SharePoint 2013 for Business Process Automation

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1 SharePoint 2013 for Business Process Automation Course Number: Category: SharePoint Duration: 3 Days Course Description This three-day instructor-led course teaches business professionals how to take advantage of SharePoint 2013's robust automated business processes. This course is designed to provide students with a deep dive into SharePoint automation ranging from working with documentation to managing records to full workflow processes and task tracking. Users that have some SharePoint knowledge will find this class perfect for learning and building on advanced SharePoint topics. The discussion begins with a quick review of SharePoint 2013 core concepts such as out-of-the-box apps. This session uses real-world scenarios and goes into detail on how to fully utilize Content Types that not only save users time and effort, but also allow business users to more efficiently organize, manage and handle important content. From there, the class transitions into Enterprise Content Management and SharePoint's toolset designed specifically for automating repetitive, everyday tasks. Students will learn the tools essential to automatically manage large sets of documents, record management, compliance and liability, and easily locate key documents. Once students have a solid foundation of basic and advanced tools, the class shifts to web based forms using InfoPath. In this section students explore form creation in InfoPath by creating List based forms as well as based forms. Students learn about InfoPath page design templates, how to use tables for layouts, and how to apply themes for branding. Students will also learn about field creation and form controls in InfoPath. The class will then explore more advanced InfoPath tools for validating user data entry in real time and formatting data based on user entry. Action based rules will also be covered for more advanced topics such as prepopulating fields for users, running server-side data calculations, and querying data connections. This section wraps up with the InfoPath Form Web Part in the web browser. Next the course will explore the world of workflow. SharePoint 2013 workflow provides users with many exciting tools for fully integrated automated solutions. This class will use a real-world approach to out-of-thebox workflows for approval, feedback, issue tracking, collecting digital signatures and record retention processes. Students will learn how to implement a workflow from SharePoint Apps such as Lists and Libraries, from Content Types for specialization and from SharePoint s. Users will experience how workflows are integrated with Microsoft Office to create a seamless end user experience. This class will also study the methods of modifying workflow templates, as well as producing powerful custom workflows from scratch using SharePoint designer to solve actual issues in the work place. Students will learn how to assign events to start a workflow, apply logic through conditions, and employ actions as basic units of work. This course will additionally cover how to customize workflow to create a rich, dynamic message complete with branding and layout. Students will learn the updated workflows of SharePoint 2013 compared to its predecessors, specifically the addition of loops and conditional stages. Course No Page 1 of 5

2 Overview (Continued) Finally, students will learn how the many components of SharePoint 2013 come together to create a complete platform. This class will discuss the difference between a and a Page, as well as the Page types available in SharePoint Students learn about Web Parts, specifically which Web Parts are designed with automated processes in mind. They will also create Pages combining the power of Web Parts together with SharePoint Apps for tracking of important business activities. Each section of the class is followed up by practical and relevant hands-on exercises completed in a fully functional SharePoint 2013 Enterprise environment. Objectives Successful completion of this course will increase your knowledge and ability to: Empower users to focus on the work that matters instead of the process of how the work gets done Develop organizational efficiency through automation of repetitive tasks Automation contributes to a more consistent user experience Save your organization time, effort and money Organize, manage, and handle content consistently across your business Easily track processes from beginning to end Simplify user discovery of important content Help enforce compliance with government and legal regulations, or internal business processes Identify important information for record retention Focus on real world user application Course Outline 1. Working with s a. Definition of a Why do we create new s? b. Components revisited c. Templates explained for Business Process Automation Team Project Records Center Document Center d. Settings and Features e. Creating s Initial Settings: Title, URL, Template, and default Permissions and Navigation Default layout based on template selection Editing Navigation: Top Link Bar and Quick Launch Settings Tree View Lab 1: Creating a Structure BPA Example Create a Collection Top Level Default Groups and Permissions Settings and Features Create Child s BPA Example Simple site branding: Title, Logo, Composed Looks Navigation 2. SharePoint Lists a. What are Lists? b. Using Lists to manage Business Processes Automation c. Available List Apps d. Creating Apps using List templates Creating common Lists from templates Building a Custom List Importing from Excel e. Working with the Tasks List App Parent/Child Tasks Using the Timeline Using the different Views f. Working with Issue Tracking g. Working with Key Performance Indicator (KPI) List KPI from SharePoint List KPI from Excel Spreadsheet Course No Page 2 of 5

