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SharePoint Workflow 2011
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Long time IT guyUsing SharePoint since 2001Author of multiple books and articles.Regular Speaker at SharePoint Saturday and conferencesAll around pretty good guy
About Me
Mostly…
DEFINING OUR TERMS
Business Process - A set of one or more linked procedures or activities which collectively realize an objective or policy goal, normally within the context of an organizational structure defining functional roles and relationships. Workflow - The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.
LASTLYBusiness Process Management – The practice of developing, running, performance measuring, and simulating Business Processes to effect the continued improvement of those processes. Business Process Management is concerned with the lifecycle of the Process Definition.
The Marketplace
Companies
Products
Features
Technology
Ideas
Markets
Graphical Designers,Reporting, Task Delivery
Logic,Rules Processing, Reportingand tracking, Integration,
etc
Process and Task Automation,
H2H and H2S Integration,Efficiency
SourceCode,IBM, BEA, Global360
Enterprise BusinessProcess
Automationand WorkflowK2, Staffware,Lotus Notes
and WebSphere
LOB and LOA, WWF,
.NET, J2EE, SQL
MicrosoftSAP
Portal and Collaboration
SharePoint and Office
.NET, SQL, WWF, RMS
Collaboration and Information
Worker Empowerment
Sites, Docs, Rights Mgmt., Content Mgmt., Workflow, Document Mgmt., Lists,
Chat
Microsoft, Siebel,SAP, Salesforce.com
CRM, Service Centers
Microsoft CRM, SAP CRM,
SalesForce.com,SupportForce,
SugarCube
Browser, J2EE,SQL, Oracle,
Exchange
Customer Service,
Sales Management
Pipeline, Campaigns,Document
Management,Workflow
To improve service
To introduce greater efficienciesor improved productivity
To reduce operational costs
To improve organizational agility
To improve the visibility ofProcesses
To meet regulatory requirementsor legal compliance issues
Productivityimprovements
Better customerservice
Improves knoweldgesharing
Greater accuracy
Cost savings
Improvedmanagement control
Enhanced team working
Helps with legalcompliance issues
2.0 2.5 3.0 3.5 4.0 4.5 5.0 0% 20% 40% 60% 80% 100%
4.04
3.92
3.60
3.24
3.12
3.04
90%
88%
88%
80%
78%
76%
66%
62%
What are the main reasons your organization is using, or plans to use, workflow, business process management,
document management or content management technology?
What do you see as the key benefits of workflow, document management and content management
technology?
On a scale of 1 to 5, where 1 = "not important" and 5 = "very
important"
Percentage of respondentsNote: respondents could choose
more than one optionSource: PMP Research
Why BPM / Why Workflow
EXAMPLE
Organization average employee fully loaded cost $50,000Worker works an average of 46 weeks per year230 work daysTotal of $1086 per week$217 per day$27 per hour.45 per minuteIf you make a processes 1minute more efficient per day.You save $103.50 per year, per employee
HOW DOES THIS RELATE TO SHAREPOINT?
SharePoint can be a repository, but can also be “process enabled”
Adding process to SharePoint can improve collaboration and make life easier for Knowledge workers
Insights and Auditing Collaboration is key to decision making. But after the process is over how do you capitalize and use that information used in the collaboration? What did they do? Why? What notes did they take? What information did they have access to?
Do your workers have access to the right information at the right time. How do you GUARENTEE it is the right info
WHERE HAVE WE BEEN
Workflow Foundation (WF)For developers, and ISV’s Microsoft has introduced Windows Workflow Foundation as part of the .Net framework. Windows Workflow Foundation is a programming model/ framework for building workflows into your applications. The goal of WF is to provide a general framework that supports workflow, and make it a standard part of the Windows environment.
