workflows will also be deleted. It’s important to ensure the workflows are exported or backed up if you need to preserve them before deleting a site.
- Can I access SharePoint workflows programmatically?
- Yes, you can access SharePoint workflows programmatically using the SharePoint Server Object Model or the SharePoint Client Object Model. This allows you to interact with workflows, retrieve information, and perform actions programmatically.