3 h. Advanced List Topics Validating a List Column Advanced Settings Deleting Lists Saving as a Template Enterprise Keywords Using Alerts i. Working with Views Exploring existing Views Creating a new View Lab 2: Working with Lists in the SharePoint BPA Create Lists in the SharePoint BPA 1. "BPA" Tasks 2. "BPA" Calendar 3. Custom "Classes" List 3. SharePoint Libraries a. What are Libraries? b. Using Libraries to manage document information lifecycle in the Enterprise c. Architecture Content Types- Documents Metadata 1. Importance of Metadata 2. Folders vs. Metadata 3. Columns/Fields Types Views d. Available Apps e. Creating Apps using templates Creating a Document Creating a Report f. Using Version Control Major Versions Major and Minor Versions Content Approval g. Advanced Topics Validating a List Column Advanced Settings Deleting a Saving as a Template (with content) Generating a File Plan Report h. Working with Views Exploring existing Views Creating a new View Lab 3: Working with Lists in the SharePoint BPA Create Libraries in the SharePoint BPA 1. Create a Document 2. Upload documents and create new documents 3. Enable Version Control 4. Work with documents with Version Control 5. Create a File Plan Report 6. Create a Reports 7. Upload and work with reports 4. Content Types a. What are Content Types? Columns Content Types Document Sets Lab 4: Working with Columns and Content Types Create Columns in the SharePoint BPA Create Content Types in the SharePoint BPA Allow Management of Contents in Document Explore Content Types 5. Enterprise Content Management a. Importance of ECM What is ECM? b. Folders vs. Metadata c. Views and Metadata Navigation Metadata Navigation Settings Configure Hierarchies and Key Filters d. Default Column Values e. Information Management Policies Retention Auditing Barcodes Lables f. In-place Record Management Record Declaration Settings Manual Record Declaration g. File Plans Identify Kinds of Records File Plan Settings Creating File Plan Course No Page 3 of 5

4 h. Record Management Record Center 1. Create Lists and Libraries 2. Adding Existing Content Types 3. Information Management Policies I. Content Organizer Content Organizer Settings Create Routing Rules for Content Types j. Document ID Service Enable and Configure Use of Document IDs in a Collection K. Managed Metadata l. Managed Metadata Navigation Lab 5: Working with Enterprise Content Management Create Views in a Document Enable Metadata Navigation in a Document Enable Default Column Values in a Document Enable Information Management Polices in a Document Configure In-place Records Management in BPA Create a File Plan Configure Content Organizer in BPA Configure Document ID Service in BPA Create Managed Metadata in BPA Enable Managed Metadata in a Document Create and Configure Managed Metadata Navigation 6. InfoPath Form Services a. What is InfoPath InfoPath Form Filler InfoPath Form Designer The Future of InfoPath b. Creating List based InfoPath forms. c. Working with based InfoPath Forms. d. InfoPath page design, layout, and themes. e. Using tables for advanced layout. f. InfoPath Fields and Form Controls. g. Managing Rules Validating Data Formatting Data Actions 1. Query for Data or Submit to a Data Connection 2. Set a Field Value 3. Switch Views h. Publishing InfoPath Forms I. InfoPath Form Web Part LAB 6: Working with InfoPath Form Services Create an InfoPath Form from a List Create an InfoPath Form and Publish to a InfoPath Form Web Part 7. Discussion of Alternatives to SharePoint Forms a. Nintex b. K2 c. Formotus VIII. SharePoint Designer a. What is SharePoint Designer? History Versions Basic User Interface b.common Uses of SharePoint Designer Creation User Groups and Permissions Lists and Libraries 1. Columns 2. Views 3. Content Types Columns Content Types Workflows LAB 7: Working with SharePoint Designer SharePoint Designer Basics 8. Business Process Automation using Workflow a. Out-Of-The-Box Workflow Approval Workflow Feedback Workflow Digital Signatures Workflow Course No Page 4 of 5

5 Three State Workflow Publishing Workflow Disposition Workflow b. Workflow Settings Task List History List Adding Users to Workflows 1. Serial Workflows vs. Parallel Workflows 2. Stages Due Dates Duration Per Task Content Approval c. Workflow administration Manually Starting a Workflow by an Authenticated User d. Workflow Creation from the Web Browser List/ Workflows Content Type Workflows Workflows e. Complete a Workflow Task Lab 8: Employing Out-of-the-box Workflows Creating List/ Workflows 1. Creating an Approval Workflow 2. Creating a Feedback Workflow Creating Content Type Workflows 1. Creating a Digital Signature Workflow 2. Creating a Three-State Workflow Creating Workflows 9. Creating Custom Workflows a Custom Workflows supported in 2013 Create Rules Based Workflows 1. Steps 2. Actions 3. Conditions 4. Events b Workflows Changes from 2010 Custom Workflows Create Rules Based Workflows 1. Stages 2. Actions 3. Conditions Lab 9: Creating Custom Workflow with SharePoint Designer Creating a 2010 Custom Workflow Creating a 2013 Custom Workflow 10. Advanced Workflow Topics a. Customization Layout, Markup, and Branding b. Creating Custom Workflow Forms Modifying InfoPath Forms Used in Workflows c. Workflows and Quick Parts Creating Reusable Content in Word for use in Workflows d. Initiation Forms Collection Information from Users to Reference in Workflows e. Workflow Variables LAB 10: Advanced Workflow Topics Working with Advanced Workflow Topics Customization Creating Custom Workflow Forms Workflows and Quick Parts Initiation Forms with Workflow Workflow Variables 11. Customizing a SharePoint Environment for Business Process Automation a. Pages Page Types Choosing the right Page type Creating Pages b. Web Parts What are Web Parts Using the common Web Parts Web Part properties c. Page Design Creating Pages Page layout Placing components on your Page LAB 11: Customizing your BPA Creating a new Page Configuring Pages and Web Parts for BPA 12. Classroom Q&A Course No Page 5 of 5

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