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Welcome to the Iowa SharePoint User Group. June 3 rd , 2009 Business Process and Workflow Keith Dahlby. http:// www.sharepointia.com. Agenda. Introductions Workflow in SharePoint Break Workflow in SharePoint Designer Q&A Lunch & Learn with KnowledgeLake.

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  1. Welcome to the Iowa SharePoint User Group June 3rd, 2009 Business Process and Workflow Keith Dahlby http://www.sharepointia.com

  2. Agenda • Introductions • Workflow in SharePoint • Break • Workflow in SharePoint Designer • Q&A • Lunch & Learn with KnowledgeLake http://www.sharepointia.com

  3. User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions http://www.sharepointia.com

  4. Introductions – IASPUG Sponsors Inetium (www.inetium.com) Technology consulting company Microsoft Gold Certified Partner Practice area focused on SharePoint Microsoft (www.microsoft.com) http://www.sharepointia.com

  5. www.sharepointia.com Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations info@sharepointia.com www.sharepointia.com http://www.sharepointia.com

  6. Upcoming Schedule Next Meeting August 5th 9:00 AM to 11:30 AM Topics – Check www.sharepointia.com for updates!: Business Intelligence Ongoing Schedule 1st Wednesday of every month 9:00 to 11:30 am TBD http://www.sharepointia.com

  7. Announcements Microsoft SharePoint Designer available as free download http://blogs.msdn.com/sharepoint/archive/2009/04/02/sharepoint-designer-available-as-a-free-download.aspx Training and Resources at www.LearnSPD.com Service Pack 2 for WSS 3.0 and MOSS 2007 http://blogs.msdn.com/sharepoint/archive/2009/04/28/announcing-service-pack-2-for-office-sharepoint-server-2007-and-windows-sharepoint-services-3-0.aspx Service Pack 2 Product License Bug! (MOSS Only) Product expiration reactivated – no data loss, just inaccessible after 180 days Can re-enter product ID number on the Convert License Type page in Central Administration http://blogs.msdn.com/sharepoint/archive/2009/05/21/attention-important-information-on-service-pack-2.aspx April Cumulative Updates http://blogs.msdn.com/sharepoint/archive/2009/05/13/april-cumulative-update-packages-ready-for-download.aspx SharePoint vNext / O14 / 2010… Named: SharePoint Server 2010 Preliminary Server Requirements – SharePoint Team Blog http://www.sharepointia.com

  8. Conferences • SharePoint Conference 2009 – October 19-22, 2009http://www.mssharepointconference.comLas Vegas, NV http://www.sharepointia.com

  9. Presentation More Discussion

  10. Outline Workflow Overview MOSS OOB Workflows SharePoint Designer Workflows Advanced Workflow Options

  11. What is Workflow? • In the Abstract: • Moving something from one state to another • In Practice: • Telling someone to do something

  12. Workflow

  13. We’ve collected all this data…now what? • Workflow! • SharePoint 2007 • Perform actions against the collected data • Gather additional data • Workflow requires a List Item work against • Lists • Document, Form, Page and Report Libraries • …

  14. Basic Workflow Capabilities • Ability to start a workflow • Workflows can be started automatically as well • Visibility into running workflows • Collection of historical workflow data • Status of approval, errors,… • Stop (or Terminate) a running workflow • Tight integration with Office 2007

  15. Workflow Lifecycle: The Cheat sheet

  16. When a workflow is associated with a list • Data can be associated with the workflow

  17. When the workflow is first started on a list item • Data can be associated with the instance of the workflow

  18. Status page reflects state of the workflow • User primarily interacts via Tasks

  19. End an instance of workflow • Finish Naturally • Approve/Deny • Finish Unnaturally • Manual Termination • Error

  20. No New Instances • No New Workflow Instances • Currently running ones are left alone • Workflow isn’t actually ‘removed’ from the list • A more graceful exit until Remove can be used • Remove • No longer able to be run against the List or Content Type • Running Instances Terminated • Column Removed from List

  21. Where do I Associate the Workflow?

  22. LOB Integration (BizTalk) Visual Studio and Workflow SDK Purchase Order Processing Custom Tracking Apps Service Requests Asset Tracking SharePoint Designer Workflows Document Processes Spec Review Weekly Status Report Structured Ad Hoc Custom Form Actions Email Notification Exception Handling Server Features List Moderation Publishing Process Document Expiration Translation Process Document Review (parallel) Out-of-the-Box Solutions (with customization) Ringi (eApproval) Task & Issue Tracking (WSS, Access, & Project) Document Approval (serial) Custom Routing Signature Collection

  23. Workflows – Out of the Box • WSS Only • Three State (formerly Issue Tracking) • Lists and Libraries • Approval • Collect Feedback • Collect Signatures • Disposition Approval • List – All above and • Translation Management

