SharePoint Designer 2013 Workflows

Scott ShearerSharePoint EvangelistHaystax Technology

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Who Am I?SharePoint Evangelist and Consultant for Haystax Technology

Based in Reston, VA

Done everything from System Administration to C# development to helpdesk

CPA

Former Stock Broker

Former Certified Financial Planner (CFP)

Past Certifications Held: MCSE, MCSD, MCDBA, MCT, CNE

Conference Speaker

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Todays Agenda• Types of Workflows

• Types of Designer Workflows

• What can you do with a Designer workflow

• Designer Workflow stages, steps, conditions and actions

• Demo Demo Demo

Types of SharePoint Workflows• “Out of the Box” Workflows

• Approval• Collect Feedback• Three State• 2010 Style can be copied and used as the basis for a new workflow• Use these if you can!

Types of Workflows (continued)• Designer Workflows

• List• “One Off” workflow that can be used with a single list

• Reusable• Usually linked to a single content type (2010 Workflow)• Can be used wherever the content type is used• Can be saved as a template and used in another site or site

collection• Almost always a 2010 style workflow

Types of Workflows (continued)• Site

• Not associated with any specific list or content type• Manually started

• Visual Studio Workflows• Workflow written in a .Net language (C#, VB.Net, etc.)• Can do virtually anything by using a Visual Studio workflow• Deployment Issues?• Link to Visual Studio vs Designer Workflows

• http://msdn.microsoft.com/en-us/library/office/jj163199(v=office.15).aspx

Types of Workflows (continued)• SharePoint 2013 vs SharePoint 2010 Workflows

• Choice of which to create

• Use 2013 style workflows unless you need to use a 2010 style workflow• Can call a 2010 workflow from a 2013 workflow

• Link to discontinued features in 2013 workflows• http://msdn.microsoft.com/en-us/library/jj728659.aspx

What Can You Do With a Designer Workflow?• Send Email• Update current list item• Update entries in other lists• Create new list items• Delete list items• Assign tasks• Start an approval process• Set list item permissions• Much more…

Workflow ComponentsStage• A block of actions that can be executed as a group

Step• A logical block of actions

Condition• “If statement” that can determine if the actions that

immediately follow it will run

Actions• Specific commands that are executed

By Default, SharePoint Designer workflows run in the security context of the user that started the workflow• If a workflow updates a list item in another list, the user that

started the workflow must have permissions to update items in that list unless

• App Step (2013 workflow)

• Runs as the “Workflow Manager”

• Contribute access everywhere in site

• Impersonation step (2010 workflow)

• Runs as the user who created the workflow

When Do Workflows Run?• Manually• When a new item is created• When an item is changed• When called from another workflow• Any combination of the above• What is missing?

Demo Demo Demo

Questions?

Additional Info

How to enable app step with full control http://msdn.microsoft.com/en-us/library/office/jj822159(v=office.15).aspx