K2 Designer for SharePoint Hands-On Exercise - Leave Request process

Transcription

1 K2 Designer for SharePoint Hands-On Exercise - This hands-on learning module will guide process designers through creating a list-item based workflow using the K2 Designer for SharePoint Contents Module Overview... 4 Scenario and Requirements... 7 LAB 1: Review the Process Design document... 9 LAB 2: Assemble, deploy and test the REVIEW and Q&A HNL100- JNB Version: 1 Revision: 3 SourceCode Technology Holdings, Inc. All Rights Reserved.

2 Module Overview The information contained in this document and its associated resources, including uniform resource locators and identifiers, is subject to change without notice. Unless explicitly stated otherwise, the people, organizations, companies, places, domain names, addresses, products, logos, and events depicted are fictitious and no association with any actual people, organizations, companies, places, domain names, addresses, products, logos, and events is intended, or should be inferred under any circumstance. SourceCode may have patents, patent applications, trademarks, copyrights, and/or other intellectual property rights covering all or part of the subject matter in this document and its associated resources. Except as expressly permitted by license agreement with SourceCode Technology Holdings, Inc. the furnishing of this document and associated resources, does not grant any license whatsoever to these patents, trademarks, copyrights, and/or other intellectual property. This document and its associated resources are the sole property of SourceCode Technology Holdings, Inc. and SourceCode reserves all rights related to the information contained herein. Without limiting rights under copyright, no part of this document or its associated resources, may be reproduced, stored or introduced into a retrieval system, or transmitted in any form or by any means, without the prior written consent of SourceCode Technology Holdings, Inc. Copyright SourceCode Technology Holdings, Inc. All rights reserved. SourceCode software products are protected by one or more U.S. Patents. Other patents pending. SourceCode, K2, K2 blackpearl, K2 blackpoint, K2 connect, the four squares logo and K2 logotype are registered trademarks or trademarks of SourceCode Technology Holdings, Inc. in the United States and/or other countries The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Distribution Information Organization K2 Date Tuesday, June 26, learning@k2.com Questions, Comments or Feedback about this training module? Please learning@k2.com with your comments or feedback. We appreciate any feedback that helps us to improve the quality of our learning material. SourceCode Technology Holdings, Inc. All Rights Reserved Page 2

3 Module Overview Conventions The following table documents the conventions used throughout this module: Convention Description Bold Text With Border Fixed-pitch font [Italic text in Square Brackets] Represents commands, controls, items, menus, options, parameters, and file and folder paths. For example, in an instruction to click on the OK button; look for a control on the page with OK as its name. When you see text represented like this, you should see a control, window or field on the user interface with the same name. Represents text (or code) that must be entered exactly as shown. When you see text represented in this style, you should be typing this text into a textbox, control, code window or other UI component. Represents variables or values to be selected from the K2 Context browser <ALL CAPITALS> Represents a key to be pressed on the keyboard. For example, <CTRL> represents the Control key on the keyboard. Represents a best practice. Best practices are the recommended approach or guidance for specific scenarios. When you see the Best Practice icon, consider how this practice impacts your requirements or how you can implement this practice in your environment. Represents important information. Important information is highlighted in order to draw attention to a key piece of information, and typically serves as a warning or point you should bear in mind when using the K2 platform in your K2 solutions. Represents a note. Notes explain a topic or provide additional information, and can provide a summary or explanatory point about a topic. Explains a concept, or a provides an explanation for a step in an exercise Represents a hint, tip or available tools and resources that can help you during the design and development cycles of a K2 solution. Represents trivia. The text included next to this icon is for interest only think of it as a quick break from learning about K2. Indicates an estimate time to complete an exercise, step or discussion. SourceCode Technology Holdings, Inc. All Rights Reserved Page 3