Microsoft Office SharePoint Server (MOSS)The office team has seen a significant advantage in leveraging WF and hosting it inside of the SharePoint process to facilitate new functionality. For the 2007 release of SharePoint,(MOSS) Microsoft had a goal of providing an infrastructure that would drive work processes around what SharePoint does best: share and collaborate on documents. With this in mind you will see that there was a focus on document-centric workflows, processes that a particular document needs to go through during its lifecycle, such as being reviewed and edited or being approved for publication
THE MICROSOFT PICTUREMoss Workflow Out of box
Microsoft has built and is hosting some common workflows that will be shipping with MOSS, these workflows are easily configured and usable upon installation of Moss. We will touch more on these in a bit.
SPDSharePoint Designer(SPD), will be released as part of the Office suite of products replacing the long standing FrontPage as the web designer. SPD can be used to create workflows that will be hosted in MOSS. Again more on this functionality and what to expect later.
VS.net and WF Build it all from scratch
Office ClientThe office 2007 and 2010 client supports and integrates with workflow right out of the box. Providing a somewhat seamless workflow interaction ability with the workflows that run in your MOSS deployment. This is a fantastic ability that will greatly increase the use of and success of workflows being deployed in a Moss environment.
OUT OF THE BOX
Approval: Routes a document for approval. Approvers can approve or reject the document, reassign the approval task, or request changes to the document. Collect Feedback: Routes a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner when the workflow has completed. Collect Signatures: Gathers signatures needed to complete an Office document. This workflow can be started only from within an Office client. Disposition Approval: Manages document expiration and retention by allowing participants to decide whether to retain or delete expired documents. Group Approval: Similar to the Approval workflow, but uses a designated document library and offers a personalized view of the approval process(es) in which a user is participating. This workflow provides a hierarchical organization chart from which to select the approvers and allows the approvers to use a stamp control instead of a signature. This solution was designed specifically for East Asian Markets. Translation Management: Manages document translation by creating copies of the document to be translated and assigning translation tasks to translators. Issue Tracking: Manages the issue tracking process by creating tasks for Active issues assigned to users who own to a given issue. When the task related to an issue is complete hence resolving the issue, the creator of the issue is assigned a review task so that the issue can be closed.
OOB BENEFITS AND DRAWBACKS
BENEFITS:
Pre-made workflows you can just configure and go.Based solely in the office environment, no custom GUI to learn or deploy.Ability to change parameters during execution, such as add more approvers, redirect to a different approver, and request changes from the originator.
DRAWBACKS AND LIMITATIONS:
Each workflow is site bound, so no actions such as creating task or copying document can take place outside of the site that it is running onThese workflows cannot be extended or significantly modified since they are compiled DLLS on the SharePoint server.
SHAREPOINT DESIGNER 2007
BENEFITS:
Workflows can be created very quicklyDeployments are not complex and can be executed quicklyCan be created by non development focused peopleRisks from deployments are minimal because of the trusted list of conditions and actions.Created from a finite list of conditions and actions, trusted by the system and its administrators, making the creation of workflow easier.
DRAWBACKS AND LIMITATIONS
Actions are site bound to the site they are run from.Need for IT skill sets, cannot be done by normal Business UsersLimited support for advanced complexity and scope in building out workflow.No re-use capability, is authored against a specific list of document library cannot then be used again on another list.No ability to modify in flight.Must use ASPX pages. Limited customizability of these ASPX forms.Cannot be accessed directly from Office 2007 applications, must be accessed with a web browser other than through email notifications etc.
CONDITIONS
With Specifics words in the title or other fieldsModified (either in a specific time window or by a person)Created by or in a specific time frameFile typeFile sizeADVANCED Condition(Custom condition)
ACTIONS
Create taskUpdate taskDelete taskSend emailPrompt for valuesChange Item Status
EXAMPLE
Conditions
Condition Create by = HRGroupAnd
Condition words in Title = Human ResourcesAction
Send Email to HR Policy GroupAssign Action to HR Policy GroupCopy Document from current Document Library to Policy Review Library
ElseIf created by administratorEmail HR GroupCollect more information.
