SHAREPOINT DESIGNER 2010 & WORKFLOW

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1 June 30, 2012 San Diego Convention Center SHAREPOINT DESIGNER 2010 & WORKFLOW Should I, Should I Not

2 About Me SharePoint Lead at Brandes Investment Partners Originally from Texas Proud Father and Husband 13 Years in IT Hardware Background MCTS, SharePoint 2010 Configuration Blog

3 Agenda Out of Box Opportunities SharePoint Designer Workflow Components Creating Custom Workflows in Designer Demo Real World Discussion Designer Limitations and Workarounds

4 Poll What SharePoint role do you play at your enterprise? How many of you use content types?

5 What Is SharePoint Designer Free Tool For Advanced Users and Developers Revamp the User Interface Connect with External Data Create Custom Actions Interoperability with Visual Studio 2010 Import/Export Visio Process Diagrams Workflow Designer

6 What is a Workflow MSDN Definition Fundamentally, it consists of two things: the forms a workflow uses to interact with its users and the logic that defines the workflow s behavior.

7 SharePoint Out of Box Workflows Approval Collect Feedback Collect Signatures Publishing Three-State Disposition Approval Routes for Approval Like Approval But Collects Feedback Collects Digital Signatures Routes for Approval in Publishing Sites Tracks the Status of an Issue Tracks Content That has Expired

8 Customize Workflows Declarative Workflows Approval Collect Feedback Collect Signatures Publishing Approval Non-Declarative Workflows Three State Disposition

9 SharePoint Designer Workflow Types List Types that were available in SharePoint 2007 Cannot be made available to other lists Reusable List Created at the top-level site Associated with any list, library or content type Can be exported and imported Best when associated with a content type Site Used when you don t need to associate with a list, library or content type Example may be site feedback

10 Workflow Building Blocks Events Item is Created Item is Changed Participant Manually Starts Steps Groups Actions and Conditions Actions Most Basic Unit of Work in a Workflow Can Surface Events System and Human Participation Conditions Rules Establish Conditions Associated to n Actions

11 Workflow Forms Form Types Initiation Custom Task Association Form Technology ASP.NET InfoPath

12 Demo

13 Key Steps in Designing a Workflow Identify key stakeholders. Conduct Interviews and collect data. What is the problem the business needs to solve? Define the business use case. Analyze Responses Create a strategy statement

14 Real World Example Procurement Process

15 Common Issues Expressed During Interviews How do I buy something? I made a request and I don't know where that request is at? I need to approve a request but I don't know where the request is. In fact I don't know where the supporting information is. People are saying they're waiting on my approval but I've already approved the request. I approved this request and now I'm being asked to approve the invoice for the same request. Why? I need to approve an invoice but I don't know if I should because I can't find the agreement that states how much I'll be charged. My software is no longer under support because I didn't renew the agreement. I didn't know the agreement was up for renewal.

16 The Problem No Defined Process No Ability to See a Status No Ability to Find Tasks No Ability to Find Documentation No Common Way of Requesting to Purchase Something

17 The Strategy Procurement Concept The Procurement Concept Provides: Process Container Status Tasks It maps directly to a defined business process A place to put all of the documentation A place to discover status An administrative layer for tasks

18 Approval Process Ideas

19 Approval Process Create Procurement Prepare Procurement Department Manager Approval CIO Approval COO Approval Legal Approval Purchase

20 The Strategy Procurement Concept The Procurement Concept Provides: Process Container Status Tasks It maps directly to a defined business process A place to put all of the documentation A place to discover status An administrative layer for tasks

