Embed Size (px)
Citation preview
SharePoint Designer WorkflowsNuts, Bolts and Examples
SharePoint SaturdaySt. Louis 2017
You can use the hashtag #SPSSTL & follow us @SPSStlouis
Gold Sponsors
Silver Sponsors
Thank You Sponsors for participating in SPS St. Louis 2017!
Drew Madelung
Email : [email protected] Twitter : @dmadelungWebsite : drewmadelung.com
Technical Architect – SharePoint & Office 365 Insert Your Picture here
What are we going to talk about?A look back through the years
How do I start?
Not your basic workflow info
Let’s see some examples!
Evolution of SharePoint Designer
SP Designer 2007• Will work with 2003 & 2007
SP Designer 2010• Only 2010
SP Designer 2013• 2013, 2016 and SP Online (Office 365)
SP Designer 2016?• Not being created
It’s a free download
!
Upgrading from 2010 Workflows
There is no in-place workflow upgrade 2010 workflows will run in SP 2013/2016 on-premises and Office 365
1. Migrate 2010 workflows and continue to use them in 2010 mode2. Rebuild workflows using new 2013 actions3. Rebuild workflows using ISV (Nintex, K2)4. Rebuild using Flow or Logic Apps
Options
Deprecated features – 2010 to 2013
Design View Content type association with reusable workflows Association columns Impersonation steps User Profile lookup as a data source Workflow visualization Multiple workflow actions
New features – 2010 to 2013
Ability to define stages and jump between them Stage level loops Dictionary variable App steps Ability to call SP 2010 workflows Task processes Multiple workflow actions
Workflow in SharePoint 2013+ Brings the workflow
engine off SharePoint
Allows execution of SharePoint 2010 workflows
Powered by Windows Workflow Foundation 4
Workflow actions Different workflow actions are available
depending on…• Version of workflow• Type of workflow• Location of action in a workflow
Workflow actions – 2010 to 2013New in 2013 Assign a Task Start a Task Process Go to This Stage Call HTTP Web Service Start a List Workflow Start a Site Workflow Build Dictionary Get Property from Dictionary Count Items in Dictionary Trim String Find Substring in String Translate Document Set Workflow Status Create a Project from Current Item (MS Project) Set the current Project stage status to this value
(MS Project) Wait for Project Event (MS Project) Set this field in the Project to this value (MS
Project)
Deprecated in 2013• Add List Item Permissions• Assign a Form to a Group• Assign a To-do Item• Capture a version of the Document Set• Collect Data from a User• Copy List Item• Declare Record• Inherit List Item Parent Permissions• Lookup Manager of a User• Remove List Item Permissions• Replace List Item Permissions• Send Document Set to Repository• Set Content Approval Status• Set Content Approval Status for the Document
Set• Set Workflow Status• Start Approval Process• Start Custom Task Process• Start Document Set Approval Process• Start Feedback Process• Undeclare Record
Call HTTP Web Service • lets you specify any of several request
methods, including GET, PUT, POST, and DELETE. This lets you tell the web services, specifically RESTful services, what to do on the service that you’ve specified with the URI property on the activity.
Start a List Workflow• Starts a List workflow based on the
SharePoint 2010 Workflow platform.
Start a Task Process• Creates tasks on multiple users and enables
the tasks to be taken through a customized process.
Office 365 – SharePoint Online Runs 2010 and 2013 workflows You connect just like on-premises farms Default and deeper integration with Flow
SharePoint Designer 2013 Workflows Built at Site level (not site collection) List/Library, Reusable, or Site Workflows Can be created using Visio Can be saved as a template Ran on a timer job
These are all true for SharePoint 2016 & Online!
Creating a SharePoint 2013 WorkflowOpen Designer and connect to your site• Click one of the New workflow
options in the ribbon
• Click Workflows in the Site Objects navigation to view all current workflows
Creating a SharePoint 2013 Workflow• Enter a Name and Description
• Pick the 2013 platform type for your new workflow
Creating a SharePoint 2013 WorkflowAdd new
conditions
Add new actions Add new
loops
Create variables
Add new steps
Add new stages
What cool things can I do?
