7/31/2019 Galen Keene - SharePoint Designer Workflow
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June 30, 2012
San Diego Convention Center
June 30, 2012
San Diego Convention Center
SHAREPOINT DESIGNER
2010 & WORKFLOW
Should I, Should I Not
7/31/2019 Galen Keene - SharePoint Designer Workflow
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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
San Diego Convention Center
June 30, 2012
San Diego Convention Center
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