4 Module Overview Module Overview This module is a practical, hands-on exercise module which guides process designers through designing a K2 process using the K2 Designer for SharePoint. The process is based on a SharePoint list item, and will utilize the Generated Forms approach for user interfaces. Participants will apply the process development principles discussed in the K2 Learning module 100.LAX - K2 Designer for SharePoint Fundamentals to implement a Leave Request Approval process scenario. Target Audience This module is intended for users who will design K2 processes using the K2 Designer for SharePoint. Outcomes At the end of this module, you will be able to design a SharePoint list-item based workflow using the K2 Designer for SharePoint. You will understand how to interact with SharePoint list items as part of a K2 process. Complexity This Course Level Definition 100 Introduction to the topic or overview and assumes little or no expertise with the topic being covered. Typically level 100 modules cover concepts, functions, features and benefits. 200 Covers intermediate learning materials and assumes 100-level knowledge and provides specific details about the topic and a fairly complete understanding of the features. 200-level training may discuss case studies that cover a breadth of common scenarios or explain how to use more advanced features. 300 Covers advanced learning materials and assumes 200-level knowledge, and an in-depth understanding of product features in a real-world environment. 300-level training provides a detailed technical subset of product technologies that illustrate specific aspects of the product that are key to improving performance or interoperability and include architecture, performance, migration, development and deployment. 400 Expert learning materials and assumes a deep level of technical knowledge and experience, as well as a detailed, thorough understanding of the topic. 400-level courses are essentially expert-to-expert sessions and the 400-level training content provides the means for customers to push products to maximum performance, achieve the broadest possible interoperability and create applications using the most advanced features. Prerequisites and Required Knowledge To successfully complete this module, you should have covered the K2 Learning modules listed below (or have sufficient experience with the K2 platform to be familiar with the topics covered in the listed modules). Reference Module Name Important topics (if applicable) 100.LAX K2 Designer for SharePoint Fundamentals Designing, assembling, deploying and testing listitem based processes using the K2 Designer for SharePoint This learning module also refers to (or uses) other technologies. Because the purpose of this module is not to instruct you on these other technologies, you should be familiar with the technologies, systems or approaches listed below (to the required level of proficiency) in order to successfully complete this learning module. Skill or Technology Proficiency SourceCode Technology Holdings, Inc. All Rights Reserved Page 4

5 Skill or Technology Microsoft SharePoint (2007 or 2010) Proficiency Module Overview Intermediate Understand SharePoint terms like sites, lists and libraries Able to create new lists and libraries in SharePoint Know how to interact with list items and documents in SharePoint Understand basic SharePoint Security concepts Compatibility This learning module is compatible with the following K2 products and versions These are the minimum compatibility requirements for this learning module. Earlier and later updates to the listed products may include, exclude or change the available components, screen layouts or product configuration. Product Version Notes K2 blackpearl 4.5 with Update 1370 K2 blackpoint 4.5 with update 1370 SourceCode Technology Holdings, Inc. All Rights Reserved Page 5

6 Module Overview Virtual Environment Prerequisites This learning module has prerequisites which need to be configured to support the lab exercises. Follow the instructions below to set up the necessary prerequisites for this learning module. This script should be executed in the Virtual Server environment which accompanies this learning module. The script is only compatible with the following virtual server images provided by K2: K2 blackpearl Solutions Version 3 (upgraded to K2 4.5 update 1420) K2 blackpearl 4.1.x K2 blackpearl 5.1.x K2 blackpoint Solutions Version 3 (upgraded to K2 4.5 update 1420) K2 blackpoint 4.1.x K2 blackpoint 5.1.x 1: Install the prerequisites for this training module in the Virtual Server environment A script is provided that will create all the necessary prerequisites for this module. Tasks: 1. Copy the file K2 Learning -100.HNL.exe provided with this learning module to any location in the Virtual Server environment. You may download this installer from the K2 Learning Module Installers (Download) shortcut on the Virtual Environment desktop, or directly from the following URL: ftp://k2learninginstallers:$k2learning!@ftp.k2.com/k2 Learning- 100.HNL.exe Ask your instructor for help, if needed. 2. Double-click the file K2 Learning -100.HNL.exe to start the extract process. You should extract the files to C:\K2 Learning (this value should be set correctly by default) 3. After the extract process has completed, double-click the file C:\K2 Learning\100.HNL\Setup\SetupPreRequisites.bat to install and deploy the prerequisites for this training module. The installation process may take up to 5 minutes to complete 4. Once you see the success message (Completed setting up prerequisites for learning module ) close the command window. SourceCode Technology Holdings, Inc. All Rights Reserved Page 6

