Comparing Out-Of-The-Box Vs. Custom Sharepoint Workflows For Issue Tracking
Defining the Core Problem
Issue tracking workflows in SharePoint have two main approaches: out-of-the-box workflows included with SharePoint, and custom workflows built specifically for an organization’s needs. The key differences come down to flexibility vs simplicity.
Out-of-the-box workflows provide an easy starting point to automate processes without extensive coding. But they lack deeper customization options. Custom workflows require more initial setup but can address complex business logic and integrate with other systems.
When issue volume is low and processes are straightforward, out-of-the-box workflows may suffice. For more complex processes, large issue volumes, or integration needs, custom workflows become necessary to tailor SharePoint to an organization’s issue tracking needs.
Out-of-the-Box SharePoint Workflows
SharePoint comes with several out-of-the-box workflows for common business processes. For issue tracking, the three key options are the Issues Tracking workflow, Projects Tracking workflow, and Disposition Approval workflow.
Configuring and Customizing Out-of-the-Box Workflows
Configuration options allow some modification to adopt out-of-the-box workflows for specific needs:
- Require certain metadata or fields be completed
- Send email notifications when certain actions occur
- Escalate issues automatically based on timing or status changes
- Trigger flows in Power Automate or other integrations upon status changes
Benefits of Out-of-the-Box Workflows
- Simplicity – No coding skills required to deploy and configure
- Cost savings – No custom development work needed
- Quick time-to-value – Workflows available immediately and easy to configure
Limitations of Out-of-the-Box Workflows
- Limited flexibility – Only preset configurations available
- No custom logic – Cannot handle complex or exception-based business processes
- Lack of integration – No way to connect deeply with external data sources or other enterprise systems
Building Custom SharePoint Workflows
Custom SharePoint workflows help address more complex issue tracking needs with greater flexibility and integration capabilities.
SharePoint Workflow Managers
Key tools for building custom SharePoint workflows include:
- SharePoint Designer – Browser-based workflow editor using a drag-and-drop interface
- Visual Studio – Robust developer IDE for coding custom workflows in .NET
- Third-party tools – Such as Nintex or K2 offer code-free workflow configurators
Custom Workflow Examples
Sample customizations possible with custom workflows:
- Complex business logic based on multiple inputs and conditions
- Custom approval chains and user routing
- Integration with SQL databases to pull reporting data
- Writing workflow history back to external databases
- Launching processes in external systems when certain actions occur
Benefits of Custom Workflows
- Flexibility – Model any business process needed
- Customization – Tie workflows directly into other line-of-business systems
- Scalability – Handle large issue volumes across entire enterprises
Tradeoffs with Custom Workflows
- Higher development costs – Requires upfront investment and skilled developers
- Greater complexity – Ongoing maintenance and governance needs
- Slower time-to-value – Weeks or months to develop vs minutes for out-of-the-box
Comparing Approaches
| Out-of-the-Box Workflows | Custom Workflows | |
|---|---|---|
| Setup time | Minutes | Weeks or months |
| Cost | Free | Dev costs, likely $10Ks+ |
| Flexibility | Minimal | Very high |
| Integration | Limited | Deep integration possible |
| Scalability | Good for tens of issues | Proven at enterprise scale – 10,000+ issues |
| Governance Needs | Low, usable as-is | Ongoing management, changes controlled |
Recommendations and Conclusions
For small teams and volumes, start with out-of-the-box workflows to save time and cost. Monitor if preset options can handle evolving needs. Be ready to develop custom workflows if requirements grow more complex.
For large or complex scenarios, invest in custom workflows from the start. The flexibility will likely be required long-term, and worth the steeper initial investment. Treat workflows like application software needing ongoing management and enhancements.
Hybrid approaches are possible, with out-of-the-box workflows covering simple cases. Then route exceptions and complex logic branches into custom sub-flows. This limits custom development to where it delivers the most differentiated value.
SharePoint offers organizations workflow capabilities spanning from simple configurations to advanced programming. Understand where needs fall on this spectrum first, then choose path accordingly to balance power, speed, and cost.
