sharepoint workflow 2011

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SharePoint and Workflow Chris Geier @ChrisGeier [email protected]

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SharePoint Workflow 2011

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Page 1: SharePoint Workflow 2011

SharePoint and Workflow

Chris [email protected]@gmail.com

Page 2: SharePoint Workflow 2011

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…

Page 3: SharePoint Workflow 2011

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.

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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.

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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

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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

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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

Page 8: SharePoint Workflow 2011

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

Page 9: SharePoint Workflow 2011

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

Page 10: SharePoint Workflow 2011

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.

Page 11: SharePoint Workflow 2011

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.

Page 12: SharePoint Workflow 2011

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.

Page 13: SharePoint Workflow 2011

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.

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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)

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ACTIONS

Create taskUpdate taskDelete taskSend emailPrompt for valuesChange Item Status

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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.

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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.

Page 18: SharePoint Workflow 2011

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

Page 19: SharePoint Workflow 2011

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.

Page 20: SharePoint Workflow 2011

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

Page 21: SharePoint Workflow 2011

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

Page 22: SharePoint Workflow 2011

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)

Page 23: SharePoint Workflow 2011

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

Page 24: SharePoint Workflow 2011

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

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Changes in SPD

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High-Privilege Workflows

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Extend out-of-box workflowGet a Jumpstart by building on top of the out-of-box workflows

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Actions

Page 29: SharePoint Workflow 2011

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

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Transfer workflows from Visio to SPD and back

Visio Workflow

Interchange

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Caveats

10 Nested If’sOnly 1 stencilNo (back to parent or re-work steps)

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Workflow Visualization

Visualization of status of your workflows via Visio Services

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Page 34: SharePoint Workflow 2011

Putting it to use

Page 35: SharePoint Workflow 2011

BASIC APPROVAL WORKFLOW

More Infoneeded

START

Declined

Approval

Approved

How the business thinks…

Page 36: SharePoint Workflow 2011

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

Page 37: SharePoint Workflow 2011

WWW.K2.COM

FINAL PROCESS MODEL IN VISIO

Page 38: SharePoint Workflow 2011

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

Page 39: SharePoint Workflow 2011

BASIC APPROVAL WORKFLOW

More Infoneeded

START

Declined

Approval

Approved

How the user would do it

Page 40: SharePoint Workflow 2011

But Chris There are a lot of ISV’s out there that do this right?

Page 41: SharePoint Workflow 2011

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

Page 42: SharePoint Workflow 2011

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

Page 43: SharePoint Workflow 2011

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…”

Page 44: SharePoint Workflow 2011

Design and

Modeling

Integrations

Insight and

Reporting

Forms and Interaction

s

Components of a process/solution

Page 45: SharePoint Workflow 2011

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