Overview of Workflows in SharePoint 2013

Serge Luca, ShareQL.comSharePoint MVP

Serge Luca

SharePoint MVP since 2007

Brussels, Belgium

@sergeluca

Freelance, author, speaker

With another (SQL Server) MVP : www.shareql.com

Works with SharePoint since v1 in 2002

Author of Workflow certification exam

About Me

Agenda

Agenda

Introduction

Workflow Architecture

Creating workflows with SharePoint Designer 2013

Creating workflows with Visual Studio

Conclusions

Q&A

Introduction

• SP 2013 improvements for developers

Access servicesWorkflow

SharePoint client object model (CSOM, REST)

Office and SharePoint Store

Apps et cloud app model

Search Workflows

Comparing 2010 and 2013 Workflows

SharePoint 2010 SharePoint 2013

Legacy (backward comp, i.e upgrade)

Future

Coupled to SP servers Decoupled (other consuming platforms)

In process Out process, on premise or cloud (Azure if O365)

Declarative or custom code

Declarative

SP Foundation and SP server

SP server

Content types No*

No Apps App friendly

.Net framework used by SP (.Net 3.51)

.Net framework xxx (.Net 4.5 today, xxx tomorrow)

• Like in SharePoint 2010: Lists workflows

• Collect Feedback*• Collect Signatures*• Approval & Publishing Approval*• Disposition Approval*• Tree State*

Sites workflows

History List Tasks List Association forms Initiation forms Tasks forms

8* out of the box

SP2013 Workflows Architecture

2 workflow platforms

2 workflow platforms

SP 2013 farm Workflow FarmWorkflow Farm

SharePoint 2010 workflows

Windows Server

SQL Server

Non supporté en SharePoint Foundation

SharePoint 2013 workflows

Windows Server

SQL Server

Workflow Farm = 1 or 3 machines (not 2, not 4,…)

• Collocated = Workflow Manager on (1 or 3 ) SP machines• Federated = Workflow Manager farm serving multiple

SharePoint Farms• Distributed = Multiple Workflow Manager farms serving

multiple SharePoint tenants and potentially SharePoint Farms

Topologies

Topologies: co-located (from Harbar & wilén)

Running Workflow Manager on adequately resourced Web Servers in the SharePoint farmCarefully factor this into your overall farm topology design

load balancer

Workflow Manager

Workflow Manager

Workflow Manager

Topologies: Federated (from Harbar & wilén)

Workflow Manager farm serving multiple SharePoint Farms

load balancer

Workflow Manager

Scope 1(SP Farm 1)

Scope 2(SP Farm 2)

Topologies: ‘Distributed’ (from Harbar & wilén)

Multiple Workflow Manager farms serving multiple SharePoint tenantsAnd potentially SharePoint Farms

load balancer

Workflow Manager

Scope 1(SP Tenant1)

Scope 2(SP Tenant 2)

Workflow Manager

Scope 1(SP Tenant3)

Scope 2(SP Tenant 4)

SP Tenant 1

SP Tenant 2

SP Tenant 3

SP Tenant 4

SharePoint 2013 and Workflow Service

Sharing

ContentEvents People

SharePoint2010 WF

_API (REST OM)

Workflow Services Manager

Service Bus

Instances Interop

Deployment

Messaging

WF Service Application Proxy

Workflow Manager

OAuth

Access Control

Work

flow

Clie

nt

SharePoint Designer 2013 and workflows

Which Microsoft Workflow tool ?

SharePoint Designer 2013

Visual Studio 2013

Power Users, SP devs SP devs

Can use Visio No

Cannot debug Can debug, including SP online

No ALM support Full ALM support

Cannot be part of Apps Can be part of Apps

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What’s new in SPD workflows

Complex variable ‘Dictionary’

Full integration of Project server workflows

Support SP2010 workflows + interoperability

Call web services (HTTP/REST)

Improved parallel blocks

Portability WSP and VSDX (Visio) files

LoopsText mode or graphical mode editor

App level operation with App Step

Stages Actions “Assign A Task” & “Start a Task Process”

copy & paste

Demo 1

Text mode or graphical mode editor

App level operation with App Step

Stages Actions “Assign A Task” & “Start a Task Process”

copy & paste

Why are Web Services super important in your workflow strategy ?

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• Reason 1. No custom code in the workflow Manager platform->no advanced customizations ->Wrap custom code in web services and invoke the web service from the workflow (can access SharePoint with the SP REST api)

• Reason 2. If you move to a tool like Nintex or K2,…your work is reusable

• http://api.worldweatheronline.com/free/v1/weather.ashx?q=zagreb&format=json&num_of_days=2&key=txq75v64h4szxyqft7e9kcyx

23

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Demo 2 : calling REST/JSON web services

Complex variable ‘Dictionary’

Call web services (HTTP/REST)

https://contoso.com/_api/web/Lists/GetbyTitle('Announcements')/items

26

•How can I access SharePoint list items by using the SP REST API ?

Demo 3 : calling the SharePoint REST API (GET)

Complex variable ‘Dictionary’

Call web services (HTTP/REST)

• Create a SharePoint list with the SP Rest api

28

Demo 4 : calling the SharePoint REST API (POST)

Complex variable ‘Dictionary’

Call web services (HTTP/REST)

Visual Studio and workflows

Do your remember ?

SharePoint Designer 2013

Visual Studio 2013

Can use Visio No

Power Users, SP devs SP devs

Cannot debug Can debug, including online

No ALM support Full ALM support

Cannot be part of Apps Can be part of Apps

31

• Main benefit : great integration with the SharePoint App Model• A VS workflow can be deployed as an App

Each app is isolated in an individual child site (“App Web”)

• VS workflows logically “run” in the App Web: Site workflows are associated with the App Web Site List workflows are associated with lists in the App Web Site Use the AppWeb task lists Use the AppWeb history list Actually the workflows physically run in Workflow Manager

32

•Workflows in Apps : 2 main patterns:

Pattern 1.The workflow is hidden in the App

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The workflow is hidden in the App

34

Demo 5 : (App) Workflow hidden in the App

•Workflows in Apps : 2 main options:

Pattern 1.workflow is hidden in the App

Pattern 2.The workflow is visible in SharePoint (new since June 2014) = “Integrated workflow app” (!only O365)

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Integrated workflow apps

• How to make an Integrated workflow app ?

38

Demo 6 : (App)Workflow visible in SharePoint

Conclusions

• Workflow Manager is nice, but no custom task forms/runtime Visio• Third party tools still in the SP 2010 “workflow

platform”• Don’t throw away the old workflow platform

• SharePoint Designer workflows can access Web Services & the SP api (REST)• Decouple your workflows !• Read (GET) easier than Modify (POST)

• Devs should always create VS workflows (Apps) in O365

• Task delegation is missing…

• Apps are the future…

• A real forms engine is missing ! (SP vNext)

Conclusions

questions?

HTTP://SERGELUCA.WORDPRESS.COM/

@SERGELUCA

thank you.

SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 10/15/2014 - 10/16/2014