7 Scenario and Requirements Scenario and Requirements Scenario and Requirements The business has requested an automated leave approval process All leave requests will be approved by the employee s manager A SharePoint-based calendar should display all employee leave requests, both pending and approved Denied leave requests should not appear in the calendar Human Resources will manually capture the employee s leave details into the HR system no automatic integration is required The employee should be notified of the approval decisions via If the approval step has not completed within 2 days before the leave is due to start, remind the origonator to follow up In this module, you will implement a leave. As a starting point, we have gathered some requirements from the business before starting the process design and discovery phase. The business has requested an automated leave approval process All leave requests will be approved by the employee s manager A SharePoint-based calendar should display all employee leave requests, both pending and approved Denied leave requests should not appear in the calendar Human Resources will manually capture the employee s leave details into the HR system no automatic integration is required The employee should be notified of the approval decisions via If the approval step has not completed within 2 days before the leave is due to start, remind the originator to follow up The requirements listed are typical of a simple process. Based on the business requirements, we have selected the K2 Designer for SharePoint to build the process, and SharePoint lists will be used to store the data for the request. Typically, the selected implementation mechanism (in other words, which K2 design tool to use, where to store the data, how to integrate with external systems and so on) is made after the process design and discovery is completed. Process design may raise requirements that cannot be implemented in a particular technology, so the selection of the technology should only be made once design and discovery is completed. When phasing in functionality over several versions of a process, it is a good idea to select the appropriate design tool from the start, since this will make things a little easier when new functionality needs to be added to new versions of the process. K2 processes are portable between designers though, so a process designed in K2 Designer for SharePoint can be extended in K2 Studio or the K2 Designer for Visual Studio design tools. SourceCode Technology Holdings, Inc. All Rights Reserved Page 7

8 Scenario and Requirements During the process discovery and design phase, a visual representation of the process was created and is shown below: This process map will be used as the base for building the process in the K2 Designer for SharePoint. SourceCode Technology Holdings, Inc. All Rights Reserved Page 8

9 LAB 1: Review the Process Design document LAB 1: Review the Process Design document LAB 1: Review the Process Design document In this lab exercise, you will review the design specification document for the Leave Request approval process described in the scenario. This lab comprises 1 part and should take around 10 minutes to complete Objective In this lab, you will review a process design document to understand how requirements and specifications for a K2 process can be gathered and documented. If you are performing this lab as part of a group, feel free to discuss the process requirements and design document. Duration This lab has one part and should take around 10 minutes to complete. Context The organization wants to implement an automated Leave Request approval process. The initial version is fairly straightforward: there needs to be a calendar of leave requests so that other employees can see who will be on leave and when. Managers will approve and deny leave requests, and HR will manually capture leave request information into the HR system In future version of the process, the organization may use more complex user interfaces and integrate automatically with the HR system to remove the manual HR user step from the process, but for now, the simplified implementation is sufficient for the first version of the process. SourceCode Technology Holdings, Inc. All Rights Reserved Page 9

10 LAB 1: Review the Process Design document Lab Part 1: Review the Process Design document 1: Install the prerequisites Tasks: 1. If you have not already done so, follow the instructions under the heading Virtual Environment Prerequisites at the start of this document to install the required SharePoint items for this learning module. 2: Review the process design document 1. Review the process design document located at C:\K2 Learning\100.HNL\LAB 1\ 100.HNL LAB 1 - Process Design Document.docx 2. Feel free to discuss the process design and the process requirements within your group. Part 1 Complete! The next lab exercise will cover the assembly, deployment and testing of the process. SourceCode Technology Holdings, Inc. All Rights Reserved Page 10

