SharePoint 2010 for business needs? How to create easily Workflows and

present with Visio in SharePoint 2010

Levente Veres23.03.2012

IN YOUR ZONE

About Me

What I do :• System & Business analystPast:• Solution Consultant• Business Process Management• IT Manager, PM, Developer• System administrator

Hobby:• I like to be Scrum Master, I like Kanban• Reading and apply: Leadership skills, Motivational approaches, Innovations• Continuous learning

“Remember, the greatest enemy of learning is knowing. And the goal of all learning is action, not knowledge.”

John Maxwell

Don't tell people how to do things, tell them what to do and let them surprise you with their results.

George S. Patton

• See the problem.

•Overview SharePoint 2010

• SharePoint Designer 2010 & WF

•Alternatives

• See in the action …

• KISS

Agenda

3

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The Story

O n c e u p o n a ti m e …

happily until their …

A Business Man dream:

“I want to travel with my family from Cluj-Napoca to Roma, to relax in Toscana some day, drink a Bootle vine near Garda Lake …”

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The Story

. . a n d i t h a p p e n s …

The Tech Man ….

“I have the solution, you need the big, the number one, the special one, the ….”

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The Story

… t h i c k e t t o t h e …

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The Story

. . B u t t h e t e c h m a n d o n ’ t l i s t e n …

The business man ….

“Yes I can buy a ticket for a plane but I would like to see more countries, cities and I what to travel now like in my youth, so the SOLUTION is … ?”

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The Story

. . . N e w i d e a o f t e c h m a n …

The SOLUTION =

TRAIN =

Speed, Luxury, Travel

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The Story

. . . W h e n t h e b o s s i s a b o s s …

"You don't understand. I want to be

surprised...astonish me, sport, new info, don't care

where or how you get it, just get it..."

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The Story

W h a t i s t h e S o l u ti o n ? ? ?

"Show Me the Money."

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The Story

T h e p o s s i b l e s o l u ti o n …

“There is no real ending. It’s just the place where you stop the story.” Frank Herbert

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Sharepoint Server 2010

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SharePoint Server 2010 Architecture

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Today we speak about

NOT about a programmatically created Workflows

About SharePoint Workflows

About SharePoint 2010 Designer

Visio workflows

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Workflow tools usage cycle

Other installable packages…

Tool

s us

age

com

plex

ityU

ser knowledge requirem

ents

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Workflow authoring, deployment, and initiation process

SharePoint is a Collaboration Platform

Human or system Interaction

Flows, Process always changing = adaptation

Workflows = Management

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Workflows in Sharepoint 2010

Sequential & state machine

Declarative and compiled

Workflow templates

Workflow associations

Custom solutions

Sequential

State machine

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Reusable workflows

• Not tightly coupled to specific lists

• Associated with lists or content types

• Association columns• Promotable to “globally”

reusable• Out-of-box workflows work this

way now

Declarative Workflows

Performance improvements*

InfoPath forms for association, activation, tasks

Reusable workflows

• Content types

• Association columns

• Promotable to “globally” reusable

• Out-of-box workflows work this way now

Site workflows*

Workflows on document sets*

Impersonation steps*

Export to Visual Studio

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Workflows solutions

Out-of-Box Workflows

• Ready to use• Common

approval scenarios

Out-of-Box Customization

• 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

uncti

onal

ity

Browser Visual StudioSharePoint Designer

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Workflows Designer vs Visual StudioCapability/Requirement SharePoint

DesignerWF Workflow Designer in

Visual Studio

Workflows can be created using only actions that are approved by site administrators?

Yes No

Workflows are accessible in client applications (other than the browser)?

Yes Yes

Can use Microsoft Visio Professional to create workflow logic? Yes No

Need to write code? No Yes

Additional activities (other than those provided by SharePoint Server) are provided?

