2013 Workflow Basics

2013 Workflow Basicsin Plain English for Business Users

1About MeSharePoint Solutions Specialist since 2001Huge Gator FanGraduated with BS in Advertising from University of FloridaConsultant at in ChicagoTwitter @KimFreheMicrosoft Certified:

Passionate about SharePoint

Whos here today?

New to SharePointExisting Users?

Developers?Content Owners?End Users?

2010?2007?2003?

Have created workflows 2007, 2010?Familiar with SPD2010

Here because you love SP?Here because you hate it?

2Whats New?

Visual Designer

What it means: You can create workflows using shapes, similar to creating it in Visio, but with extra abilities to edit properties

4How to turn it on

You must have Visio 2013 Professional Installed on Your Machine5Stages

What it looks like

What it means

Instead of this

You can do this

Or This

Or Even This

For ExampleLoops

While Loop

While Loop

While Day = True FalseLoop n Times

What it looks like

While Status = In Process Do Send Approval Request17

For ExampleCopy and Paste

&What it means: No longer have to manually retype steps AND its available in 2010! Woohoo!

20What it Looks Like

Dictionary

=

http://msdn.microsoft.com/en-us/library/jj554504.aspxVariable vs. Dictionary

Variable: Eye = Brown

Dictionary: Eye = BrownFur = BlackNose = BlackTongue = Pink Species = CanineBreed = Black LabWhat it looks like

Important The Dictionary variable type is critical when you are using the Call HTTP Web Service action.

Example BlogUnderstanding Dictionary actions in SharePoint Designer 2013http://msdn.microsoft.com/en-us/library/jj554504.aspx

Use Call HTTP Web Service to get information from a web service to collect information about something.

Count items in a Dictionary: Count how many items are in your dictionary to use for loops

Get an Item from a Dictionary: For example Get the value of the variable Amount and then do something with it.

25Call HTTP Web Service

Odata.org26Example BlogHow to work with web service using Call HTTP Web Service action in SharePoint Designer 2013http://blogs.msdn.com/b/sharepointdesigner/archive/2012/09/05/how-to-work-with-web-service-using-call-http-web-service-action.aspx

SharePoint Designer team member HyongGuk Kim gives a great example of connecting with ebay to get Daily Deals27For Example

Web Services Resource odata.org

2010 Task Options

2010 Task Process

2010 Task Process Overall Task Process

2010 Task Process Single Task Behavior

2010 Task Process ResourcesSharePoint 2010 Task Options: http://bit.ly/OjGtD8

SharePoint 2010 Task Advanced Properties http://bit.ly/M9Ab8r

2013 Task Options

There are now two optionsAssign a Task or Start a task process

Task = 1 person

Task Process = Assign to multiple people372013 Tasks

Creating Tasks is much simpler!38Assign a Task vs. Assign a Task Process

Set Task Due Date

This wasnt available in 2007/2010 Assign a Task40Wait for Task Completion

No longer have to wait for someone to complete a task to take next steps in workflow.

For example, assign a task, then update list items or send notifications. 41Create Task Content Type

Set up Task Content Type before workflowUse new Task Action field

Content Type: Parent = 2013 Workflow Task

42Create Custom Task Content Type

Task Outcomes

Initiation Form

45Setting up the Initiation Form

Start Workflow Action

Developer Term: What it means: You can start your 2010 workflow

Start a List Workflow: 3 parameters: The Sharepoint List, Initiation Form Parameters, the 2010 Workflow to be triggered.

Start a Site Workflow: 2 parameters: SharePoint 2010 Workflow, Initiation Form Parameters

When: When you want to access task actions that have been deprecated for 2013

My Example is myApproval Workflows that cost me a lot of time and get managers, move document sets, archive, etc.

Insert Start a List Workflow action when the target workflow to be triggered is a List Workflow or a Reusable Workflow associated to a list.

47Start Workflow Action Example BlogHow to trigger a SharePoint 2010 workflow from a SharePoint 2013 workflowhttp://blogs.msdn.com/b/sharepointdesigner/archive/2012/08/18/how-to-trigger-a-sharepoint-2010-workflow-from-a-sharepoint-2013-workflow.aspx

Chong Youn (John) Choe, a PM in SharePoint Designer team details how to start a 2010 workflow48Whats been removed from workflow

Whats been removedStop Workflow

Declare RecordUndeclare Record

Lookup Manager of User web service user profile service

Actions:Stop Workflow Go to end

Declare RecordUndeclare Record

Lookup Manager of a User web service user profile service

Set Content Approval Status

50Whats been removed - continuedDocument Set Actions: Capture VersionSend Document Set to RepositorySet Content Approval for Document SetStart Document Set Approval Set Process

Capture a Version of the Document SetSend Document Set to RepositorySet Content Approval Status for the Document SetStart Document Set Approval Process51Whats been removed - continuedTask Stuff: Assign a Form to a GroupAssign a To Do ItemCollect Data from a UserStart Approval ProcessStart Custom Task ProcessStart Feedback Process

Assign a Form to a GroupAssign a To-Do ItemCollect Data from a UserStart Approval ProcessStart Custom Task ProcessStart Feedback Process

52Whats been removed - continuedConditions:If current item field equals value

Conditions:If current item field equals valueCheck list item permission levelsCheck list item permissions

53Whats been removed - continuedCheck list item permission levels

Check list item permissions

'Require Manage List/Web Permission' feature for list/site workflow

http://digsharepoint.blogspot.com/2011/03/check-user-permission-in-sharepoint.html1. Check list item permissions - The condition simply says the below : If permissions for these users are at least these permissions on item in this list. The usage : If permissions for WFApprovers Members are at least Read on item in Current Items For the above condition to evaluate as true, the users must have at least the permissions that the Read Permission levels provide. This step can very well be used to check that the WFApprovers should have read access to the items. 2. Check list item permission levels - The condition simply says the below : If permission levels for these users are at least these permission levels on item in this list. The usage : If permission levels for ikapoor Members are at least Read on item in Current Items. Please note that : The users can be a single user, multiple users, but you cannot use a group in this condition. Important Things to remember Notes : Impersonation steps can only be added to the root of a workflow and cannot be nested in another step.54Whats been removed - continuedSteps:Impersonation Step

Data sources:User Profile lookup

Steps:Impersonation Step: Replaced by giving access to list to Workflow designer

Data sources:User Profile lookup

55

Whats been removed - continuedAssociation Column

Associate to Content Type

Other features:Association Column Grayed out for 2013 WorkflowContent Type Association for reusable workflow Grayed out for 2013'Require Manage List/Web Permission' feature for list/site workflowGlobally reusable workflow type Publish globally is grayed out for 2013 Workflow

56Whats been removed - continuedGlobally reusable workflow type

Whats been removed - continued

Workflow visualization optionWorkflow visualization option does not exist58

Removed but not GONE.

The options from the previous slides have been removed, but can be accessed by starting a 2010 workflow59My Contact InfoEmail: kfrehe@rightpoint.com

Twitter@KimFrehe

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