11 LAB 2: Assemble, deploy and test the LAB 2: Create the Leave Request approval process In this lab exercise, you will design, assemble, deploy and test the Leave Request Approval process This lab comprises 4 parts and should take around 30 minutes to complete Objective In this lab, you will implement the described in the process design document. This lab will cover the following concepts: Starting a process when a new SharePoint list item is created Updating and creating SharePoint list items during a process Configuring user steps Sending s during a process Parallel paths in a process Simple escalations Using an inline function to calculate an escalation date Duration This lab has three parts and should take around 30 minutes to complete. 1. Prepare the prerequisites for creating the process. 2. Use the K2 Designer for SharePoint to assemble the process 3. Deploy and test the K2 process Context Since the process discovery and design phase is complete, we can now being to implement the Leave Request approval process, using the process design document reviewed in the previous lab as a guideline. Lab Part 1: Set up and review the prerequisites 1: Tasks: SourceCode Technology Holdings, Inc. All Rights Reserved Page 11

12 Install the prerequisites 2: Review the prerequisites 1. If you have not already done so, Follow the instructions under the heading Virtual Environment Prerequisites at the start of this document to install the required SharePoint items for this learning module. Tasks: 1. Using Internet Explorer, browse to the site: 2. Review the layout of this site. There is a leave calendar list that will display leave requests, and a K2 Worklist Web Part to display K2 tasks. A K2 Process Portal subsite also exists for this site. Part 2: Assemble the Leave Request Process 1: Create the new process from the originating SharePoint list 1. Create a new K2 process in the 100.HNL Leave Request Calendar list and configure the process properties 2. Configure the process security We will create the K2 process from the Leave Calendar list. When a user enters a new leave request, the process will automatically start. -By- Walkthrough: a) Open the List Settings for the SharePoint list 100.HNL Leave Request Calendar b) In the list settings, locate the K2 Process icon in the ribbon, and click it to start designing a new K2 process c) Once the K2 dialog box has loaded, click on the Create a new Process option to create the new process. d) On the process settings screen, provide the process general properties using the table below Name 100HNL LAB2 Leave Request Approval Description Category Start Option Folio Leave Request Approval K2Learning Start Process when an item is created [Title] e) Click on Next button to continue to the next screen. Since we don t need to add additional fields and cannot set the process start screen options, keep clicking Next until you get to the Process Rights screen. f) On the Process Rights screen, configure process rights as specified by the design document: Administrator Denallix\Human Resources Domain Users: SP Web Service Admin and View Start and View Start and View Participate Start and View Participate 2: Add a step to update the original 1. Create a new step which updates the Title and status of the original calendar list item SourceCode Technology Holdings, Inc. All Rights Reserved Page 12

13 calendar item title and status After the process has started, we want to update the calendar item with the originator s name and set the item s status to Pending. Name Outcomes Update List Item Continue SharePoint List Item Changes Title [Originator Full Name] [Leave Type] (Pending Approval) Status Pending -By- Walkthrough: a) In the ribbon at the top of the screen, click on the category drop-down menu and select the Lists item, since we want to interact with a SharePoint list item in this step. b) In the list of available steps, locate the Edit List Item step, and drag it into the new step that was just created after the Start step. A wizard screen will pop up it may take a few seconds to populate fully. c) In the list of available columns, scroll down to find the Title column, select the Update checkbox and drag items from the Context Browser into the Title textbox [Originator Full Name] (from process context) [Leave Type] (from SharePoint columns context) (Pending Approval (hardcoded value)) d) Select the Status column checkbox and then select Pending from the drop-down menu. The wizard screen should look something like this e) Click the OK button to finish the wizard 3: Add a step to set the process Folio We want to give a user-friendly reference to the process instance, which includes the originators name and leave type 1. Create a new step which updates the Folio of the process Name Set Folio Outcomes Folio Value Continue [Originator Full Name] [Leave Type] -By- Walkthrough: a) On the Process designer, hover over the Update List Item event that we created in the previous step, and click the icon to create a new outcome for the step b) In the Workflow Outcomes screen, click the Add button to add a new outcome c) Change the name of the outcome to Continue and then click the OK button d) In the ribbon at the top of the screen, click on the category drop-down menu and select the General item. e) In the list of available steps, locate the Set Folio step, and drag it into the new step that was SourceCode Technology Holdings, Inc. All Rights Reserved Page 13

