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1 Office 2010 Workflow; Developing Collaborative Solutions MARK J. COLLINS Apress*

2 Contents Preface About the Author About the Technical Reviewers Acknowledgements Introduction xix xxi xxii xxiii xxiv PART 1: Introduction 1 Chapter 1: Overview of Microsoft Office 3 End-User Perspective 3 Office Overview 3 Workflows in SharePoint 4 Workflow Overview 5 Code-less Workflows 6 Visual Studio Workflows 6 Business Connectivity Services 6 Technology Overview 7 Software Products 7 Client-Server Topology 9 Summary 10 Chapter 2: Setting Up a Development Environment 11 Single-Computer Installation 11 Initial Setup 11 SQL Server 12 v

3 Active Directory 12 Installing SharePoint on a Server OS 12 Installing the Prerequisites 13 Installing SharePoint Server 14 Running the SharePoint Products Configuration Wizard 16 Using the Central Administration Web Application 22 Installing SharePoint on a Desktop 26 Installing the Prerequisites 28 Enabling Windows Features 30 Installing SharePoint Server 32 Installing Hotfix KB Running the Configuration Wizard 35 Initial Site Configuration 37 Installing Other Applications 39 Installing Visual Studio Office Client Applications 39 SharePoint Designer Installing Office Installing Visio Configuring 42 Providing an System 42 Configuring SMTP 42 Summary 43 Chapter 3: SharePoint Primer 45 Columns 45 Text Columns 46 Date & Time Columns 47 Person or Group Columns 47 vi

4 Choice Columns 48 Lookup Columns 49 Calculated Columns 50 Site Columns Collection 50 Content Types 51 Lists and Libraries 51 Supporting Content Types 52 Views 52 Subsites 53 Templates 54 Site Templates - 54 List Templates 55 Summary 56 PART 2: Using Workflows 57 Chapter 4: Three-state Workflow 59 Creating a New Site 59 Creating a New List 61 Understanding the Workflow Process 62 Defining the List Columns 63 Associating the Workflow 65 Defining the First Transition 68 Defining the Second Transition 69 Using the Work Request Workflow 70 Workflow Tasks 74 Summary 76 Chapter 5: Office Applications as Workflow Participants 77 Creating a SharePoint Site 77 vii

5 Creating a Document Library 78 Associating a Workflow, 79 Using the Document Workflow 82 Submitting a New Design Document, 82 Enabling Office 84 Receiving Workflow Notifications 84 Receiving a Task Notification 86 Using Office Shortcuts 87 Integrating the Task List 89 Executing the Workflow Again 91 Displaying the Task in Outlook 91 More About Tasks 92 Working with Multiple Task List 92 Deleting Tasks 94 Summary, 95 Chapter 6: Creating Workflows with SharePoint Designer 97 Creating the Site 97 Creating a Custom List, 98 Defining the List Columns 98 Using Visio to Define a Workflow 100 Designing a Workflow in Visio 100 Exporting a Visio Workflow 101 Importing a Visio Workflow 102 Entering the Workflow Definition 103 Specifying a Condition 105 Creating a Calendar Entry 107 Adding Workflow Details 110 Configuring the Workflow 112 viii

6 Executing the Workflow 114 Exporting to Visio 117 Summary 118 Chapter 7: Creating Reusable and Site Workflows 119 Reusable Workflows 119 Creating a New Site 119 Creating a Reusable Workflow 122 Workflow Editor Overview 123 Initiation Form Parameters 126 Entering the Workflow Definition 129 Checking the Review Outcome 133 Adding a Second Step 135 Publishing the Workflow 140 Associating the Workflow 140 Testing the Workflow 142 Site Workflows 144 Initiation Form Parameters 145 Designing the Workflow 147 Testing the Workflow 150 Summary 153 PART 3: Workflows in Visual Studio Chapter 8: Creating a Simple Site Workflow 157 Using Visual Studio Creating a SharePoint Project 158 Running as Administrator 159 Configuring the SharePoint Project 161 SharePoint Support in Visual Studio Designing a SharePoint Workflow 168

7 Logging to the History List 168 Creating a New Task 168 Defining the Activity's Properties 168 Entering Code in the Code-Beside Class 171 Deploying the Workflow 171 Running the Workflow 174 Visual Studio Cleanup 176 Resolving Retract Issues 176 SharePoint Deployment Configuration 177 Selecting the Active Configuration 178 Summary 179 Chapter 9: Exploring the SharePoint Object Model 181 Creating a SharePoint Project in Visual Studio 181 Adding a Workflow 183 SharePoint Customization Wizard 184 Writing SharePoint Details to the History List 185 Creating the Workflow Design 186 Accessing the Object Model 188 Testing the Workflow 192 Scanning the Tasks List 193 Adding an Activity to Check the Tasks List 193 Implementing Check Tasks Logic 193 Testing the Workflow 196 More About Content Types 197 Summary 198 Chapter 10: Custom Workflow Forms 199 Creating a Sequential Workflow 199 Adding an Initiation Form 200 X

8 Customizing the Initiation Form 203 Getting the Initiation Data in the Workflow 205 Implementing the Workflow 206 Replicator Activity 207 Setting Up the Replicator Activity 208 CreateTask Activity 209 Testing the Workflow 212 Content Types 214 Creating a Content Type 214 Content Type Inheritance 217 Adding Field Definitions 217 Adding the Field References 218 Using the New Content Type 222 Testing the Workflow 225 Creating Custom Task Forms with InfoPath Connecting to SharePoint 226 Modifying the Form Layout 230 Defining Rules 233 Publishing the Form 235 Testing the Custom Form 236 Summary 239 Chapter 11: Handling Events 241 Modifying the Calendar List.241 Adding the MenuUrl Column 241 Adding the Attendees Column 242 Creating a New Event 244 Designing the Workflow 246 Creating the Workflow Project 246 xi

