Embed Size (px)
Citation preview
#SPSSAN #SPSSAN
June 30, 2012
San Diego Convention Center
June 30, 2012
San Diego Convention Center
SHAREPOINT DESIGNER
2010 & WORKFLOW
Should I, Should I Not
#SPSSAN #SPSSAN
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 – http://keeneonsharepoint.com
Email – [email protected]
@sdkeene
#SPSSAN #SPSSAN
Agenda
Out of Box Opportunities
SharePoint Designer Workflow Components
Creating Custom Workflows in Designer
Demo
Real World Discussion
Designer Limitations and Workarounds
#SPSSAN #SPSSAN
Poll
What SharePoint role do you play at your enterprise?
How many of you use content types?
#SPSSAN #SPSSAN
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
#SPSSAN #SPSSAN
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.
#SPSSAN #SPSSAN
SharePoint Out of Box Workflows
• Routes for Approval Approval
• Like Approval But Collects Feedback Collect Feedback
• Collects Digital Signatures Collect Signatures
• Routes for Approval in Publishing Sites Publishing
• Tracks the Status of an Issue Three-State
• Tracks Content That has Expired Disposition Approval
#SPSSAN #SPSSAN
Customize Workflows
Declarative Workflows
• Approval
• Collect Feedback
• Collect Signatures
• Publishing Approval
Non-Declarative Workflows
• Three State
• Disposition
#SPSSAN #SPSSAN
SharePoint Designer Workflow Types
• Types that were available in SharePoint 2007
• Cannot be made available to other lists
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
Reusable List
• Used when you don’t need to associate with a list, library or content type
• Example may be site feedback
Site
#SPSSAN #SPSSAN
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
#SPSSAN #SPSSAN
Workflow Forms
• Initiation
• Custom Task
• Association
Form Types
• ASP.NET
• InfoPath Form
Technology
#SPSSAN #SPSSAN
Demo
#SPSSAN #SPSSAN
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
#SPSSAN #SPSSAN
Real World Example
Procurement Process
#SPSSAN #SPSSAN
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.
#SPSSAN #SPSSAN
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
#SPSSAN #SPSSAN
The Strategy – Procurement Concept
The Procurement Concept Provides:
Process
• It maps directly to a defined business process
Container
• A place to put all of the documentation
Status
• A place to discover status
Tasks
• An administrative layer for tasks
#SPSSAN #SPSSAN
Approval Process Ideas
#SPSSAN #SPSSAN
Approval Process
Purchase
Legal Approval
COO Approval
CIO Approval
Department Manager Approval
Prepare Procurement
Create Procurement
#SPSSAN #SPSSAN
The Strategy – Procurement Concept
The Procurement Concept Provides:
Process
• It maps directly to a defined business process
Container
• A place to put all of the documentation
Status
• A place to discover status
Tasks
• An administrative layer for tasks
#SPSSAN #SPSSAN
Document Management Strategy
Procurement Document1
Company NameOfferingDocument DateDocument DescriptionDocument OwnersDocument ReviewersReviewed DateTotal AmountCost CenterExpense CategorySub-Expense Type
Item1
PK ID
Title
Folder1
PK ID
TitleName
Document1
PK ID
NameTitle
System1
PK ID
Procurement Document Set1
Company KeyOfferingProcurement TypeTotal AmountDescriptionProcurement OwnerProcurement StatusProcurement Aggrement StatusProcurement Purchasing StatusProcurement Request StatusTotal AmountRequest Workflow RequiredAgreeement Workflow RequiredPurchase Workflow RequiredApproval TypeCost CenterExpense CategorySub-Expense Type
Procurement Agreement1
Contract End DateContract LengthContract Opt Out End DateContract Opt Out LengthContract Opt Out Start DateContract ScopeContract Start DateContract TermInitial AmountOngoing AmountOngoing Amount (Annualized)Ongoing PeriodOngoing Type
Procurement Rationale1Procurement Quote1
Procurement Accounts Payable1
Procurement Invoice1
Paid DateInvoice NumberInvoice AmountInvoice DateInvoice Period
Procurement Purchase Order1
PO Number
Document Set1
PK ID
TitleName
Procurement Contract Addendum1Procurement Contract1 Procurement Statement of Work1
Enterprise Document1
PK ID
NameTitle
Enterprise Document Set1
PK ID
TitleName
Procurement Request1
Systems Rationale1DMT Rationale1
DMT New Rationale1 DMT Existing Rationale1
DMT Procurement1 Technology Procurement1 Office Procurement1
Procurement Item1
Miscellaneous Procurement Document1
#SPSSAN #SPSSAN
#SPSSAN #SPSSAN
Designer Limitations and Workarounds
Start a Workflow on a content type in a document set from a Workflow running on the document set.
Problem
Custom Action
Solution
#SPSSAN #SPSSAN
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>
#SPSSAN #SPSSAN
Designer Limitations
SharePoint Designer Cannot Loop
No State Machine Workflows
Complex Lookups
#SPSSAN #SPSSAN
Final Procurement Workflow
#SPSSAN #SPSSAN
Workarounds
Visual Studio
Custom Actions
Nonobvious Techniques
3rd Party Solutions
#SPSSAN #SPSSAN
Pros and Cons
Pros Advanced User Toolset
Import/Export Visio Process Diagrams
Declarative Workflows
Reusable Workflows
Cons
No Looping
No State Machine Workflows
Nonobvious Techniques
#SPSSAN #SPSSAN
Summary
SharePoint Designer is Free
Good for User Community
Can Provide Quick Solutions
Evaluate Limitations and Design Accordingly
#SPSSAN #SPSSAN
The After-Party: SharePint
Karl Strauss Brewing Company
1157 Columbia Street
San Diego, CA 92101
Phone: 619-234-2739
Immediately following event closing & prize drawings (@6:30 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
#SPSSAN #SPSSAN
June 30, 2012
San Diego Convention Center
June 30, 2012
San Diego Convention Center
THANK OUR SPONSORS
Please be sure to fill out your session evaluation!
