galen keene - sharepoint designer workflow

7/31/2019 Galen Keene - SharePoint Designer Workflow

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June 30, 2012

San Diego Convention Center

June 30, 2012


SHAREPOINT DESIGNER

2010 & WORKFLOW

Should I, Should I Not


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About Me

SharePoint Lead at Brandes Investment Partners

Originally from Texas

Proud Father and Husband13 Years in IT

Hardware Background

MCTS, SharePoint 2010 Configuration

Blog http://keeneonsharepoint.com

Email [email protected]

@sdkeene


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Agenda

Out of Box Opportunities

SharePoint Designer Workflow Components

Creating Custom Workflows in Designer

Demo

Real World Discussion

Designer Limitations and Workarounds


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Poll

What SharePoint role do you play atyour enterprise?

How many of you use content types?


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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


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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 workflows behavior.


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SharePoint Out of Box Workflows

Routes for ApprovalApproval

Like Approval But Collects FeedbackCollect Feedback

Collects Digital SignaturesCollect Signatures

Routes for Approval in Publishing SitesPublishing

Tracks the Status of an IssueThree-State

Tracks Content That has ExpiredDisposition Approval


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Customize Workflows

Declarative Workflows

Approval

Collect Feedback Collect Signatures

Publishing Approval

Non-Declarative Workflows Three State

Disposition


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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 dont need to associate with a list, library or contenttype

Example may be site feedback

Site


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Workflow Building Blocks

Events Item is Created

Item is Changed

Participant ManuallyStarts

Steps Groups Actions andConditions

Actions Most Basic Unit of

Work in a Workflow

Can Surface Events

System and HumanParticipation

ConditionsRules EstablishConditions

Associated to nActions


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Workflow Forms

Initiation

Custom Task

Association

FormTypes

ASP.NET InfoPath

FormTechnology


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Demo


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Key Steps in Designing a Workflow

Identify keystakeholders.

ConductInterviewsand collectdata.

What is theproblem the

business needsto solve?

Define thebusiness usecase.

AnalyzeResponses

Create astrategystatement


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Real World Example

Procurement Process


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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 PurchaseSomething


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The Strategy Procurement Concept

The Procurement Concept

Provides:Process

It maps directlyto a defined

businessprocess

Container

A place to putall of the

documentation

Status

A place todiscover status

Tasks

Anadministrative

layer for tasks


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Approval Process Ideas


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Approval Process

Purchase

Legal Approval

COO Approval

CIO Approval

Department Manager Approval

Prepare Procurement

Create Procurement


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The Strategy Procurement Concept

The Procurement Concept

Provides:Process

It maps directlyto a defined

businessprocess

Container

A place to putall of the

documentation

Status

A place todiscover status

Tasks

Anadministrative

layer for tasks


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Document Management Strategy

Procurement Document1

Company Name

Offering

Document Date

Document Description

Document Owners

Document Reviewers

ReviewedDate

TotalAmount

CostCenter

ExpenseCategory

Sub-ExpenseType

Item1

P K I D

Title

Folder1

P K I D

Title

Name

Document1

P K I D

Name

Title

System1

P K I D

Procurement Document Set1

Company Key

Offering

Procurement Type

TotalAmount

Description

Procurement Owner

Procurement Status

Procurement Aggrement Status

Procurement Purchasing Status

Procurement Request Status

TotalAmount

Request WorkflowRequired

Agreeement WorkflowRequired

PurchaseWorkflowRequired

ApprovalType

CostCenter

ExpenseCategory

Sub-ExpenseType

Procurement Agreement1

ContractEndDate

ContractLength

ContractOpt Out EndDate

ContractOpt Out Length

ContractOpt Out Start Date

ContractScope

ContractStart Date

ContractTerm

InitialAmount

Ongoing Amount

Ongoing Amount (Annualized)Ongoing Period

Ongoing Type

Procurement Rationale1Procurement Quote1

Procurement AccountsPayable1

Procurement Invoice1

PaidDate

InvoiceNumber

InvoiceAmount

InvoiceDate

InvoicePeriod

Procurement PurchaseOrder1

PONumber

Document Set1

PK I D

Title

Name

Procurement ContractAddendum1Procurement Contrac t1 Procure ment State ment of Work1

EnterpriseDocument1

P K ID

Name

Title

EnterpriseDocument Set1

P K I D

Title

Name

Procurement Request1

SystemsRationale1DMTRationale1

D M T New R at ion a le1 D M T E xis tin g R at ion a le1

D MT Pr oc ur em en t1 T ec hno lo gy Pr oc ur eme nt 1 Of fi ce Pr oc ur em ent 1

Procurement Item1

MiscellaneousProcurement Document1


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Designer Limitations and Workarounds

Start a Workflow ona content type in adocument set froma Workflow runningon the document

set.

Problem

Custom Action

Solution


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Code Sample


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Designer Limitations

SharePoint DesignerCannot Loop

No State MachineWorkflows

Complex Lookups


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Final Procurement Workflow


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Workarounds

Visual Studio

Custom Actions

Nonobvious Techniques

3rd Party Solutions


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Pros and Cons

ProsAdvanced User Toolset

Import/Export VisioProcess Diagrams

Declarative Workflows

Reusable Workflows

Cons

No Looping

No State MachineWorkflows

Nonobvious Techniques


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Summary

SharePoint Designer is Free

Good for User Community

Can Provide Quick Solutions

Evaluate Limitations and Design Accordingly


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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 Ave2. Turn left onto W B St

3. Turn left onto Columbia St

Karl Strauss will be on the left


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June 30, 2012


June 30, 2012


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galen keene - sharepoint designer workflow

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