How to map your SharePoint workflows before modernization

SharePoint workflows mapping is becoming essential for organizations managing legacy SharePoint environments. Microsoft has deprecated the classic workflow engines, so companies must understand exactly which workflows exist before planning modernization. Therefore, organizations should start by identifying and mapping their existing workflows.

Without proper SharePoint workflows mapping, organizations cannot determine which workflows they can replace with native SharePoint functionality and which ones require redevelopment. As a result, many modernization projects begin without a clear understanding of the existing automation landscape.

In a previous article, I explained the broader impact of Microsoft’s decision and the possible alternatives for organizations running legacy workflows. If you want more context about the future of SharePoint workflows, you can read it here:

Life after SharePoint workflows:
https://fluentsp.com/life-after-sharepoint-workflows-solutions/

In this article, however, we focus on a practical step: mapping existing workflows across the SharePoint environment.

Why SharePoint workflows mapping is the first step

Before starting any modernization project, organizations should perform SharePoint workflows mapping to understand their automation landscape.

Over the years, teams create workflows across different sites and lists using different tools. In addition, they often publish multiple versions of the same workflow without documenting the changes.

Consequently, many SharePoint environments contain:

Multiple versions of the same workflow.
Workflows attached to unused lists.
Automation created during testing.
Processes that nobody clearly understands anymore.

Without this visibility, administrators cannot answer important questions.

For example:

Which workflows still run.
Which lists depend on them.
Which processes they support.
How many versions exist.

Therefore, mapping workflows gives organizations a clear and reliable view of their automation environment.

Discovering workflows with PowerShell

Administrators can start SharePoint workflows mapping by scanning the environment and listing workflow associations attached to lists, libraries, and sites.

For example, a PowerShell script can iterate through lists and identify workflow associations across the environment.

Example excerpt:

Add-PSSnapin Microsoft.SharePoint.PowerShell -ErrorAction SilentlyContinue

$webAppUrl = "http://yourwebapp"
$webApp = Get-SPWebApplication $webAppUrl

$result = @()

foreach ($site in $webApp.Sites)
{
    foreach ($web in $site.AllWebs)
    {
        # --------- List / Library Workflows ---------
        foreach ($list in $web.Lists)
        {
            $workflowMap = @{}

            foreach ($wf in $list.WorkflowAssociations)
            {
                #remove duplicate versions
            }

            foreach ($name in $workflowMap.Keys)
            {
                $versions = $workflowMap[$name]
                $latest = $versions | Sort-Object Created -Descending | Select-Object -First 1

                $obj = New-Object PSObject
                $obj | Add-Member NoteProperty SiteCollection $site.Url
                $obj | Add-Member NoteProperty Web $web.Url
                $obj | Add-Member NoteProperty ParentTitle $list.Title
                $obj | Add-Member NoteProperty WorkflowName $name
                $obj | Add-Member NoteProperty WorkflowType "List/Library"
                $obj | Add-Member NoteProperty VersionCount $versions.Count
                $obj | Add-Member NoteProperty LastPublished $latest.Created

                $result += $obj
            }
        }

        # --------- Site Workflows ---------
        $siteWorkflowMap = @{}

        foreach ($wf in $web.WorkflowAssociations)
        {
            #remove duplicate versions
        }

        foreach ($name in $siteWorkflowMap.Keys)
        {
            $versions = $siteWorkflowMap[$name]
            $latest = $versions | Sort-Object Created -Descending | Select-Object -First 1

            $obj = New-Object PSObject
            $obj | Add-Member NoteProperty SiteCollection $site.Url
            $obj | Add-Member NoteProperty Web $web.Url
            $obj | Add-Member NoteProperty ParentTitle $web.Title
            $obj | Add-Member NoteProperty WorkflowName $name
            $obj | Add-Member NoteProperty WorkflowType "Site"
            $obj | Add-Member NoteProperty VersionCount $versions.Count
            $obj | Add-Member NoteProperty LastPublished $latest.Created

            $result += $obj
        }

        $web.Dispose()
    }

    $site.Dispose()
}

$result | Export-Csv "D:\workflow-report.csv" -NoTypeInformation -Encoding UTF8

With this approach, administrators can quickly identify:

Where workflows exist.
Which lists use them.
How many versions were published.
When the latest version was created.

Afterward, they can export and analyze this information to better understand the automation landscape.

Classifying workflows after mapping

After completing SharePoint workflows mapping, organizations can classify workflows and decide what to do with them.

In most environments, workflows fall into three categories.

Workflows that can be replaced with native SharePoint features

Teams often created workflows to automate simple tasks such as:

Sending notifications.
Managing approvals.
Routing documents.
Auto document deletion.

SharePoint can handle many of these scenarios with native functionality. As a result, replacing these workflows simplifies the platform and reduces maintenance.

Workflows that require redevelopment

Some workflows support important business processes. Therefore, organizations should analyze these workflows carefully and redesign them using modern automation tools or custom development.

In many cases, these workflows represent core business logic and require proper planning.

Workflows that can be retired

Workflow audits frequently reveal automation attached to unused lists or created during testing.

In other words, some workflows simply remain in the system even though nobody uses them anymore.

By removing these workflows, organizations can simplify the environment and reduce technical debt.

Understanding your automation landscape

Microsoft’s decision to deprecate legacy workflows forces organizations to rethink automation in SharePoint. However, teams cannot modernize workflows without first understanding the existing environment.

For this reason, SharePoint workflows mapping provides the foundation for a successful modernization strategy.

Organizations that take the time to map their workflows can modernize faster and avoid rebuilding automation that nobody uses.