Visual Studio / Windows WF
Advantages DisadvantagesGraphical, flow-chart like development tools.Builds upon WF foundation, and adds SharePoint-specific activities.Supports custom association, initiation, modification, and task forms.Allows deployment through use of SharePoint features.
Requires significant knowledge of the .NET development and the WF framework.Requires custom code to be deployed to the SharePoint server.Deployments can be trickyRequires the developer to fully understand the underlying business logic of the workflow process.
Communities
Search
Sites
Composites
ContentInsights
•Workflow•InfoPath Form Services•Business Connectivity Services•External Lists•SharePoint Designer•Visual Studio•API Enhancements•REST/ATOM/RSS
SharePoint 2010
What’s new?Reusing Declarative Workflow — This feature enables reuse of SharePoint Designer “declarative workflows” on more than one list, as well as attaching declarative workflows to content types.Site Workflows - Not tied to a specific objectHigh Privilege Workflows —enables users to safely control, design, and run declarative workflows that use the privileges of someone other than the workflow initiator.New Workflow Actions Ability to customize tasks, perform group approvalWorkflow Visualization —Visio® drawing that will allow a workflow designer to see the steps in a workflow visually. Import and Export with Visio — This feature enables workflow sharing between SharePoint® Designer and Visio.
Workflow Solution Spectrum
Out-of-Box Workflows
• Ready to use
• Common approval scenarios
Out-of-Box Customizatio
n• Association
and initiation settings
• Modify logic in SharePoint Designer
• Design forms in InfoPath
Custom Declarative
• Start from scratch or from existing
• New actions• Task process
framework• More types
of workflows
Custom Activities
• Encapsulate custom code in new action
• Deploy in full or partial trust (as user code)
Custom Non-Declarative
• Import solution into Visual Studio
• Advanced modeling
• Hook up workflow to events
Incr
easi
ng F
unct
iona
lity
Browser
Visual Studio
SharePoint Designer
SOLUTION COMPLEXITY
Capabili
ties
&
Com
ple
xit
y
Effort
Documents
Lists
Sites
RecordsList Forms (InfoPath)
BCS
InfoPath
ASP.NET
Web Services & WCF
General DALReporting & BI
SPD Workflows
OOB Workflows
WF Workflows
SharePoint Users Power UsersDevelopersAdministrators
Developers
SearchPublishing
.NET Development
Highest Adoption
Built-In Human Workflows
Approval, Collect Feedback, Signatures, PublishingWhat's new?
Reusable “declarative” workflowsMatters where it is published to
Better use of forms (InfoPath)Visualization of running workflow (with Visio Services)
Site Based Workflows
No more list requirementWorkflows Can be built in VS2010 or SPD 2010Manage them via “Site Workflows” under “Site Actions”Caveats.
Workflow must be started manuallyRequires instantiation form
What’s not new?