14 just created after the Update List Item step. A wizard screen will pop up. f) Using the context browser, configure the value for the process folio as follows: [Originator Full Name] (from Process context) [Leave Type] (from SharePoint Context) g) Click the OK button to complete the wizard. 4: Add the approval step and its outcomes to the process according to the process design document The process will divide into parallel paths if the request is approved, so we will manually add an additional outcome to the process 1. Add the manager approval User Task and configure the step as described in the process design document. -By- Walkthrough: a) Add a new outcome to the Set Folio step that you just created. b) From the ribbon toolbar, drag a User Task into the new step that was created. In the first screen of the wizard, configure the user task as follows Name Approve Request Instruction Actions Please approve or deny the leave request Approve Deny c) Click Next to continue to the Outcomes screen. d) There are two auto-generated outcomes on the Outcomes screen. Click Add to add a third outcome. Rename the new outcome to Approved-2 e) Select the checkbox next to the new outcome you just created, and then click the Edit button to edit the outcome. We have to provide a rule of the outcome, because we only want to follow this outcome if the approver approved the request. f) On the Outcome Rules screen, click the Add Action statement button to start defining the rule. The rule will default to One participant(s) selected the Approved action. This is what we want, so click the OK button to apply the new rule. g) You should now see three outcomes on the Approval step. Rename the two approval outcomes to Approval-1 and Approval-2 for clarity. Click Next to continue to the User Form screen. h) Using the context browser, drag fields from the SharePoint context onto the user form, and configure them as shown: Field Required Read-Only [Title] [Leave Type] X X SourceCode Technology Holdings, Inc. All Rights Reserved Page 14

15 [Start Date] [End Date] X X i) Click Next to continue to the Participants screen, and then drag Manager from the context browser into the default task group. Select the checkbox next to Notify recipients since we will send a customized notification to the manager. j) On the Event Notification Settings screen, configure the to include fields form the context browser. You should be familiar enough with the context browser to locate the various fields in the different categories. Subject: New leave request - Approval required Message: Dear [Participant Name] A new leave request has been submitted by [Originator Full Name] for [Leave Type] from [Start Date] until [End Date] To check the current leave calendar, click here: [link to 100.HNL SharePoint Site] (Hint: you can drag items from the SharePoint sites category onto the body) Please approve or deny the leave request using the link below: [Link to task item] k) Click Finish to complete the wizard. You should see that three outcomes flow out of the Approve request step. 5: Create the Send Denied notification step 1. Add the Denied notification to the process (attached to the Deny outcome from the Approval step) and configure the step with the following properties Name Send Denied notification Outcomes Content Continue From: To: Subject: Message: k2service@denallix.com [Originator] Leave Request Denied Dear [User] Your request for [Type of Leave] from [Start Date] to [End Date] has been denied by your manager. -By- Walkthrough: a) Drag a Send task into the blank step that is connected to the Denied outcome of the Approval step. b) Use the following table to configure the wizard. Note the use of items from the context browser. From: k2service@denallix.com To: Subject: [Originator] Leave Request Denied SourceCode Technology Holdings, Inc. All Rights Reserved Page 15

16 Message: Dear [User] Your request for [Type of Leave] from [Start Date] to [End Date] has been denied by your manager. c) Click Finish to complete the wizard. d) Double-click the newly added step and rename the step to Send Denied Notification 6: Delete the original list item 1. Add a new step after the Send Denied notification step which deletes the original leave request calendar entry. -By- Walkthrough: a) Add a new outcome to the Send Denied notification step. b) In the ribbon toolbar, switch to the Lists category, and then drag the Delete list item task into the new blank step you just added. This wizard will automatically delete the current list item, so no configuration is required. 7: Create a step which set the status of the original list item to Approved 1. Create a new step in one of the parallel Approve outcomes, which updates the Title and status of the original calendar list item Name Outcomes Update List Item status Continue SharePoint List Item Changes Title [Originator Full Name] [Leave Type] Status Approved -By- Walkthrough: a) Drag the Edit List item step into a blank step connected to either of the Approval outcomes of the Approve request task. b) Configure the list item as shown below. Title [Originator Full Name] [Leave Type] Status Approved c) Click OK to complete the wizard. d) Double-click the new step, and change the name of the step to Update List Item status 8: Create the Send Approved notification step 1. Add the Approved notification to the process and configure the step with the following properties Name Outcomes Send Approved notification Continue Content From: k2service@denallix.com SourceCode Technology Holdings, Inc. All Rights Reserved Page 16

