Workflow not Showing in SharePoint Designer 2013 - Full Guide

If you're facing the frustrating issue of workflow not showing in SharePoint Designer 2013, you're not alone. It's a problem that can disrupt your workflow management and affect business processes. When workflows fail to appear, it can leave users scratching their heads, especially if they need to monitor and manage automated tasks within SharePoint. Fortunately, this issue is often easier to resolve than it might seem.

The good news is that there are a few common reasons why workflows may not be visible in SharePoint Designer 2013, and most of them have simple fixes. Whether it's an outdated version of SharePoint Designer, corrupted cache files, or missing updates, resolving this issue is usually straightforward.

In this blog, we’ll explore the main causes of workflows not showing in SharePoint Designer 2013 and offer practical, step-by-step solutions.

Understanding the Issue: Workflows Not Displaying in SharePoint Designer 2013?

When workflows do not show in SharePoint Designer 2013, the issue is often linked to a handful of common causes. It can be frustrating, especially if you rely on these workflows for automating tasks in your SharePoint environment. But don't worry—understanding the reasons behind this issue is the first step toward fixing it.

One of the primary causes of workflows not showing is a problem with outdated or incompatible software. If SharePoint Designer is not updated to the latest version, it may not be able to display workflows correctly. Microsoft regularly releases updates to fix bugs and improve functionality, so missing these updates can lead to errors, including workflows disappearing from the interface.

Another common issue is cache corruption. SharePoint Designer heavily relies on cached data to display workflows and other content. If the cache becomes corrupted, workflows may not load properly, or they may fail to appear at all. This is a simple fix—clearing the cache can often resolve the issue and restore workflow visibility.

Permissions are also an important factor. If a user does not have the correct permissions to view or edit a workflow, it may not show up in their SharePoint Designer interface. Ensuring that your user account has the necessary access rights can help avoid this problem.

Lastly, there may be issues with the workflow files themselves. If a workflow has become corrupted, deleted, or improperly configured, it may not display in SharePoint Designer, even if the software is functioning correctly.

Now that we understand the causes, let's move on to practical solutions for getting your workflows back on track in SharePoint Designer 2013.

Clearing the SharePoint Designer Cache?

One of the most effective and easiest solutions to fix the problem of workflow not showing in SharePoint Designer 2013 is clearing the application cache. When SharePoint Designer interacts with workflows, it stores information in the cache to speed up future access and improve performance. However, over time, this cached data can become outdated or corrupted, leading to workflows failing to display properly.

How to Clear Cache in SharePoint Designer 2013?

Follow these simple steps to clear the cache and resolve workflow visibility problems:

1. Close SharePoint Designer 2013 First, close SharePoint Designer completely to ensure you are not interfering with active processes.
2. Locate the Cache Folder The cache for SharePoint Designer 2013 is stored in a hidden folder on your computer. To find it, navigate to the following directory:
3. Delete or Rename the Cache Files Once you are in the cache folder, you can either delete or rename the cache files. Renaming the folder is a safer option as it allows you to restore it if needed.
4. Restart SharePoint Designer After clearing or renaming the cache files, reopen SharePoint Designer. It will rebuild the cache with fresh data, and you should be able to see your workflows again.

Installing Service Pack 1 for SharePoint Designer 2013?

Outdated software is one of the most common causes of workflow not showing in SharePoint Designer 2013. If you're using an older version of SharePoint Designer, particularly one that hasn’t received recent updates, it’s possible that a bug or compatibility issue is preventing workflows from appearing. Installing Service Pack 1 (SP1) for SharePoint Designer 2013 can often resolve this problem and restore the missing workflows.

Importance of Service Pack 1

Service Pack 1 for SharePoint Designer 2013 includes important bug fixes and improvements that enhance the overall functionality of the software. This update was specifically designed to address a range of issues, including workflow visibility problems. By installing SP1, you ensure that your SharePoint Designer is up to date and equipped with the latest fixes, which can help resolve issues like workflows not showing.

Service Pack 1 provides updates related to performance, stability, and compatibility with SharePoint Server and SharePoint Online, all of which can contribute to smoother workflow management. Without these updates, workflows may fail to display properly or could be missing altogether.

How to Install Service Pack 1

Here’s how you can download and install Service Pack 1 for SharePoint Designer 2013:

1. Check Your Current Version Before installing the Service Pack, check which version of SharePoint Designer 2013 you're using. To do this, go to the Help menu in SharePoint Designer and select About Microsoft SharePoint Designer. This will show you the current version number. If you already have SP1 installed, you will see it listed here.
2. Download Service Pack 1 If you don’t have SP1 installed, visit the Microsoft website to download the update. Use this official link to ensure you're getting the latest version: Download Service Pack 1 for SharePoint Designer 2013.
3. Install the Service Pack Once the download is complete, double-click the file to begin the installation. Follow the on-screen instructions to install SP1. The installation process may take a few minutes, so be patient while it completes.
4. Restart SharePoint Designer After the installation is complete, restart SharePoint Designer to ensure the update takes effect. Once restarted, check if your workflows are now visible.

