Introduction

This articles outlines how to generate workflow reports (in-progress workflows and completed workflows) using a PowerShell script in SharePoint 2010.

Why PowerShell script

Consider a scenario where you configure a workflow for a list to alert you when a new item is added or there are any changes to an existing item. In this case each item would have a separate instance of workflow.

Consider a list with thousands of items, where it is tedious to check the workflow status on each item manually, here PowerShell is useful.

Functionality

The PowerShell script explained in this article loops through all the sites under a site collection and all the lists under each web and all the items under each list and generates 2 separate reports, one to hold the in-progress workflow details and the other to hold the completed workflow details.

The following piece of code generates the workflow reports:

  1. Function WorkflowReports()
  2. {
  4. $output = $scriptbase + "\" + "InProgressWorkflows.csv"
  5. "SiteCollection" + "," + "WebURL" + "," + "List" + "," + "ItemName" + "," + "ItemGUID" + "," + "WorkflowInstanceID" | Out-File -Encoding Default -FilePath $Output;
  7. $output1 = $scriptbase + "\" + "OtherWorkflows.csv"
  8. "SiteCollection" + "," + "WebURL" + "," + "List" + "," + "ItemName" + "," + "ItemGUID" + "," + "WorkflowInstanceID" | Out-File -Encoding Default -FilePath $Output1;
  10. Write-host "Getting workflow report" -fore magenta
  11. $SiteCollectionURL = read-host "Enter site collection URL "
  12. $siteCollection = get-spsite $SiteCollectionURL -ea silentlycontinue
  13. if($SiteCollection -ne $null)
  14. {
  15. foreach($web in $SiteCollection.allwebs)
  16. {
  17. $lists = $web.lists
  18. foreach($list in $lists)
  19. {
  20. foreach($item in $list.items)
  21. {
  22. foreach($workflow in $item.workflows)
  23. {
  24. if($workflow.iscompleted -eq $false)
  25. {
  26. $SiteCollectionURL + "," + $web.url + "," + $list.Title + "," + $workflow.ItemName + "," + $workflow.ItemGUID + "," + $workflow.InstanceId | Out-File -Encoding Default -Append -FilePath $Output;
  27. }
  28. else
  29. {
  30. $SiteCollectionURL + "," + $web.url + "," + $list.Title + "," + $workflow.ItemName + "," + $workflow.ItemGUID + "," + $workflow.InstanceId | Out-File -Encoding Default -Append -FilePath $Output1;
  31. }
  32. }
  33. }
  34. }
  35. }
  36. Write-host "Reports generated and available at the script location " -fore green
  37. }
  38. else
  39. {
  40. write-host "Invalid site collection.... please check the URL...." -fore red
  41. }
  43. }
Complete Code
  1. $LogTime = Get-Date -Format yyyy-MM-dd_hh-mm
  2. $LogFile = ".\WorkflowDetailsPatch-$LogTime.rtf"
  4. # Add SharePoint PowerShell Snapin
  6. if ( (Get-PSSnapin -Name Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue) -eq $null ) {
  7. Add-PSSnapin Microsoft.SharePoint.Powershell
  8. }
  10. $scriptBase = split-path $SCRIPT:MyInvocation.MyCommand.Path -parent
  11. Set-Location $scriptBase
  13. write-host "TESTING FOR LOG FOLDER EXISTENCE" -fore yellow
  14. $TestLogFolder = test-path -path $scriptbase\Logs
  15. if($TestLogFolder)
  16. {
  17. write-host "The log folder already exist in the script location" -fore yellow
  18. $clearlogfolder = read-host "Do you want to clear the log folder (y/n)"
  19. if($clearlogfolder -eq 'y')
  20. {
  21. write-host "The user choosen to clear the log folder" -fore yellow
  22. write-host "Clearing the log folder" -fore yellow
  23. remove-item $scriptbase\Logs\* -recurse -confirm:$false
  24. write-host "Log folder cleared" -fore yellow
  25. }
  26. else
  27. {
  28. write-host "The user choosen not to clear the log files" -fore yellow
  29. }
  30. }
  31. else
  32. {
  33. write-host "Log folder does not exist" -fore yellow
  34. write-host "Creating a log folder" -fore yellow
  35. New-Item $Scriptbase\Logs -type directory
  36. write-host "Log folder created" -fore yellow
  37. }
  39. #moving any .rtf files in the scriptbase location
  40. $FindRTFFile = Get-ChildItem $scriptBase\*.* -include *.rtf
  41. if($FindRTFFile)
  42. {
  43. write-host "Some old log files are found in the script location" -fore yellow
  44. write-host "Moving old log files into the Logs folder" -fore yellow
  45. foreach($file in $FindRTFFile)
  46. {
  47. move-item -path $file -destination $scriptbase\logs
  48. }
  49. write-host "Old log files moved successfully" -fore yellow
  50. }
  52. start-transcript $logfile
  54. Function WorkflowReports()
  55. {
  56. $output = $scriptbase + "\" + "InProgressWorkflows.csv"
  57. "SiteCollection" + "," + "WebURL" + "," + "List" + "," + "ItemName" + "," + "ItemGUID" + "," + "WorkflowInstanceID" | Out-File -Encoding Default -FilePath $Output;
  58. $output1 = $scriptbase + "\" + "OtherWorkflows.csv"
  59. "SiteCollection" + "," + "WebURL" + "," + "List" + "," + "ItemName" + "," + "ItemGUID" + "," + "WorkflowInstanceID" | Out-File -Encoding Default -FilePath $Output1;
  60. Write-host "Getting workflow report" -fore magenta
  61. $SiteCollectionURL = read-host "Enter site collection URL "
  62. $siteCollection = get-spsite $SiteCollectionURL -ea silentlycontinue
  63. if($SiteCollection -ne $null)
  64. {
  65. foreach($web in $SiteCollection.allwebs)
  66. {
  67. $lists = $web.lists
  68. foreach($list in $lists)
  69. {
  70. foreach($item in $list.items)
  71. {
  72. foreach($workflow in $item.workflows)
  73. {
  74. if($workflow.iscompleted -eq $false)
  75. {
  76. $SiteCollectionURL + "," + $web.url + "," + $list.Title + "," + $workflow.ItemName + "," + $workflow.ItemGUID + "," + $workflow.InstanceId | Out-File -Encoding Default -Append -FilePath $Output;
  77. }
  78. else
  79. {
  80. $SiteCollectionURL + "," + $web.url + "," + $list.Title + "," + $workflow.ItemName + "," + $workflow.ItemGUID + "," + $workflow.InstanceId | Out-File -Encoding Default -Append -FilePath $Output1;
  81. }
  82. }
  83. }
  84. }
  85. }
  86. Write-host "Reports generated and available at the script location " -fore green
  87. }
  88. else
  89. {
  90. write-host "Invalid site collection.... please check the URL...." -fore red
  91. }
  92. }
  94. WorkflowReports
  96. write-host ""
  97. write-host "SCRIPT COMPLETED" -fore green
  98. stop-transcript
Execution procedure
  • Step 1: Copy the script to the SharePoint server
  • Step 2: Launch the SharePoint management shell
  • Step 3: Navigate to the script path
  • Step 4: Execute the script

Enter the site collection URL to generate the workflow reports under that specific site collection. The output file is placed under the same location where the PowerShell script is placed.

Conclusion

The script can be modified to run against the SharePoint Farm or a specific web application or specific web/site. Thus this article outlines how to generate workflow reports using a PowerShell script.