17 To: Subject: Message: [Originator] Leave Request Approved Dear [User] Your request for [Type of Leave] from [Start Date] to [End Date] has been approved by your manager. -By- Walkthrough: a) Add a new outcome to the Update List Item status step you just created. b) Drag a Send task into the new blank step that was created. c) Use the following table to configure the wizard. Note the use of items from the context browser. From: k2service@denallix.com To: Subject: Message: [Originator] Leave Request Approved Dear [User] Your request for [Type of Leave] from [Start Date] to [End Date] has been approved by your manager. d) Click Finish to complete the wizard. e) Rename the step to Send Approved Notification 9: Add the Capture Leave Details step and its outcomes to the process according to the process design document The process will complete after this step, so you can delete the outcome from this step. 1. Add the Capture Leave Details User Task and configure the step with the following properties Name Capture Leave Details Instruction Actions Outcomes Participants User Form Fields Please update the HR system with the approved leave request information below Task Completed (End Process) HR Department Field Required Read-Only [Title] [Leave Type] [Start Date] [End Date] X X X X Notification Yes (customized notification message) Customized Notification text Subject: Approved Leave Request please capture leave request details SourceCode Technology Holdings, Inc. All Rights Reserved Page 17

18 Message: A new leave request has been approved for [Originator Full Name] for [Leave Type] from [Start Date] until [End Date] Please open the leave request information screen using the link below, capture the leave request details in the HR system, and complete the task [Link to task item] -By- Walkthrough: a) Drag a User Task step into the other parallel Approval path of the process. b) Configure the first screen of the wizard as follows Name Capture Leave Details Instruction Actions Please update the HR system with the approved leave request information below Task Completed c) Click Next to continue to the Outcomes screen. d) Delete the default outcome that was created, since the process will end after HR has completed their task. e) Using the context browser, drag fields from the SharePoint context onto the user form, and configure them as shown: Field Required Read-Only [Title] [Leave Type] [Start Date] [End Date] f) Click Next to continue to the Participants screen, and then search for the Human Resources group in the context browser (remember to use the icon to change the search scope to Group). Drag the group into the default task group, and select the checkbox next to Notify recipients since we will send a customized notification to the manager. g) On the Event Notification Settings screen, configure the to include fields from the context browser. You should be familiar enough with the context browser to locate the various fields in the different categories. Subject: Approved Leave Request please capture leave request details Message: A new leave request has been approved for [Originator Full Name] for [Leave Type] from [Start Date] until [End Date] Please open the leave request information screen using the link below, capture the leave request details in the HR system, and complete the task [Link to task item] X X X X SourceCode Technology Holdings, Inc. All Rights Reserved Page 18

19 h) Click Finish to complete the wizard 10: Add an escalation to the Approval step We will use an inline function to calculate a value for the escalation date. 1. Add an escalation to the Approval step as described in the process design document Name Remind originator Escalation Type Escalate On [2 days before the leave start date] Escalation Settings From: k2service@denallix.com To: Subject: [Originator] Leave Request - no approval action taken yet Message: Dear [User] Your request for [Leave Type] from [Start Date] to [End Date] has not been approved yet. Please follow up on the approval status with your manager -By- Walkthrough: a) Right-click on the Approve Request step in the process, and select Escalations b) Click on the Add button to add a new escalation c) Set the escalation name to Remind Originator and the Escalation type to d) Expand the Context Browser s Inline Functions Category, then expand Date and Time and then drag the Add Days function into the Escalate On textbox. e) The inline function wizard will launch. Configure the wizard to subtract 2 days from the leave start date, as shown below SourceCode Technology Holdings, Inc. All Rights Reserved Page 19

20 f) Click the OK button to complete the inline function configuration screen g) Click the Next button to continue to the notification configuration screen. h) Configure the as specified in the table below From: To: Subject: Message: [Originator] Leave Request - no approval action taken yet Dear [User] Your request for [Leave Type] from [Start Date] to [End Date] has not been approved yet. Please follow up on the approval status with your manager i) Click Finish to complete the wizard screen. j) Click on OK to close the escalations screen. Part 2 complete! You have completed the required steps to assemble the process - you process should look similar to the screenshot below Leave the K2 designer open, since you will use it in the next part to deploy the process. SourceCode Technology Holdings, Inc. All Rights Reserved Page 20

