Product Version : Build 1000 Installation and Usage Guide English
Table of Contents Table of Contents 2 Installing the Quickflows Sharepoint Connector 3 Prerequisites 3 Installing Quickflows and Sharepoint together in the same system 3 Upgrading Quickflows to the latest Build 7 Installing the Quickflows Sharepoint Connector 8 Using the Quickflows Sharepoint Connector Bubble 10 Setting up the Sharepoint Document Library 10 Designing the Invoice approval workflow 14 Running the workflow 23 Concluding Notes 26 2
Installing the Quickflows Sharepoint Connector Prerequisites Windows Server 2003 or above (Note : Microsoft Sharepoint requires a Windows Server OS to run) Microsoft Sharepoint 2007 Sharpdesk or Sharp MFP Quickflows (Build 3346) or above Installing Quickflows and Sharepoint together in the same system After you install Microsoft Sharepoint, you will notice that new websites are created under IIS that uses HTTP port 80 by default. You can see this when you open the IIS manager from Start > Control Panel > Administrative Tools > Internet Information Services (IIS) Manager. This will render the Default Web Site website (which also uses port 80 by default) unusable due to the port conflict. Since Quickflows is hosted by default on the Default Web Site website, Quickflows may fail to work. In order for both Quickflows and Sharepoint to work in the same system, the simplest solution is to host Quickflows on a different port (such as port 81) instead. To do this, please follow the steps below. 3
The following steps are based on Windows Server 2008. The steps are roughly similar for Windows Server 2003. 1. First open the Internet Information Services (IIS) Manager from Start > Control Panel > Administrative Tools 2. Highlight the Default Web Site node and click the Bindings link in the right pane. 3. The Site Bindings popup window will appear. Select the row with the http type, and click the Edit button on the right. Change the port number to an unused port number (for example, port 81). You should see the following screen after you're done. Click the Close button 4
4. Now click the Start button in the right pane to start the Default Web Site on the new port. 5. Test your Quickflows portal now to ensure it is working. Open a browser and navigate to http://localhost:81/zukami You should be able to see the Quickflows login page. 6. Ensure that your Sharepoint portal is still working as well by navigating to http://localhost After logging in, you should be able to see the Sharepoint portal. 7. On your desktop, look for the Quickflows Portal shortcut icon. Right click on it, and choose the Properties menu. In the ensuing popup 5
window, click the Web Document tab. Change the URL to include the port number you've chosen earlier for the Default Web Site site (as shown below). 8. On the client PCs, when you install the Quickflows Client software, ensure that you also change the ZED Service and Quickflows Portal settings to include this new port number. You can also do this any time after the Quickflows client installation by going into the Quickflow Settings window via Sharpdesk > QuickXS > Settings. Make sure to test if your URL is correct by clicking the Test connection... button. 6
9. Try a new Quickflows submission from Sharpdesk. Ensure that a submission can be submitted successfully. Upgrading Quickflows to the latest Build If you are running a version of Quickflows that is earlier than 3346, you must first upgrade Quickflows to the latest Build in order for the Quickflows Sharepoint Connector to work. You can check your Quickflows version by going to Sharpdesk > Send Files 7
window > Quick Bar > Help > About Zukami Quickflows Client as shown below. You can upgrade via two ways: Using the Quickflows Auto Update feature on the server desktop. This will upgrade you to the latest version of Quickflows. Manually download Build 3346 from the following location, unzip the file and run the Patcher.exe application. http://www.zukamicorp.com/downloads/patch_3346.zip Installing the Quickflows Sharepoint Connector 1. In your Quickflows Sharepoint Connector CD run the setup.exe application. (Note: If you have downloaded the Sharepoint installation ZIP file, please unzip the file first, then run the setup.exe application) 2. The installation will automatically begin. Wait for the installation to finish. 8
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Using the Quickflows Sharepoint Connector Bubble In the example below, you will see how you can create a workflow where you can send a document for approval, and then have it saved (together with its metadata) into the Invoices document library in Sharepoint. Setting up the Sharepoint Document Library 1. First, navigate to the Sharepoint portal at http://localhost and login using your Windows signon account when prompted. 2. You should be able to see the main page of the portal. Click the View All Site Content link in the left pane. 3. Click the Create button shown below. 10
4. Choose to create a new document library. 5. Name this document library Invoices and click the Create button when you are done. 11
6. Now you need to add a few columns to your document library to store the Invoice amount and Customer name for each document. In the Invoices document library window, navigate to the Settings > Create Column menu item. 7. Name the column Invoice Amount, and set the field type to a Currency field. Click the OK button to create the field. 12
8. Repeat step 7 above for the Customer Name field, but set the field type for the customer name field to a Single line of text. 9. After doing this, you should be able to see these 2 columns in your Invoices document library. 13
Designing the Invoice approval workflow 1. You are now ready to create a new workflow in Quickflows. Navigate to the Quickflows portal at http://localhost:81/zukami 2. Login as administrator, and navigate to the Settings tab. In this tab, click on the Document Workflow link under the Create submenu. 3. Name the workflow Invoice Approval Workflow, and set the Target to both Sharpdesk and Sharp MFP. Click the Next:Define a metadata list button to continue. 4. In the metadata list window, create a new field called Invoice Amt, with its type set to Currency. 14