Custom Actions
Workflow Stages
App Steps
Utilize REST Services
Custom Actions 5 different actions available• Dictate where they appear• List Item Menu• Display Form Ribbon• Edit Form Ribbon• New Form Ribbon• View Ribbon
Configured on library or a list
Available in SharePoint 2010, 2013, 2016 and SharePoint Online
Custom Actions - Continued
Actions can do 1 of 3 things
1. Navigate to form 2. Initiate a workflow3. Navigate to URL
You can add images to the actions
You can set the Rights Mask• Security
When to use them?
Adding a link for a print function Link to supporting list that
contains related data Start an approval or review
workflow Link to a custom edit form that
shows more fields for the item Link to an upload or insert item on
a related list Start a workflow to create an item
Workflow Stages
Eases ability to build more advanced logical workflows
Uses IF/Else statements to transition between stages
2010 -> Just steps
2013 -> Steps in Stages
App Steps
• No more impersonation step from 2010 3 steps to configure
1. Allow workflow to use app permissions• Done via activation of Site Feature “Workflows can use app permissions”
2. Grant full control permission to workflow• Multiple step process to set trust for the Workflow app• Detailed steps here
3. Develop the workflow to wrap actions inside an App Step
• App step will now be available in SP Designer ribbon
• Allows the ability to run a workflow that requires elevated permissions
REST Service• REST allows ability to remotely interact with
SharePoint objects
• To access a specific site collection, use the following construction:
• http://server/site/_api/site• To access a specific site, use the following construction:
• http://server/site/_api/web
REST Service - Continued
• Call HTTP Web Service & Dictionary actions1. Build Dictionary(s)
2. Call REST service • GET, POST, PUT, DELETE
3. Get Items in Dictionary (If necessary)
REST Service - Continued• Can be used to…• Manage content across site collections• Create content (items, lists, sites, etc…)• Retrieve content to be looped through• Retrieve user profile information• And lots more!
• Use Postman or Advanced REST client Chrome extension
Any other tips?
Advanced Properties
SharePoint Designer Cache
Copy & Paste
Debugging
Advanced Properties Certain settings are only visible in action
Properties Right click on action -> click Properties…
Important in Task Process actions Can set BCC for Send Email actions
Clearing SharePoint Designer Cache1. Close SPD2. Use File Explorer to navigate to:
• %USERPROFILE%\AppData\Local\Microsoft\WebsiteCache
3. Delete everything in this folder4. Use File Explorer to navigate to:
• %APPDATA%\Microsoft\Web Server Extensions\
Cache
5. Delete everything in this folder
Copy & Paste You can copy & paste within the text-based designer
in 2013• Use Ctrl+C and Ctrl+V or use Right-click functionality
Actions can copy but conditions and steps don’t always work
Copying between workflows can cause crashes No support for Undo Cannot copy content between workflow versions
Make sure you check all variables/lookups after copying!
Debugging Log to history list• Review workflow history list - /Lists/Workflow%20History/AllItems.aspx• Send an email action for Dictionary variables due to large size
Add a comment If/Else checks on major milestones & error
handling Hidden column to track data points Fiddler (On-Premises)
Debugging isn’t just for when the workflow application is created, but includes all issues
that arise at a later time.
This all sounds cool, but what should I build?
Let’s look at some examples
Good starting workflow ideas
More complex workflow ideas
• Vacation approval• Equipment
Reservation• IT request task
creation
• New project site creation• New employee onboarding• Finance invoice approval
This one sounds fun!
Do you like demos?
I like demos
Let’s do a demo
Super Helpful links SharePoint Community SharePoint Designer 2013 Download What’s changed in SharePoint Designer 2013 Workflow actions quick reference – SharePoint 2013 Workflow actions quick reference – SharePoint 2010 Get started with workflows in SharePoint 2013 Create a workflow with elevated permissions (app step setup) Get to know the SharePoint REST service Advanced REST Client Chrome Extension Calling the SharePoint 2013 REST API from a SharePoint Designer Workflow SharePoint 2013 workflow recursion prevention Install and configure workflow for SharePoint 2013 Workflow Manager Farms for SharePoint 2013 – harbar.net SharePoint Designer Custom Actions
Questions?Email: [email protected] Twitter: @dmadelung
Website: drewmadelung.com
Slides: http://bit.ly/DrewSlides
SharePoint Designer WorkflowsNuts, Bolts and Examples
SharePoint Saturday St. Louis 2017
