Exporting and Importing SharePoint Designer 2010 List Workflow


Exporting and importing of the List Workflow to and from another list or site is actually a non-supported feature.

However, there is a “workaround” to achieve this.

 

  1. In SharePoint Designer 2010, click on your completed List Workflow.
  2. Click on “Save” and “Publish” for the completed List Workflow.
  3. Next, click on “Export to Visio”. Save the file as CompletedWorkflow.vwi or any preferred name.
  4. Then create a new “similar” list on the current site or on a new site collection. There is no way to import the exported visio into this new list.
  5. In SharePoint Designer 2010, click on this new list and then click on “List Workflow” to create a new workflow for this new list.
  6. Please make sure that you do not add any workflow steps!
  7. Click on “Save” and “Publish” for this empty List Workflow.
  8. Then, click on “Export to Visio” and save this as EmptyWorkflow.vwi or any preferred name.
  9. Rename both the vwi files by adding “.zip” extension. The files should be CompletedWorkflow.vwi.zip and EmptyWorkflow.vwi.zip.
  10. The objective is to replace the “workflow.xoml.wfconfig.xml” file from the EmptyWorkflow.vwi.zip into the CompletedWorkflow.vwi.zip.
  11. It is likely that you cannot replace it directly. Copy the file out to the desktop and then copy the file into the other zipped folder.
  12. Remove the “.zip” extension from the CompletedWorkflow.vwi.
  13. With this, we have a working importable visio List Workflow.
  14. Back in the SharePoint Designer 2010, close all the workflow tabs.
  15. Click on the “Import from Visio” and select the CompletedWorkflow.vwi.
  16. You have successfully export and import the List Workflow!
Comments (39)

  1. Anonymous says:

    Hi I have done the complete process but then when i unzipped and then tried to import it say “The file couldn’t be found or the .vwi is not file”. Kindly reply me back.

  2. Anonymous says:

    thanks for you article

  3. Anonymous says:

    same i fallow for dev to production,but last i got message during importing visio file as "The file could not a valid.vwi file"

    Please provide solution.

  4. roch says:

    Well done! Works fine for me, thanks.

  5. Niyaz says:

    Hi

    Thanks for Nice post.

    Is it possible to import the SPD workflows in cross domain?, means we have two different web applications and would like to import the SPD workflow in other web app. If Yes, could you please share your view.

    Thanks in Advance

  6. Hi very nice post and i have gain lot of information from this article and i am also sharing the new says:

    Hi very nice post and i have gain lot of information from this article and i am also sharing the new information with you people IIEIM The executives of today need to constantly evolve and understand the needs of the international market. An ability to understand, strategic, plan and execute ideas and knowledge is primary for success. <a href="http://www.iieim.org/">Import and Export</a>

  7. Victor Benz says:

    Hi very nice post and i have gain lot of information from this article and i am also sharing the new information with you people IIEIM The executives of today need to constantly evolve and understand the needs of the international market. An ability to understand, strategic, plan and execute ideas and knowledge is primary for success. http://www.iieim.org/

  8. vikee says:

    i have created two list in sharepoint 2010.portal defect tracker and portal development list.portal defect tracker consists of a coloumn "Issue status" when it is changed to "Enhancement" the entire list is moved to Portal development list.i have done this with event receiver.now i want to do the same problem using sharepoint designer 2010.i dont have any idea regarding sharepoint designer 2010.i'd be grateful if u explain it elaborately….

    thanks in advance..

  9. John says:

    Does the empty xoml.rules file need to be replaced with the completed .rules file?

  10. Anonymous says:

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  11. Sean says:

    I got the same error as Anonymous, any input?

  12. Kris S says:

    You have to recreate the initiaton workflow variables. They don’t transfer over.

  13. Aleksandr says:

    Or take HarePoint Content and Workflow Migrator to do it with drag’n’drop 😉 http://www.harepoint.com/Products/HarePoint-Content-Workflow-Migrator/Default.aspx

  14. Pedro Ferreira says:

    You have to use Winzip and not another compressor software(like winrar or ARC, etc..). Only works with Winzip, because of the attributes other programs attribute to files dropped in the zip file.

  15. Peter Morris says:

    Hey that’s helpful. I have just signed up for a free SharePoint site with cloudappsportal.

  16. stiven says:

    hola como puedo exportar el tipo de contenido para el flujo

  17. Srinivas C says:

    OMG … this is so perfect!
    Bless your heart for sharing this really neat work-around. Saved me a ton of head-ache to re-implement my list workflow for a similarly structured list.

  18. xx says:

    even with winzip not able to convert back i.e., to .vwi format

  19. Anuhya says:

    Nice Post.Thank you.It solved the issue and great help to all

  20. Raxox says:

    This honestly made me laugh, the creativity it takes to master sharepoint is silly!

  21. Sherin says:

    i’m not able to find the cancel option in workflow information unlike the original data.

  22. Jasmine says:

    the .zip file cannot convert back to .vwi

  23. sophie says:

    it’s so nice of you to post this~! it’s wonderful!!! Many thanks!

  24. Crystal says:

    I get an error that says "This workflow cannot be imported because it was created in SharePoint Designer for a different site, or the original workflow has been moved or deleted. To move a workflow between sites, use Save as Template (.wsp file) instead
    of a viseo workflow drawing." And then it won’t let me click Finish or Next, they are grayed out.

  25. james says:

    This worked the first time, but the next time when I copy the workflow.xoml.wfconfig.xml file from the empty to the completed workflow all of the contents of the completed workflow disappear and the file becomes corrupted. What’s going on?

  26. Anonymous says:

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  27. prashant says:

    Its useful…

    IMP step-

    ‘Copy the file out to the desktop and then copy the file into the other zipped folder without extracting zip’ .

    Reset IIS if receives error "Unable to load workflow actions from the server"

  28. arifffff says:

    i created a sharepoint, basically user can submit project and view it in the list. But, at the same time i want the user see only his submission project on the the other list called my projects. How am i gonna do it?please help me, because i dont really
    have basic in this, cause im an engineer background.:)

  29. Akshay Nangare says:

    awesome article, is it possible using Browser?

  30. AndyF says:

    This has saved me a lot of work recreating my workflow after creating it on a test site. Thanks!

  31. Katie S says:

    Do you need Visio Premium installed or will just the standard Visio work?

  32. Pam says:

    This is fantastic! Saves a lot of time. Has anyone come up with a way to also copy over the initiation form parameters and task form?

  33. PamelaK3 says:

    Katie: Visio Standard will work.

  34. Luyen says:

    I can not remove .zip from Compleate.vwi.zip. Anybody help please? Thank a lot

  35. madhu says:

    Thanks it worked

  36. Ivan Durec says:

    Very good solution and works. I copied it directly thru file manager and OK.