  24. Demo: Our First Workflow

  25. OOB Workflows – Main Limitations • Limited options to change • Very powerful and well designed, but only if you need a similar scenario • Dynamic User Assignment is difficult • Hard to use if different instances need different ‘approvers’

  26. LOB Integration (BizTalk) Visual Studio and Workflow SDK Purchase Order Processing Custom Tracking Apps Service Requests Asset Tracking SharePoint Designer Workflows Document Processes Spec Review Weekly Status Report Structured Ad Hoc Custom Form Actions Email Notification Exception Handling Server Features List Moderation Publishing Process Document Expiration Translation Process Document Review (parallel) Out-of-the-Box Solutions (with customization) Ringi (eApproval) Task & Issue Tracking (WSS, Access, & Project) Document Approval (serial) Custom Routing Signature Collection

  27. One Quick Form-Related DetourFinding your Manager (In InfoPath) • Add a Secondary Data Connection • http://myserver/_vti_bin/UserProfileService.asmx • Call GetUserProfileByName • Pass in nothing as the AccountName • Select Default Value on your Textbox • Select the Values from the Secondary Data Source • Click ‘Filter Data’ • Create a condition where Name is equal to ‘Manager’ (or desired property) • Enjoy!

  28. SharePoint Designer 2007 Formerly Front Page 2003 Designed with SharePoint in mind Allows users to create new workflows Associate workflow to a list or library

  29. Workflow Steps Group similar tasks together Defines where the workflow ‘waits’ Label for easier maintenance

  30. Demo: SharePoint Designer

  31. Break More Discussion

  32. Collecting Workflow FeedbackThe Interactive Cheat sheet Task list where the data is Field with the information you want ID field in the Tasks list Workflow variable that contains the ID (by default collect1) • Define the data to be collected • Use names you’ll be able to find • Avoid common names like Type, Modified, etc • Getting the Result • Select the Tasks list and Field • Find the item from the ‘Tasks:ID’ • Saving it for the future • Use a Workflow Variable

  33. Demo: SharePoint Designer

  34. SharePoint Designer Workflow – Main Limitations • Limited set of actions • New actions can be added, but not UI elements • Not (easily) Redeployable • Locked to the list instance they were created on

  35. LOB Integration (BizTalk) Visual Studio and Workflow SDK Purchase Order Processing 3rd Party Options Custom Tracking Apps Service Requests Asset Tracking SharePoint Designer Workflows Document Processes Spec Review Weekly Status Report Structured Ad Hoc Custom Form Actions Email Notification Exception Handling Server Features List Moderation Publishing Process Document Expiration Translation Process Document Review (parallel) Out-of-the-Box Solutions (with customization) Ringi (eApproval) Task & Issue Tracking (WSS, Access, & Project) Document Approval (serial) Custom Routing Signature Collection

  36. 3rd Party Workflow 3rd Party Workflow Offerings • Have more actions • Better UI • Additional reporting options • Examples: Nintex, K2, …

  37. Making a New Option • Custom SharePoint Designer Actions • CodePlex SPDActivities1 • April Minnesota Office Developer Interest Group 2,3 1 http://spdactivities.codeplex.com/ 2 http://www.sharepointmn.com/modig/User%20Group%20Presentations/MODIG%202009-04.pptx ttp://www.sharepointmn.com/modig/User%20Group%20Presentations/MODIG%202009-04-Code.zip

  38. LOB Integration (BizTalk) Visual Studio and Workflow SDK Purchase Order Processing Custom Tracking Apps Service Requests Asset Tracking SharePoint Designer Workflows Document Processes Spec Review Weekly Status Report Structured Ad Hoc Custom Form Actions Email Notification Exception Handling Server Features List Moderation Publishing Process Document Expiration Translation Process Document Review (parallel) Out-of-the-Box Solutions (with customization) Ringi (eApproval) Task & Issue Tracking (WSS, Access, & Project) Document Approval (serial) Custom Routing Signature Collection

  39. Custom .NET Workflow • Bring in the Reinforcements! • You are here because: • Default Flows might lack specific feature • SharePoint designer missing action • Custom data or actions needed • Existing Windows Workflow investment • State Machine workflow requirement • Expose the full power of .NET • Word of Warning – There is a steep learning curve

  40. Custom .NET Workflow – The Platform • Windows Workflow Foundation • Its not just a SharePoint Platform • Built into .NET 3.0

  41. Workflow – Platform Implications • Workflow now a core .NET feature • Workflow can be ‘hosted’ anywhere • SharePoint was Microsoft’s first host (CRM 4 uses it now too) • Custom applications can host it as well • Standardized Format • XML based file format (XOML) • Widespread Availability

  42. Review • Workflow Overview • In 5 easy steps! • MOSS OOB Workflows • What they can/can’t do • SharePoint Designer Workflows • Good middle option for Workflow Development • Advanced Workflow Options • 3rd Party • Code it up!

  43. Questions?

  44. Thanks for coming! http://www.sharepointia.com

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