meeting #123 welcome to the minnesota sharepoint user group march 11 th, 2015 business process...

Meeting #123http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

March 11th, 2015

Business Process Automation Using SharePoint Forms and Workflow

Don Donais

Donald Donais


Agenda

• MNSPUG Information• What is Business Process Automation?• BPA Crawl• BPA Walk - Forms• BREAK• BPA Walk - Workflow


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


MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Currently Looking for Sponsorships!

Sponsorships Levels:• Gold Sponsorship -

$500• Silver Sponsorship -

$250

SharePoint User Group Support

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/


MN SharePoint Users Group Website

• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]

mailto:[email protected]


Social Networking

• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page

http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

• Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/

http://www.linkedin.com/groups?gid=1878792

https://www.yammer.com/mnspug/

https://www.yammer.com/mnspug/


Upcoming Schedule

• Next Meeting April 8th, 2015 – MNSPUG User Case Study Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina

Calling All Members!User Case Studies for April 2015

Criteria:• Please Submit By March 25th

• Solution using SharePoint• Does Not Have to Be Large Project

• Solved a Given Business Issue

Email: [email protected]

http://www.sharepointmn.com/


Local and Online EventsSPChat through SharePoint Community – Online http://sharepoint-community.net/ March 19th – Branding Office 365 & SASS (Stefan Bauer)March 31st – SharePoint, JavaScript & Client-side Development ( Marc Anderson)

Minnesota Woman in SharePoint – March 17th, 2015 4-6 p.m. – Michael Foodshttp://bit.ly/1E8L8Tu

SharePint – March 26th, 2015 930 p.m.http://www.meetup.com/Minnesota-SharePoint-SharePint/events/219997196/

TechFuse Conference – April 21st, 2015 in Minneapolishttp://www.techfusemn.com/Event/TechFuse/Default.aspx

Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinoishttp://ignite.microsoft.com/

SharePoint Saturday Twin Cities – Oct 24th at Normandale Community College, Bloomington, MNhttp://spstc.com

Anything Else?

http://sharepoint-community.net/

http://sharepoint-community.net/

http://bit.ly/1E8L8Tu

http://bit.ly/1E8L8Tu

http://www.meetup.com/Minnesota-SharePoint-SharePint/events/219997196/




http://www.techfusemn.com/Event/TechFuse/Default.aspx

http://www.techfusemn.com/Event/TechFuse/Default.aspx

http://ignite.microsoft.com/

http://ignite.microsoft.com/

http://spstc.com/


Evaluations & Giveaways!


Vendor Sponsored Lunch Today

• Nintex Forms and Workflow


Presenter


Donald Donais• Solutions Architect – Portals• Family: Married to Kelli, Mackenzie (13), & Mitchell

(10)• Twitter: @dondonais• LinkedIn: http://www.linkedin.com/in/ddonais/• Email: [email protected]• Blog: http://talesfromitside.wordpress.com• Drummer: When I am not working!


Poll

• SharePoint Version 2007 – WSS, MOSS 2010 – Foundation, Standard or Enterprise 2013 – Foundation, Standard or Enterprise SharePoint Online/Office 365

• Work Roles SharePoint Administrator SharePoint Developer SharePoint Power User Business User Other


Approaching Business Process Automation


What Makes Up BPA?

• Form Input Information Into

System Dynamic Content Areas Conditional Formatting

• Workflow Automation of a Business

Process Conditional Based on Form

InputWorkflow

Forms


Business Process Management

A series of Actions, directed toward a specific

aim or goal

What is a Process?

Activities or set of Activities that

accomplish Business Goals

What is Business Process?

Systematic approach looking at org workflow more effectively,

by reducing human error

What is Business Process

Mgt?


Business Process Automation – Governance

• Define How Implementing Forms & BPA How Are You Approaching Workflow Automation Decide on a Forms Strategy

• Define Rationale for Automation Important that Rationale Connect Back to Company Goals and

Vision• Definition of Roles and Training Around Solution

Who Will Create the Custom Form and Workflow Within the Site Training – Example: No One Receive SharePoint Designer Until

Trained• Define Who Will Maintain and Associated Costs

IT vs. Business Typically – Whomever Creates will have to Maintain


Business Process Automation - Tips

• Business Analysis Process Start with Defining Business Process Include Touch Point Such as Email, Task or Database Connection

• Define The Fields and Conditions/Rules for Form Ensure to Include Any Fields Needed for Workflow

• Build In Flexibility to Account for Anomalies• Define the Initial Investment• No Need to Automate Every Step of Process• Make Sure to Factor in the Human Element to the Automated

Process


Answer These Questions

Is There a Workflow Involved?

• Translation of Business Process into SharePoint Workflow/Forms

What is needed in the form?• Fields for Form Information• Fields for Workflow• Interactivity within the Form• Data Connectivity• Browser vs. Client

What is the Overall Solution?

