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Microsoft is committed to delivering the best value for our customers in a world that has evolved and is focused on digital transformation.
To evolve Microsoft 365, they have retired SharePoint 2010 Workflow. They will also retire SharePoint 2013 workflow, as we believe that Microsoft 365 users will be better served with modern workflow solutions with the help of sharepoint developers.
Microsoft Ends Support For Classic Workflows On SharePoint Online
Microsoft has invested in Power Automate, the universal workflow solution in Microsoft 365, over the last few years.
On the other hand, there haven't been any new updates for SharePoint Designer since 2013.
In 2020, SharePoint 2010 Workflows Were Retired
This announcement will have the greatest (and most immediate impact) on organizations that use SharePoint 2010 workflows within SharePoint Online.
Microsoft has announced that it will end support for the SharePoint 2010 Online workflow component by the end of this year.
- SharePoint 2010 workflows for newly created tenants were disabled on August 1, 2020.
- SharePoint 2010 workflows were being removed on November 1, 2020, from tenants.
From August 2020, all newly created and existing tenants were no longer be able to create SharePoint 2010 workflows using SharePoint Designer 2013.
SharePoint Server users can continue using SharePoint 2010 (&2013) workflows until 2026.
SharePoint 2013 Workflows Are Still Supported For Now
This announcement also applies to you if your organization uses SharePoint 2013 workflows. Microsoft has also announced that SharePoint 2013 workflows will be deprecated in SharePoint Online.
- SharePoint 2013 workflows were turned off as default by default on November 1, 2020, for all new tenants
- SharePoint 2013 workflows are still supported.
Microsoft confirmed that SharePoint 2013 workflows would be retired at some point, probably sooner than later.
Workflows In SharePoint 2013 Will Be Retired By 2026
SharePoint 2013 workflow will no longer be available for new tenants after April 2, 2024. Existing tenants will also be able to use it until April 2, 2026, when the system will be completely retired.
This applies to all environments, including Government Clouds or the Department of Defense. We recommend migrating to Power Automate if you use SharePoint 2013 workflow. Other supported custom solutions, such as those offered by Preferred Members of the Microsoft 365 Business Apps Program Partner Program, are also available.
You should ask if your tenant uses a third-party workflow engine and explore options for migration to a future offering. The option to extend SharePoint workflow beyond April 2, 2020, was removed.
Microsoft 365 Assessment Tool
We recommend that customers scan their tenants using the Microsoft 365 Assessment Tool to determine if they are using SharePoint 2013 Workflows.
The Power BI Workflow Report that is generated by the tool allows you to:
- Identify the SharePoint 2013 workflows per site collection or site.
- SharePoint 2013 workflows: evaluate their usage and frequency.
- SharePoint 2013 lists, libraries, and content types using SharePoint 2013 workflows.
- Power Automate score for upgradability indicating whether the detected actions within SharePoint 2013 workflows can be upgraded to Power Automate flows.
The Workflow Report and the site information allow tenant administrators to plan migrations of SharePoint 2013 workflows while minimizing the impact on users.
Stop Creating New SharePoint 2013 Workflows In Your Tenant
The following PowerShell command is recommended for Tenant Administrators to disable the creation of new SharePoint 2013 Workflows.
Administrators should only do this after confirming that there is no need for new workflows and that other applications don't create workflows. The tool should provide administrators with usage data to help them understand when and where workflows are created.
Set-SPOTenant -StopNew2013Workflows $true
Existing SharePoint 2013 workflows will continue to operate and can be edited. If required, you can use the same command to enable the creation of SharePoint 2013.
Microsoft recommends a modern orchestration workflow solution.
Use Power Automate To Orchestrate Workflows
Microsoft's workflow orchestration has evolved since the release of SharePoint Workflows to encompass not only SharePoint but also all productivity services you use with Microsoft 365 and extend to third parties.
Microsoft's solution for orchestrating workflows is Power Automate. It allows enterprises to create custom sharepoint development workflows by connecting to Microsoft 365 and over 700 other services.
Many 3 rd parties can orchestrate SharePoint Data via the open API platform.
Automated Workflows For SharePoint And Microsoft 365
Understanding the Microsoft workflow terminology is essential to fully appreciate the impact of Power Automate's improvements in authoring.
The term "workflows" describes a sequence of tasks that lead to a desired result. Microsoft's workflows are defined more narrowly as automation or a series of tasks and actions related to a particular business process, emphasizing completing tasks quickly and efficiently.
