I was tasked to develeop a Staff Alert system on SharePoint 2010 that relies heavily on a workflow. The workflow has may different HTML emails that it sends out based on the selection criteria that the user makes on the very complicated InfoPath list form. When the system had been completed on the Test/Development system the create template no longer worked as the template file size exeeded the 50MB upload limit set by the administrators, and to get this changed was an impossible task. My next and only option was to rebuild the entire system on the production system (real bummer).
After trying all of my options I started, all went well except for the workflow, the list that it was attached to has many lookup fields, so after making a template of this and copying it to production I had to delete and recreate all lookup colomns. Next was the actual workflow, to move this it seems could be done if the workflow was a reuseable workflow or if you have access to Visual Studio, which I do not. So after a lot of searching I found the “Not Supported by Microsoft” way. SharePoint Designer 2010 and Visio 2010 are able to both export/import files to or from each other, you can either create the workflow shell in Visio, then export it for Designer, or visa versa. The export files that each create use the .vwi extension, all that this is, is a zip file with all the relevant XML files compressed that makes up the workflow, so by renaming the file and adding a .zip extension you can access the content with your favorite compression tool. Once you have this you are either able to edit the actual files or copy from one to another.
The actual process was as follows, on the Source site in SPD export the workflow to Visio, in the Destination site, create a blank workflow with not statements or steps, save and publish it, then export it to the same location. Add the (.zip) extention to both files and open the “Destination” file and copy the “workflow.xoml.wfconfig.xml” file to your desktop (or any other location) close this file, open the Source workflow and past the “workflow.xoml.wfconfig.xml” from the Destination workflow on the desktop into this file. Close the Source file, and rename it to remove the (.zip) extension. On the Destination site in SPD ensure that you do not have the workflow open, select import from Visio and select the modified Source workflow, the message should warn that a workflow exists and that if you overwrite it the action is not reversible.
Detailed instructions:
In SharePoint Designer 2010, in the Source site on your completed List Workflow site
- Save the list as a template
- Click on “Save” and “Publish” buttons to completed List Workflow.
- Click on “Export to Visio” in the ribbon. Save the file as “Source.vwi” or any other name.
On the Destination site (same or different site collection)
- Create a new “similar” list using the list template as created above. Note (There is no way to import the exported visio workflow directly into this new list).
- In SharePoint Designer 2010, click on this newly created list and then click on “List Workflow” to create a new workflow for this new list.
- give the workflow a name (same as source for consistency)
- Do not add any workflow steps!
- Click on “Save” and “Publish” for this blank List Workflow to complete the action.
- Click on “Export to Visio” and save this as “Destination.vwi” or any other preferred name.
- Rename both the vwi files by adding a “.zip” extension. The files should be Source.vwi.zip and Destination.vwi.zip.
- The objective is to replace the “workflow.xoml.wfconfig.xml” file from the Destination.vwi.zip (this file has all the site and list details) into the Source.vwi.zip.
- Open the Destination.vwi file and copy the file “workflow.xoml.wfconfig.xml” to your desktop.
- Close the Destination.vwi file
- Open the Source.vwi file
- Copy the “workflow.xoml.wfconfig.xml” file from your desktop to the Source.vwi zip file
- Close the Source.vwi file
- Rename and remove the “.zip” extension from the Source.vwi.
- In the SharePoint Designer 2010 on the destination site, close all the workflow tabs.
- Click on the “Import from Visio” and brows for and select the Source.vwi file.
- Click on the workflows and review the workflow. You should now have the source or completed workflow in the destination site.
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Thanks to the blog by ChewieDev on the Eric Jochens @ OmniverseCode blog site.