5. Repeat step 4 above for the Customer Name field, with the type set to Single Line Text. After creating these two fields, you should see the following screenshot. 6. Click the Next step: Design the workflow button to continue. 7. The first step of the workflow requires you to submit the document to someone (eg: Finance Manager) for approval. In the workflow designer, you must first create an approval bubble. Click the User action bubble on the left. In the user action bubble configuration page, choose to send 15
to the Finance Manager. Click the Add to workflow button when you are done. 8. You must now create the bubble to save the documents to Sharepoint. In the designer window, click the Save to Sharepoint bubble. 9. In the Sharepoint bubble configuration window, make sure your Sharepoint portal URL is correct, and key in the Windows signon account you wish to use to logon to Sharepoint. 16
The domain/computer name portion is automatically filled in for you. Please fill in the username portion. 10. When you are done, click the Connect now button. This button will instantly connect to Sharepoint to retrieve the list of document libraries. If your settings have been configured correctly, you should see the Target document library field change into a drop down list. Pick the Invoices document library (the one you created earlier in Sharepoint) from this list. 17
11. The Target Folder field allows you to specify the folder you wish to save the document to. For example, if you specify My Folder\ABC\123 in this field, your document will be saved into this folder in your document library. Please take note that the target folders are automatically created in Sharepoint by Quickflows if they do not exist during workflow execution. You do not have to manually create them in Sharepoint. If you wish, you can also make the Target Folder dynamic using Quickflow tags. For example, if you wish to use the current month as part of the target folder path, you could specify the Target Folder as: My Folder\Month of {$CurrentMonthName} 18
When the document is saved to the document library, it will be saved in My Folder\Month of March, My Folder\Month of April, My Folder\Month of February... The full list of Quickflow tags that you can use are shown in the table below: Tag Name {$SubmissionNumber} Description The current submission number {$CurrentDay} The current day of the month (1,2,3...31) {$CurrentMonth} The current month (1,2,3...12) {$CurrentMonthName} {$CurrentMonthNameShort} The current month name in full (January, Febuary, March... December) The current month name in short (Jan, Feb, Mar... Dec) {$CurrentYear} The current year (2010,2011...) {$StartedBy} The GUID of the submitter 19
{$StartedByFullName} {$SubmissionRemarks} {$StageName} {$md:metadatafieldname} The submitter's full name The remarks keyed in during submission The name of the current stage of the workflow The {$md:xxx} tag allows you to use metadata keyed in during submission. For example, you could use {$md:invoice Amount} or {$md:customer Name} to use the metadata keyed in during submission. 12. Next, you need to define the mapping between the Quickflows metadata and the Sharepoint columns. The Target Sharepoint List Column shows a list of all the columns in the selected document library. Choose the Invoice Amount field from this list. In the Data/Source field, click the Pick link on the right. In here, you can select the desired Quickflows metadata field you wish to map to. 20
After that, click the Add field mapping button to create this field mapping. 13. Repeat step 12 above for the Customer name field. Make sure to choose Customer Name from the Quickflows metadata list. After you are done, you should see two field mappings 21
Take note that you can also hard-type data values in the Data/Source field instead of using the Pick link. For example, if you specify ABC in the Data/Source field for the Customer name column, the text ABC will always be saved in this column in Sharepoint. 14. Click the Add to workflow button to add this bubble. You should now see the following screen. Click the Save and publish workflow button and then the Finish button. 22
Running the workflow 1. You are ready to test your workflow! 2. Start up Sharpdesk, and drag a document to the workflow. Choose to send it to the Invoice Approval Workflow. 3. Key in some data for the Invoice Amount and Customer Name metadata fields. 23
4. Complete the submission. In the Sharpdesk window, if you navigate to the Internet > My Submissions menu and click the latest submission, you can see in the History section that your submission has been sent to the Finance Manager. Launch your browser and navigate to the Quickflows portal. Login as the Finance Manager and approve the submission. 5. If you go back to the Sharpdesk window, and navigate again to the Internet > My Submissions menu, you will find that this time, the submission is gone. This is because after approval, the document is saved to Sharepoint and shortly after, the submission completes. You can see the list of completed submissions by setting the filter to All. 6. If you click on the completed submission, you can see in the History section that the documents have been saved to Sharepoint. 7. To confirm this, launch a new browser window, and navigate to the Sharepoint portal. Click on the Invoices document library. You can see the My Folder folder here. Click in this folder, and you will find another folder representing the current month. 24
8. If you click in this subfolder on more time, you should be able to see your submitted document with its associated metadata (as shown below). You can launch the document by clicking on it. 25
Concluding Notes Through this guide, you saw how simple it was to create a workflow to send a document to Sharepoint. You can also use the Sharepoint bubble at any point in the workflow, not only at the end of the workflow. The ability to dynamically configure the target document library and folders lets you use Sharepoint as a dynamic document repository for Quickflows. For more information on various usage scenarios, please see the Quickflows Sharepoint Bubble whitepaper. 26