Authoring Workflows And Flows
Authoring is the act of creating a workflow. There are several ways to create workflows. Users primarily use Power Automate and SharePoint Designer for classic workflows.
You might already be familiar with the Classic Common Data Service process, which includes workflows. Each workflow contains at least one event or trigger. This is a condition that initiates the workflow. You could create a workflow that begins to run whenever a new list item is added.
In this case, the event/trigger is the addition of the item.
Actions are what you want your workflow to do when triggered. Actions allow users to customize their workflow with business logic.
You could use the above example to build a workflow that automatically sends an e-mail (the action) whenever a new item in a list is created (the event/trigger). The tools allow you to define conditions that specify that the workflow will only perform one or more tasks if a condition is met.
SharePoint Designer Classic Workflows
You've likely used SharePoint workflows at some point to automate your business processes if you implemented SharePoint in the last ten years.
Microsoft Flow, now Power Automate, was the dominant workflow tool until its release. It allowed users to automate and model business processes using business logic attached to items or documents in a SharePoint library or list.
Users can design and publish workflows in SharePoint using the two workflow systems that make up the classic workflows.
- SharePoint Workflow 2010: Released concurrently with SharePoint Server 2010, SharePoint Workflow 2010 hosts and executes workflows.
- SharePoint 2013, Workflow: Workflows in SharePoint 2013, which were made available in SharePoint Server 2013, are hosted by SharePoint and carried out by Workflow Manager.
The most typical workflow case for automating operations in SharePoint involves approvals. The traditional approval procedures in SharePoint let you send files or other things to one or more persons for approval or rejection.
They can also be used for content approval within a list or a library.
Power Automate: Modern Workflows
Power Automate, a cloud service from Microsoft that's part of the Power Platform (along with Power Apps, a custom app creator), Power BI, a data analysis tool and Power Virtual Agents, a chatbot builder without coding), helps business users automate workflows between apps and services.
Thanks to the hundreds of pre-built connectors available, minimal or no coding is needed.
Power Automate allows you to create different flows based on your use case:
- Automated Flow: Perform one (or more tasks) automatically when triggered by an event. Connectors are the main target.
- Button Flows: Run repetitive tasks at any time and from anywhere, even from your mobile device and mobile app
- Scheduled Flow: Perform one (or several) tasks according to a schedule
- Business Process Flows: Define a series of business process steps users can follow to achieve a desired result. Most targeted at human process
- UI Flow: Record, automate, and manual playback steps in legacy software. Desktop and web apps without public APIs to automate.
The SharePoint connector allows you to create SharePoint approvals - including page and document approvals - that are powered and integrated by Power Automate flows.
Power Automate allows you to create several different types of approvals:
- Single Approvals: processes with a single approver.
- Sequential Approvals: Workflows requiring pre-approval before the final approval
- Parallel Approvals: Workflows requiring multiple people to approve items independently
Read More:
What is the Difference Between Microsoft Azure and SharePoint in 2022?
SharePoint Designer vs. Power Automate
Microsoft's decision to invest in Power Automate is logical, given the company's broader efforts towards a flexible and "modern" work environment.
New automation tools like Microsoft Teams and Microsoft 365 Groups enable a more unified Microsoft 365 experience. Switching to Power Automate will allow you to construct a flow that controls document and process approval across a variety of services, such as Salesforce, Dynamics 365 for Business, SharePoint, and OneDrive for Business, or Zendesk.
There is a major difference between SharePoint Designer and Power Automate workflows: SharePoint Designer only works in SharePoint.
And then only within one site collection. Thanks to the hundreds of connectors available, Power Automate allows you to automate across many applications and services.
SharePoint Integration Feature Comparison
SharePoint's classic workflows have slightly different integration abilities than Power Automate flows. In the case of Power Automate, some capabilities may change depending on if a site uses the classic or the modern SharePoint experience.
Microsoft's modern experiences in SharePoint reflect its larger vision and integrate seamlessly with other apps in Microsoft 365.
Power Automate flows have been designed for modern SharePoint sites, and now that Microsoft has evolved its workflow orchestration capabilities in the same direction.
Prepare For The Transition To Power Automate
Microsoft could not be clearer: If you still use classic SharePoint workflows in your environment, it is time to plan for the migration to Power Automate.