21 Lab Part 3: Deploy and Test the process 1: Deploy the process designed in the previous Lab exercise 1. Deploy the K2 process assembled in Part 2 of this lab. -By- Walkthrough: a) In the process designer, click on File and then select Deploy to deploy the process. b) Wait for the process build to complete, and click next to deploy the process. 2: Add the process to a K2 process portal site 1. Add the process to the existing K2 process portal site located at -By- Walkthrough: a) Click the web browser s Back button to exit the designer, Click OK to acknowledge the warning message. Testing the process b) Browse to the K2 process portal site called 100.HNL.K2ProcessPortalSite c) In the bottom left-hand corner of the screen, click on the Settings link to open the settings screen. d) Click the Show All link to show all processes, and then click the checkbox next to the new process you just created K2Learning\100HNL-LAB2 Leave Request Approval e) Click the OK button to save your change The process is ready to be tested. The following steps will not describe every task step-by-step, since may steps use technologies and interfaces you will already be familiar with. -by-step guides will only be provided where new functionality or complex tasks are described. 3: Register a new leave request 1. Using Administrator s Internet Explorer, browse to the site 2. Use the Submit Leave Request link on the SharePoint site to register a new leave request. Use a start and end date within the current month for the leave request, and select any category you wish. 4: Approve the leave request 1. Open William s browser, and open the SharePoint site at 2. Notice that the leave request has been added to the leave calendar, but with a Pending status. 3. Using the K2 task list on the site, open the Leave Request approval task and approve the leave request 5: Confirm that the Leave request is approved 1. Open Administrator s Outlook and confirm that a Leave Request Approved was received 2. If you selected a leave start date within 2 days from today, you should also see an alert SourceCode Technology Holdings, Inc. All Rights Reserved Page 21

22 4: Complete the Capture leave details step for the approval escalation. 3. Open the SharePoint site at and verify that the calendar list item title has changed the submitter name and the leave type. 1. Open Codi s Outlook, and verify that a task notification was received. Note that the content has been customized as designed in the process. 2. Open Codi s browser to launch an IE session as Codi. 3. Using the task link in Codi s Outlook, open the Leave Request approval task and complete the HR user s task. Lab Complete! Congratulations, you have successfully completed this lab exercise. Lab Challenge s If time allows, try to complete the Lab Challenge steps. 1: Report on the process 2: Format the dates in the s 1. Use the K2 Process Portal site located at to run a process instances report. Drill-down on the report to see the process history, and open the View Flow report to review the Process Flow. 1. You may have noticed that the dates are not formatted well in the notifications. Using an inline function, you can covert the date to a different format before sending out the . In the Inline Functions category of the context browser, use the FormatDateTime inline function (under the Date and Time category) to format the date into an easier-to read format. SourceCode Technology Holdings, Inc. All Rights Reserved Page 22

23 For some examples of supported Format values, refer to the following link: SourceCode Technology Holdings, Inc. All Rights Reserved Page 23

24 REVIEW and Q&A REVIEW and Q&A Review and Q&A Questions and Answers about this practical exercise This has been a very hands-on module which allowed to you to become more familiar with the K2 Designer for SharePoint and build a process with limited step-by-step guidance. If you have questions about this module or the exercise, feel free to discuss these with your instructor. Random Fact: Honolulu is the biggest city in the world. That s because Hawaii s state constitution states that any island not named as part of a county forms part of Honolulu. This makes the entire island of Oahu, where Honolulu is located, plus all the other small, uninhabited islands, known as the Northwestern Hawaiian Islands, part of Honolulu. Honolulu is about 1,500 miles (2,414 km) long, which is roughly the distance from Los Angeles, California, to Denver, Colorado. 2e3cf7ff-fffc-43b7-b5de b7794 SourceCode Technology Holdings, Inc. All Rights Reserved Page 24