• SharePoint List and/or Workflow

• InfoPath Form and/or Workflow• .NET Form and/or Workflow• 3rd Party Form and/or Workflow


Understanding The Workflow Lifecycle

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

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

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

• Termination End an instance of a workflow

• Remove Association

Association Initiation Running Termination Remove Association


Business Process Diagram Example


Translate Form Into Fields


Approaching SharePoint Workflows - Crawl, Walk, Run…


Crawl• Start With an Smaller Group to Start

Work Towards More Sites Implementing• Start Defining Business Process Automation for Organization• Use of Out of the Box Forms

List Forms Content Types/Metadata

• Use of Out of the Box Workflows Associated to List or Library (2007) Associated to the Content Type (2010+)


Walk• Continue Development of Business Process Automation for

Organization Working Towards a Business Process Management Solution

• Introduce SharePoint Designer Workflows CodePlex Actions

• InfoPath Create Dynamic Forms

• Introduce 3rd Party Workflow Tools• Use Visio Services to Visualize Business Processes (2010+)

Component of SharePoint Designer 2010+


Run• Continue Business Process Management Development and

Implementation• Develop More Robust Workflows & Dynamic Forms• .NET workflows• Integrated Systems

External Data Sources• Custom .NET Actions and Conditions for SharePoint Designer• Advanced 3rd Party Forms & Workflow Tools


How Complex? – It Depends!

• 80% Complexity and Above

Custom Workflow (

Visual Studio)

• 20% - 80% Complexity

3r

d Party Tool (Nintex, K2, etc.)

• 5-20% Complexity

Simple Customized (SharePoint Designer)

• 0-5% Complexity

Simple (

Metadata, OOB, Approvals, Etc.)

Richard Harbridge - http://www.rharbridge.com/?p=1134


Why Workflow?

• One Version of the Truth Emailed Attachment!

• Increased Productivity Inbox Explosion Tracking in One Place If Someone is Out!

• Keep Employees Focused Automated Reminders for Tasks One Place to Find Everything Related to Business Process

• Auditability


Examples of Business Process Automation

• Expense Reimbursement• Employee Onboarding• Employee Review Cycle• Budget Cycle• Company Related News and Announcements Approval• Publishing Process for Client Documentation• Paid Time Off Request• Training Sign Up• Etc.


Crawl


SharePoint Workflow OOB Options• Approval

Document Routing for Approval Approve, Reject, Reassign or Request Changes

• Collect Feedback Document Routing for Review Review Feedback is Aggregated for the Owner

• Collect Signatures Works with Microsoft Digital Signatures Found within Office

• Disposition Approval Document Expirations and Retention Connected to Information Management Policy

• Publishing Approval Found within Publishing Sites Used Primarily with Web Page Content

• Three-State Primarily Used to Trade Progress Needs a Choice Field


Site Content Types

Approval

Collect Feedback

Collect Signatures

Disposition Approval

Lists and Libraries

Approval

Collect Feedback

Collect Signatures


Content Mgt Lists and Libraries

Content Approval

Publishing

Publishing Approval

*WSS 3.0

Out Of the Box SharePoint 2007


Site Content Types

Three State*

Approval – SharePoint 2010

Collect Feedback – SharePoint 2010

Collect Signatures – SharePoint 2010


Lists and Libraries

Three State*

Approval – SharePoint 2010

Collect Feedback – SharePoint 2010

Collect Signatures – SharePoint 2010


Content Mgt Lists and Libraries

Content Approval

Publishing

Publishing Approval

* SharePoint Foundation

Out Of the Box SharePoint 2010 & 2013 Online and On-Premises


SharePoint Form OOB Options

• Content Types/List Form Metadata Displayed in List Form Few Options for Customization

• Need to Use SharePoint Designer (2007 & 2010) No Rules or Conditions

• Unless Using SharePoint Designer (2007 & 2010)• Tip!

Use Multiple Content Types in List/Library Form Changes Based on Content Type Use Workflow to Automate Switching Between Content Types Sarah Haase: http://bit.ly/ctworkflow & http://

bit.ly/ctvisualapproach

http://bit.ly/ctworkflow



http://bit.ly/ctvisualapproach

http://bit.ly/ctvisualapproach


Demo• SharePoint Out of the Box Workflow Configuration• Content Type as Forms


Walk - Forms


SharePoint and Forms Debate!