Power Automate will take the role of SharePoint Designer Workflows and will easily work with Azure and Microsoft 365 Services. It would be best to migrate your SharePoint 2010 or SharePoint 2013 workflows immediately.
Find Out How To Use Classic SharePoint Workflows Within Your Environment
What is the first step in a successful migration? Make an inventory of your existing resources. You need to identify all your SharePoint 2010 or 2013 workflows.
Microsoft recommends that you scan your environment to identify legacy workflows. You can do this with Microsoft's SharePoint Modernization Scanner or a third-party tool. This will give you a better idea of the size and scope of your migration project.
Understanding Potential Pain Points
Power Automate is regularly updated and offers many more features than SharePoint Designer. When organizing your shift from traditional workflows to Power Automate flows, there are various gaps to be aware of.
Microsoft has identified some pain points that you may want to consider (and possible workarounds) before starting your migration:
- Power Automate Has A 30-day Limit On The Run Time Of Flows: SharePoint Designer workflows are infinitely scalable, but Power Automate's flow lifespan is limited to 30 days. This limitation can be overcome by re-entering the flow to reset the time interval.
- HTTP connector: All Microsoft 365 licenses come with the Power Platform, which allows users to modify and expand existing Microsoft 365 apps. The HTTP connector is one of the extra features that Power Automate does have. Only Premium license holders can access this feature. Microsoft recommends creating a "service account" user with a Power Automate license and running the flows from that account if you frequently make HTTP calls.
- Custom Permissions For List Items: List item custom permissions: There isn't a flow action in Power Automate that performs this. However, you can make an HTTP call.
- Reusable Flows: Microsoft suggests a workaround to this problem.Make a master flow that each list's or library's flow can call. This would allow you to edit the flow in multiple places centrally. You can also use flow actions to find the libraries or lists that meet certain criteria and then run the flow based on a schedule rather than events.
- Workflow History Storage: In the unified Power Automate Dashboard, each Power Automate Flow keeps track of its own flow history. You can create a list if you want to track flow logs on your sites.
- Impersonation: SharePoint workflows let you add an impersonation action to appear as another user. This capability is unfortunately not available with Power Automate flows.
Microsoft Highlights Upcoming SharePoint Deadlines
SharePoint 2010 Online will no longer support the "workflows component" this year. SharePoint 2013 Online will also deprecate it.
Microsoft recently reminded organizations of the approaching deadlines for SharePoint support. Microsoft will cease to issue patches for the product, including security control updates. Organizations will likely need to upgrade or replace software before the deadlines to keep these SharePoint systems running optimally according to business requirements.
According to a Microsoft description, the workflows component in SharePoint offers a variety of pre-built applications that can be used as templates to automate different business processes.
Microsoft prefers that businesses utilize Power Automate, formerly known as "Microsoft Flow," rather than SharePoint workflows.
Microsoft only hosts SharePoint Online, so the new deadlines announced for SharePoint workspaces apply to those organizations.
SharePoint Server products installed "on-premises" in data centers or organizations can continue using SharePoint workspaces until 2026 if the servers have been upgraded. Microsoft stated this: "SharePoint 2016 and SharePoint 2019 server platforms will continue to support SharePoint 2010 and SharePoint 2013-based workflows until 2026."
SharePoint 2010 Online Workflow Deadlines, Microsoft's announcement of the end of support for SharePoint 2010 Online workflows gives organizations less than three months to respond.
Microsoft has set deadlines for using SharePoint 2010 Online's workflows.
- SharePoint 2010 workflows for newly created tenants were disabled starting August 1, 2020.
- Beginning November 1, 2020, Microsoft removed the ability for existing tenants to create or run SharePoint 2010 workflows.
SharePoint 2013 Online Workflow Prevention, Microsoft announced that the workflow component would continue to be compatible with SharePoint 2013 Online.
However, it still deprecates this component. Microsoft's announcement that it is deprecating workflows means it will not be doing any further software development, but security patches will continue to arrive in sharepoint development.
Microsoft's Online Services are not supported as usual. Microsoft's announcement didn't specify how long SharePoint 2013 Online workflows will be supported.
Microsoft plans to disable workflows in new SharePoint 2013 Online tenants "starting November." Organizations can still use the tool. The announcement clarified that they'd require a PowerShell script to activate workflows. Workflows with SharePoint Designer 2013.
Microsoft's announcement warned about the limitations that SharePoint Designer 2013 will face when used with SharePoint 2010 Online workflows. Microsoft plans to stop creating workflows using SharePoint Designer 2013 for new SharePoint Online tenants "as of August 2020." Microsoft plans to stop workflow created in SharePoint Designer 2013 "starting Nov.
2020" for existing SharePoint Online tenants.
SharePoint Designer 2013 will still work with certain SharePoint Server products during the lifecycle of those servers.
Microsoft has stated this notion in the following way: SharePoint Designer 2013 will continue to work with SharePoint Server 2019 for the rest of the client lifecycle (2026). SharePoint Designer 2013 won't be supported after that date. Power Automate Alternative, Microsoft claims that organizations who use SharePoint Online workflows will have the same functionality if they switch to Power Automate.
Nevertheless, some readers' comments on Microsoft's announcement indicated that Power Automate was not current in certain areas. For example, it didn't enable "automated management of SharePoint content permissions."
The announcement stated that since SharePoint Online users have Microsoft 365 licenses, they are entitled to Power Automate, part of the Power Platform suite.
Microsoft 365 includes the Power Platform to customize and extend Microsoft 365 applications. Power Apps and Power Automate are included. Although this may initially sound reassuring, Power Platform licensing can be complex.
Organizations may need to buy "premium" features depending on how they use Power Automate. Office 365 licenses only give organizations the right to use custom Canvas-based Power Automate apps, according to a description of the document "Microsoft Power Apps and Microsoft Power Virtual Agents Licensing Guide."
Modernize Your SharePoint Environment
There's no better time to make the switch! Modernize your SharePoint site and flatten the architecture of your site to get the most from Microsoft 365.
Microsoft 365 Apps and Services integrate modernized SharePoint sites with other Microsoft 365 services and apps to improve security, productivity, and collaboration. Power Automate automates workflow orchestration and extends it across the entire system of tools. It is also integrated with modern SharePoint by default.
Microsoft's decision to retire SharePoint 2010 Workflows is the latest proof that it is moving towards a fluid, modern experience for users powered by seamlessly connected tools.
Conclusion: Microsoft 365 Workflow SharePoint 2013 Will Lose Support In 2026
Microsoft announced that SharePoint 2013, which automates processes for Microsoft 365 users, is ending. Microsoft has announced two dates for organizations using Microsoft 365 or SharePoint 2013 workflow.
On April 2, 2024, SharePoint 2013 workflow will no longer be available for the new Microsoft 365 tenants. Workflow for SharePoint 2013 "will be fully retired and eliminated from existing tenants on April 2, 2026."
A Microsoft document states that retirement is "the end to support and availability of service." Microsoft will not release any patches.
SharePoint 2013 workflow has a product life of three years. In the announcement, it was stated that there would not be an option to extend SharePoint Workflow beyond April 2, 2019.
Microsoft 365 (such as SharePoint online) users are unaffected by this end-of-support date. Despite having a retirement date of January 25, 2023, Microsoft's SharePoint 2013 Workflow document for SharePoint Server omitted it.
Microsoft wants customers of the Microsoft 365 SharePoint workflow to move to Power Automate or another third-party orchestration product.
IT departments can use Microsoft 365 Assessment to check if SharePoint 2013 workflow is in use. This tool provides an "upgradability score" for Power Automate, which can be used to measure such changes. Microsoft admits that Power Automate doesn't have all of the SharePoint 2013 capabilities.
The document states, "Many believe there are significant differences between SharePoint Designer workflows classic and Power Automate flows, but this list is not long." One of these gaps is the 30-day limit on Power Automate flows. You must create a Power Automate account to run the HTTP connector enterprise flows.
Microsoft recommends that organizations that have used the Microsoft 365 Assessment Tool run a PowerShell script that disables new SharePoint 2013 workflows if they determine that the workflows are not needed.
Microsoft has assured that the PowerShell script will not affect existing SharePoint 2013 workflows or their editing using Sharepoint Development Services.
Microsoft has upgraded its engine, SharePoint Workflow Manager, despite the end of SharePoint 2013 workflows. The new engine will replace Microsoft Workflow Manager 1.0, Service Bus 1.1, and Microsoft Workflow Manager 1.0, which will no longer be supported after July 14, 2026.
SharePoint Server 2013 will no longer be supported after April 11, 2023. Microsoft does not offer patches for this product.