No Yes

Can create custom activities? No Yes

InfoPath forms can be used in the workflow? Yes Yes

Workflow can be modified while it is running? No Yes

One-click publishing of workflows? Yes Yes

Workflows can be deployed remotely? Yes No

Can be made available across the farm? No Yes

Can be scoped to a site collection? Yes Yes

http://technet.microsoft.com/en-us/sharepoint/ff819861

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Workflows in Sharepoint 2010 - Difference

WORKFLOW CUSTOMIZATION IN SHAREPOINT WORKFLOW CUSTOMIZATION IN SHAREPOINT DESIGNER•Specify the workflow name•Specify the associated Task list and History list•Allow the workflow to start automatically when new items are created•Allow the workflow to start automatically when items are changed•Allow the workflow to be manually started and optionally, require Manage Lists Permissions•Make the workflow approve publishing a major version of an item•Specify the approvers for the workflow•Specify the order of approval: serial or parallel•Add approval stages•Expand groups and assign tasks to each member•Specify the message in the workflow•Specify due date for all tasks•Specify duration per task and duration units: days, weeks, or months•Add users to carbon copy (CC) field•End workflow on first rejection•End workflow if document changes•Enable content approval on the workflow

•Specify workflow name, description, and owner•Enable visualizations on workflow status page•Disable automatic workflow start when new items are created•Disable automatic workflow start when items are changed•Disable manual start of workflows•Add and remove fields on the task completion form•Customize appearance and behaviour of all workflow forms: association, initiation, and task•Specify that only task recipients and process owners can read and edit tasks•Allow reassignment of tasks•Allow change requests of tasks•Change task outcome buttons, like approve and reject•Change the parameters in the association and initiation forms•Add and customize local variables used in the workflow•Change the completion conditions for the workflow•Customize each stage of the individual task – when it's assigned, pending, expires, deleted, and completes•Customize each stage of the overall task process: when it starts, running, cancelled, and completed•Add more workflow functionality above and around the approval process to integrate it into existing workflows.•Create copies of the workflow to customize.•Save the custom workflow as a template.•Publish the workflow globally so that it is available to all sites in the site collection.

http://office.microsoft.com/en-us/sharepoint-designer-help/understand-approval-workflows-in-sharepoint-2010-HA101857172.aspx

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Flow through the SharePoint development tools

Application Lifecycle Management in SharePoint 2010

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Workflow architecture in SharePoint

Witch version of .NET is supported for workflows in SharePoint 2010?

.NET 3.5 Framework

Document Set

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SharePoint Visio Services

• Browser based diagramsSharing

• Live editing and rendering of Visio documentsLiving Diagrams

• Interaction with other web parts and information.Context Aware Facilitate

Human Process

Empower information

workers

Empower organization

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SharePoint Visio Services

• Big design interface improvements• Full screen, more available context data, import/export, nested logic• It’s what we’ve been using for all of the demos so far

SharePoint Designer 2010

• Allow business analysts to design workflows• Provide graphical workflow status (Visio Services)Visio 2010

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SharePoint Visio Services

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Visio Example process

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Visio inside SharePoint example

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Action

Story: Project Management Board

Use the Designer

Dashboard & Workflow with Visio

Import / Export

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Why optimize the Workflow creation?Gartner BPM Summit (Business Process Management)

Which of the following BUSINESS PRIORITIES are driving your investments

in and development of Business Process Management? 75% answered cost savings

What are the biggest obstacles preventing you from improving processes?

56% answered lack of resources

“ fully two-thirds (66%) of BPM projects are funded by line of business, not by IT.”

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Lessons learning …

Keep it simple, Stupid! By Kelly Johnson

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“Everything should be made as simple as possible, but not simpler“ Albert Einstein

"Simplicity is the ultimate sophistication“ Leonardo

"Less is more“ Mies Van Der Rohe

“Life is really simple, but we insist on making it complicated. ” Confucius

(Kelly Johnson)

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The End

Levente Veres | System Analyst levente.veres@endava.comGmail: levente.veres@gmail.comTwitter: @bergermanus LinkedIn: http://ro.linkedin.com/pub/veres-levente/2/b40/56

thank you