SharePoint 2010 Is based on the .NET framework version 3.5Thus all workflows in SharePoint Server 2010 are *not* WF 4.0 Workflows
Changes in SPD
High-Privilege Workflows
Extend out-of-box workflowGet a Jumpstart by building on top of the out-of-box workflows
Actions
File system
Designer Interaction
Create a new reusable workflow in SPDOnce deployed it can be saved to a template Template can be imported into Visual Studio 2010 and modified
WSP
Deploy Package
Save to File System Create New ProjectImport WSP
Visio
Transfer workflows from Visio to SPD and back
Visio Workflow
Interchange
Caveats
10 Nested If’sOnly 1 stencilNo (back to parent or re-work steps)
Workflow Visualization
Visualization of status of your workflows via Visio Services
Putting it to use
BASIC APPROVAL WORKFLOW
More Infoneeded
START
Declined
Approval
Approved
How the business thinks…
Rework Step
Validate: CompletedYes/No
Approval Step
Validate: ApprovedYes/No
Rework Step
Validate: CanceledYes/No
Approval Step
Validate: DeclinedYes/No
Approval Step
Validate: DeclinedYes/No
Approval Step
Validate: ReworkYes/No
Approval Step
Validate: ApprovedYes/No
VISIO REPRESENTATION OF WORKFLOW
Log to History List
Assign item for Approval
No
Yes
Compare Data
Source
No
Yes
Compare Data
Source
Send An Email
Compare Data
Source
WWW.K2.COM
FINAL PROCESS MODEL IN VISIO
WWW.K2.COM
Log Workflow Started to the history list
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome equals Approved
Email Workflow Context:Initiator Log Workflow Approved to the history list
Else if Variable:TaskOutcome equals Declined
Email Workflow Context:Initiator Log Workflow Declined to the history list
Else if Variable:TaskOutcome equals Rework
Log Rework Requested by Approver to the history list Then Assign Approval Process task on Current Item to Workflow Context:Initiator
If Variable:TaskOutcome1 equals Cancel
Log Workflow Canceled by Initiator
Else if Variable:TaskOutcome1 equals Completed
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome2 equals Approved
Log Workflow Approved to the history list
Else if Variable:TaskOutcome2 equals Declined
Log Workflow Declined to the history list
CREATING A BASIC APPROVAL WORKFLOW WITH SPD
Step 1
- Execute from “Top to Bottom” -Auto generated –Know your process and its fields.-Modification gets tricky
BASIC APPROVAL WORKFLOW
More Infoneeded
START
Declined
Approval
Approved
How the user would do it
But Chris There are a lot of ISV’s out there that do this right?
Workflow Solution Spectrum
SharePoint & SPD
•Basic forms•Minimal complexity•No iteration•No Looping
Bamboo
•WF Based•Add iteration•Add OOB User management Query DB
•Use Web Service•100% Browser based
Nintex
•Still Browser based•Adds exchange integration
•BizTalk•Office Web Apps•Adds higher functioning reporting
•Email actions “lazy approval”
•Export to VS
AgilePoint
•Adds Visio as a design canvas
•Also has native Visual Studio interface
•Advanced concepts•Escalations•Advanced notifications
•Enhanced reporting and data model
•3rd party BI products
K2
•Multiple Design Canvas
•“User Tooling”•Multiple integrations including SAP and MS CRM
•Web Services•Multiple Form Tools•SSRS Reporting•Exchange and AD integration
•Advanced data layer rules and policies
Incr
easi
ng F
unct
iona
lity
Complexity Power
Other
SOLUTION EXAMPLE
Capabili
ties
Effort
“I have a simple
workflow”
Documents
SPD Workflows
OOB Workflows
List Forms (InfoPath)
Review and Approvals
Rework
Submitter
Notification
.NET Development
“I want to reuse…”“I need route work based on your
skills”“I need have my workflow tied to an SLA and be able to escalate”
WF Workflows
Capabili
ties
Effort
Documents
List Forms (InfoPath)
Review and Approvals
Rework
Submitter
Notification
.NET Development
WF Workflows
“I have a simple business
process”
SOLUTION EXAMPLE
“I have a simple
workflow”
Sites
Notification
BCS
Web Services & WCF
Reporting & BI
InfoPath
ASP.NET
SearchRecords
“I want to update our finance system…”“I want to delegate parts of my
work…”“I want to audit and report on my process…”
Design and
Modeling
Integrations
Insight and
Reporting
Forms and Interaction
s
Components of a process/solution
FIGURE OUT WHAT YOUR TRUE NEEDS ARE
• How complex are your workflows?• Who will be building these workflows?• Where will your data live?• How much detail do I need in auditing, and reporting?• What interfaces do I need?
• Keep in mind• 85% of all workflow involves humans. (so focus on that) work to your strengths.
(80/20 rule)• People confuse and over prioritize the system
Call to action
Today and…..Tomorrow
Now..
Map out your process.Start experimenting, build something have some people use it.Find a process and whiteboard it