21 Document Management Strategy System1 PK ID Item1 PK ID Title Folder1 PK ID Title Name Procurement Item1 Document1 PK ID Name Title Document Set1 PK ID Title Name Enterprise Document Set1 PK ID Title Name Enterprise Document1 PK ID Name Title Procurement Document Set1 Company Key Offering Procurement Type Total Amount Description Procurement Owner Procurement Status Procurement Aggrement Status Procurement Purchasing Status Procurement Request Status Total Amount Request Workflow Required Agreeement Workflow Required Purchase Workflow Required Approval Type Cost Center Expense Category Sub-Expense Type Procurement Document1 DMT Procurement1 Technology Procurement1 Office Procurement1 Company Name Offering Document Date Document Description Document Owners Document Reviewers Reviewed Date Total Amount Cost Center Expense Category Sub-Expense Type Miscellaneous Procurement Document1 Procurement Request1 Procurement Agreement1 Procurement Accounts Payable1 Procurement Quote1 Procurement Rationale1 Contract End Date Contract Length Contract Opt Out End Date Contract Opt Out Length Contract Opt Out Start Date Contract Scope Contract Start Date Contract Term Initial Amount Ongoing Amount Ongoing Amount (Annualized) Ongoing Period Ongoing Type DMT Rationale1 Systems Rationale1 Procurement Contract1 Procurement Contract Addendum1 Procurement Statement of Work1 Procurement Invoice1 Procurement Purchase Order1 DMT New Rationale1 DMT Existing Rationale1 Paid Date Invoice Number Invoice Amount Invoice Date Invoice Period PO Number

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23 Designer Limitations and Workarounds Problem Start a Workflow on a content type in a document set from a Workflow running on the document set. Solution Custom Action

24 Code Sample <Action Name="Start Procurement Document Workflow" ClassName="SPDActivities.StartRequestWorkflow" <RuleDesigner Sentence="Start Procurement Document Workflow named %1 on document referenced in lookup field named %2 "> <FieldBind Field="WorkflowName" Text="workflow name" Id="1" DesignerType="StringBuilder" /> <FieldBind Field="RequestDocument" Text="lookup field" Id="2" DesignerType="FieldNames" /> </RuleDesigner> </Action> <Action Name="Set Workflow Complete Flag" ClassName="SPDActivities.SetWorkflowCompleteFlagOnDocumentSet" <RuleDesigner Sentence="Set Workflow Complete flag: %1"> <FieldBind Field="CompleteFlag" Text="lookup field" Id="1" DesignerType="FieldNames" /> </RuleDesigner> </Action> <Action Name="Set Procurement Document Reference" ClassName="SPDActivities.SetProcurementDocumentReferenceOnDocumentSet" <RuleDesigner Sentence="Set Procurement Document Reference %1 for content type %2"> <FieldBind Field="DocumentReference" Text="lookup field" Id="1" DesignerType="FieldNames" /> <FieldBind Field="DocumentReferenceContentType" Text="lookup field" Id="2" DesignerType="Test" /> </RuleDesigner> </Action> <Action Name="Set Procurement Status" ClassName="SPDActivities.SetProcurementStatusColumn" <RuleDesigner Sentence="Set Procurement Document Status column %1 to status %2"> <FieldBind Field="StatusColumn" Text="lookup field" Id="1" DesignerType="FieldNames" /> <FieldBind Field="Status" Text="current status" Id="2" DesignerType="Test" /> </RuleDesigner> </Action>

25 Designer Limitations SharePoint Designer Cannot Loop No State Machine Workflows Complex Lookups

26 Final Procurement Workflow

27 Workarounds Visual Studio Custom Actions Nonobvious Techniques 3 rd Party Solutions

28 Pros and Cons Pros Cons Advanced User Toolset Import/Export Visio Process Diagrams Declarative Workflows Reusable Workflows No Looping No State Machine Workflows Nonobvious Techniques

29 Summary SharePoint Designer is Free Good for User Community Can Provide Quick Solutions Evaluate Limitations and Design Accordingly

30 The After-Party: SharePint Karl Strauss Brewing Company 1157 Columbia Street San Diego, CA Phone: Immediately following event closing & prize drawings pm) Directions (.9 miles): 1. Head northeast on 1st Ave 2. Turn left onto W B St 3. Turn left onto Columbia St Karl Strauss will be on the left

31 June 30, 2012 San Diego Convention Center THANK OUR SPONSORS Please be sure to fill out your session evaluation!