9 Managing the Tasks 250 Getting the Workflow Parameters 251 Using the Replicator Activity 255 Task Activities 257 Adding a Final Step 263 Testing the Workflow 269 Summary 273 Chapter 12: LINQ to SharePoint 275 Setting Up the Project 275 Copying the Chapter 11 Project 276 Configuring the Debugging Site 278 Testing the Workflow 279 SPMetal 279 Running SPMetal 280 Default Generation Rules 283 Configuring SPMetal 285 Using LINQ to SharePoint 288 Adding a Collection Step 289 Writing a LINQ Query 290 Collecting the Orders 291 Testing the Workflow 296 Summary 299 Chapter 13: Using State Machine Workflows 301 Creating the Sample Project 301 Creating the BugList 303 Creating Tasks List Content Types 311 Feature Summary 324 Deploying the BugList Project 325 xii

10 it CONTENTS Creating a List Instance 326 Creating the BugList Workflow 327 Creating the Workflow Project 327 State Machine Overview 331 Designing the Workflow 335 Adding the States 335 Adding State Initialization 338 Adding Event Logic 341 Gathering Task Details 342 Specifying the Event Activities 344 Handling the Work Task 350 Implementing the Assign State Initialization Sequence 351 Implementing the Active State Initialization Sequence 353 Adding Additional State Processing 354 Configuring CreateTaskWithContentType 354 Setting the BugStatus 355 Implementing the Event Handlers 356 Assigned State 356 Active State 359 Working as Designed State 361 Waiting State 365 Adding an Association Form 370 Testing the Workflow 374 Summary 381 PART 4: Miscellaneous Topics Chapter 14: Using a ConditionedActivityGroup Setting Up the Project 385 Creating a Part4 Site 385

11 m CONTENTS Creating the Visual Studio Project 386 Designing the Workflow 390 Creating the Task 390 ConditionedActivityGroup Activity 392 Designing the First Child Activity 393 Designing the Second Child Activity 396 Using the DelayActivity 399 Testing the Workflow 401 Summary 404 Chapter 15: Importing Reusable Workflows 405 Creating a Workflow in the SharePoint Designer 405 Designing the Workflow 406 Testing the Workflow 410 Exporting the Workflow 412 Site Assets 413 Importing the Workflow 414 Modifying the Workflow 418 Associating the Workflow 420 Testing the Workflow 422 Summary 423 Chapter 16: Creating Custom Actions 425 Setting Up the SharePoint Project 425 Designing a Custom Activity 426 Adding the SharePoint References, 427 Implementing the Custom Activity 429 Dependency Properties 430 Creating the Event 430 Generating a Strong Name 433 xiv

12 CONTENTS Finding the Public Key Token 434 Defining the Action 436 Adding a Mapped Folder 436 Adding an Actions File 437 Rule Designer 439 Deploying the ActivityLibrary 441 Adding the Assembly 441 Defining a Feature 444 Implementing an Event Receiver 444 Testing the Custom Action 445 Creating a Site Workflow 445 Using the Create Event Action 446 Testing the Workflow 448 Summary 450 Chapter 17: Pluggable Workflow Services 451 Creating the Workflow Project 451 Creating a Local Service 454 Defining the Interface 454 Implementing the Service 456 Generating a Strong Name 459 Deploying the FileService Assembly 461 Implementing an Event Receiver 463 Implementing the Workflow 464 Implementing CallExtemalMethodActivity 464 Implementing HandleExternalEventActivity 466 Sending an 468 Testing the Workflow 469 Summary 471 XV

13 m. CONTENTS PART 5: Business Connectivity Services (BCS) 473 Chapter 18: Creating External Content Types 475 Creating a Read-Only List 476 Creating an External Content Type 476 Creating a Database Connection 477 Creating a Read Item Operation 479 Creating a Read List Operation 482 Setting Permissions 487 Creating the Employees External List 490 Creating an Updatable List 493 Creating the External Content Type 493 Creating the Sales Person List 498 Defining an Association 499 Creating the Territory External Content Type 499 Adding the Association 500 Configuring the Association 503 Testing the Changes 506 Summary 507 Chapter 19: Implementing a.net Assembly Connector 509 Creating the Business Data Connectivity Project Using the BDC Explorer 513 Updating the Method Details 514 Using the BDC Explorer 517 The BDC Model File 520 Implementing the CRUD Operations 524 Defining the Data Class 524 Using LINQ to SQL 525 Configuring the Database Connection 527 xvi

14 Implementing the Operations 528 Testing the ProductDetail External Content Type 530 Creating a Updatable External Content Type 534 Adding a New Entity 535 Defining the Data Class 535 Defining the Readltem Method 536 Defining the Review Fields 538 Creating the Remaining Operations 541 Removing Fields 541 Implementing the CRUD Operations 542 Testing the Review External Content Type 545 Creating an Association 547 Defining Associations 547 Implementing the Association Methods 550 Testing the Changes 551 Summary 552 Chapter 20: Using External Lists in Outlook 553 Unking the External Content Type 553 Mapping to Office 554 Connecting to Outlook 557 Synchronizing Data 560 Changing the Limit Filter 561 Applying the Changes 564 Linking the Territories List Modifying the Territory External Content Type 565 Mapping to Office 566 Connecting to Outlook 568 Adding a Territory 570 xvii

15 Summary 571 Index 573 xviii

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