Benefits of Installing Service Pack 1

By installing Service Pack 1, you’re not only fixing the immediate issue of workflow not showing but also ensuring your software is running at peak performance. The update improves compatibility with SharePoint Online and other Microsoft services, so it’s highly recommended for anyone using SharePoint Designer regularly.

In addition to resolving workflow issues, SP1 also addresses various performance and stability concerns, reducing the likelihood of encountering similar problems in the future.

Once you've installed SP1, it’s a good idea to restart your system to ensure all updates are properly applied. Afterward, you should see improvements in workflow visibility, as well as a more responsive and stable SharePoint Designer experience. If workflows are still missing, it may be time to move on to other troubleshooting steps.

Check for Missing or Corrupted Workflow Files

Another potential cause for workflow not showing in SharePoint designer 2013, is if the workflow files themselves are corrupted or missing. This can happen during migrations, software crashes, or if workflows were deleted accidentally. To troubleshoot this:

1. Open SharePoint Designer and navigate to the Workflows section.
2. Look for any workflows listed that seem incomplete or corrupted. If a workflow is missing, check the Site Contents in SharePoint to see if the workflow is still present in the list of site assets.
3. If workflows are missing, you may need to restore them from a backup or recreate them if they have been deleted.

Review Permissions and Access Rights

Workflows may also fail to show up due to insufficient permissions. If you don’t have the correct permissions to view or edit workflows, SharePoint Designer will not display them. This is a simple issue to check and fix:

• Verify User Permissions: Ensure that the user has at least Edit permissions on the site where the workflows are located. SharePoint Designer requires the user to have sufficient rights to interact with workflows.
• Assign Permissions: If necessary, update the permissions for the user. Go to Site Settings > Site Permissions to add or modify user access.

Check for Workflow Configuration Errors

In some cases, a configuration error within the workflow itself can prevent it from appearing. Workflow settings, such as incorrect conditions, missing dependencies, or misconfigured actions, could cause the workflow to not load properly. Here’s how to check for configuration issues:

• Open the Workflow in SharePoint Designer: Double-check all settings and ensure the workflow is properly configured. Look for any red flags, such as missing workflow tasks or actions that have failed to load.
• Test the Workflow: If possible, try running the workflow to see if any errors occur during execution. This can help identify specific issues that may be causing the workflow not to display.

Rebuilding the Workflow

If you've followed all the previous troubleshooting steps and workflow not showing in SharePoint Designer 2013, one last option is to rebuild the workflow from scratch. While this might seem like a last resort, it’s an effective way to resolve the issue, especially if the original workflow was corrupted or had deep configuration issues that couldn't be fixed through the usual methods.

When to Rebuild a Workflow

You should consider rebuilding the workflow if:

• The workflow file is missing or corrupted beyond repair.
• Other troubleshooting steps (like clearing cache or updating SharePoint Designer) have not worked.
• You’ve verified that permissions, compatibility, and configuration issues are not the cause.

Steps to Rebuild the Workflow

1. Create a New Workflow: In SharePoint Designer, go to Workflows in the left-hand navigation panel, and click New Workflow. You’ll need to specify the type of workflow (e.g., SharePoint 2010 Workflow, SharePoint 2013 Workflow) depending on the version of SharePoint you are using.
2. Reconfigure the Workflow: Add the actions and conditions that were in the original workflow. Rebuilding the workflow may give you a fresh perspective on how to optimize it and can help prevent future issues.
3. Test the New Workflow: Once the workflow is rebuilt, perform thorough testing to ensure it works as expected. This will help catch any configuration issues before the workflow is deployed.
4. Publish the Workflow: Once you are confident that the workflow is functioning properly, publish it back to SharePoint. Ensure that the workflow is visible in SharePoint Designer 2013 after publishing.

WalkAround

These types of issues can be persisted in SharePoint Online as well. Therefore it is recommended to use the SysTools SharePoint Migrator to migrate your crucial data to another SharePoint tenant. This tool provides you several options to simplify this migration process.

Final Thoughts

By following these best practices, you can greatly reduce the chances of encountering issues with workflow not showing in SharePoint Designer 2013. Regular updates, backups, and efficient workflow design are key strategies for maintaining a stable and reliable SharePoint environment.