• InfoPath Cornerstone of SharePoint Form Automation End of Support Is 2023 Still Will Be Available and Supported in SharePoint 2016

• Alternatives Include Access Web App - http://bit.ly/1Exqwa3 Word Forms - http://bit.ly/1HuHfcp Excel Surveys - http://bit.ly/1NEu2SS Forms on SharePoint Lists (FOSL)- Recently Discontinued Good Read Options: http://bit.ly/infopathalt

http://bit.ly/1Exqwa3

http://bit.ly/1Exqwa3

http://bit.ly/1HuHfcp

http://bit.ly/1HuHfcp

http://bit.ly/1NEu2SS

http://bit.ly/1NEu2SS

http://bit.ly/infopathalt

http://bit.ly/infopathalt


3rd Party SharePoint Forms Applications

• Forms 7 – Mark Rackley Light Weight Application Use SharePoint 2007 – 2013 & SPO Utilizes HTML, JavaScript and CSS Code to Create the Forms http://bit.ly/rackleyforms7

http://bit.ly/rackleyforms7

http://bit.ly/rackleyforms7



• K2 – Forms Drag and Drop Features Rules And Conditions Connect to External Data Connect With Workflow SharePoint 2007 – 2013 and

SharePoint Online Standalone Server Install



• Nintex – Forms Drag and Drop Features Rules And Conditions Connect to External Data Connect With Workflow SharePoint 2007 – 2013 and

SharePoint Online Installed on SharePoint

Server Mobile Forms – Hosted in

Azure


What Is InfoPath?• Drag and Drop Experience

WYSIWYG• InfoPath Forms Divided Yet United

Template = .xsn Data = .xml

• Data Permanently Connected to Template Template Changes – So Does the XML In Other Words – Delete a Field, There Goes Your Data

• Client Options InfoPath 2007 = One Application InfoPath 2010 & 2013 = Designer and Filler Applications

• Using InfoPath Customize a List Form Using InfoPath – SharePoint 2010, 2013 & Online Forms Library – All Versions


Validation

• Create Custom Validation Scenarios• Require Something to Exist• Validate the Format


Formulas

• Functionality Without Coding• Compare Fields• Change Field Values• Work with Dates/Times• Simple Math Functions• Retrieve User Name (userName)


Rules

• Based on Formatting or Action

• Actions Include: Set a field’s value Query for Data Submit data Send Data to Web Part (2010 &

2013)

• Use Conditions to Control When the Rule is Used


Views

• Different Layouts Possible

• Still Based on the Same Data

• Not All Fields Need to be Displayed ‘Read Only’ View Print View

• Restrict View to a Specific User Role


Web Based Forms

• SharePoint 207-2013 InfoPath Form Services• Fill Out Forms Via the Web

InfoPath Client NOT Required• .NET Code-Behind Supported

Requires Publishing to Forms Server• Smart Client Only Features:

Most Controls Filters, Roles, Conditional Formatting, Rules and Validation Some Script, Custom Task Panes


Demo• Customize SharePoint List with InfoPath• InfoPath Form Library


End Result - Workflow Process

• Expense Report Routing If Grand Total Less Than $500 Automatically Approve If Grand Total is Between $500 and $1000 then Manager

Approval If Grand Total is More than $1000 then Manager and Finance

Approval


Walk - Workflow


SharePoint Designer

• Application Used to Customize Out of the Box SharePoint• Based on Microsoft FrontPage• Used for Branding, Creation of Lists/Libraries, Custom Content Types, Web

Part Pages, etc.• Includes the Ability to Designing Custom Workflows• Utilizes a What You See Is What You Get (WYSIWYG) View

2007 – 2010 2013 Removed This View of the Content

• Can Also Access SharePoint Page Code Customize Cascading Style Sheets (CSS) Customize Master Pages Create Custom Pay Layouts


SharePoint Designer 2007

• Next version of FrontPage!• UI comprised of multiple panels• Only Compatible with SharePoint 2007 (all versions)

• Allow Users to Create Workflows• Associate Workflow to List or Library• Workflow Designer• Conditions & Actions – Augmented by CodePlex


SharePoint Designer 2007 Workflow



• Redesigned for SharePoint 2010• New UI• Only Compatible with SharePoint 2010• Allow Users to Create New Workflows• Associate Workflow to List, Library or Reusable (Content Types)• Import/Export to Visio Professional• New Workflow Designer Wizard• New Actions and Conditions Include:

Assign Item for Approval or Feedback Set Workflow Status Permission Setting – Inherit, Remove, Replace or Impersonate Lookup Manager of a User If any values equal value If current item field equals value



• Designed Only for SharePoint 2013• Similar UI to SharePoint Designer 2010• Allow Users to Create New Workflows• Associate Workflow to List, Library or Reusable (Content Types)• Use Visio 2013 Professional for Visual Designer• New Actions and Conditions Include:

Start Workflow Action – Call a SharePoint 2010 Workflow Stages- Specify a Stage to Go To On a Condition Loop n Times and Loop with Condition


3rd Party Workflow Applications

K2• Visual Designer Based • Implement Workflow Logic

Without Code• Also has Visual Studio Integration• Rich Visual Designer from

SharePoint WYSIWYG Editor

• Connect to Active Directory or Line of Business Data Sources

• Higher End Workflow Capabilities• Standalone Server Install


Nintex

• