Before a workflow can be used, it must be added to a list, library, or content type to make it available for documents or items in a specific location. You must have the Manage Lists permission to add a workflow to a list, library, or content type. In most cases, the site administrators or individuals who manage specific lists or libraries perform this task.
The availability of a workflow within a site varies, depending on where it is added:
- If you add a workflow directly to a list or library, it is available only for items in that list or library.
- If you add a workflow to a list content type (an instance of a site content type that was added to a specific list or library), it is available only for items of that content type in the specific list or library with which that content type is associated.
- If you add a workflow to a site content type, that workflow is available for any items of that content type in every list and library to which an instance of that site content type was added. If you want a workflow to be widely available across lists or libraries in a site collection for items of a specific content type, the most efficient way to achieve this result is by adding that workflow directly to a site content type.
- The name for this instance of the workflow
- The tasks list where workflow-related tasks are stored
- The history list that records all of the events that are related to the workflow
- The way that you want the workflow to be started
- Additional options that are specific to the individual workflow, for example, how tasks are routed to participants, what circumstances complete the workflow, and what actions occur after the workflow is completed
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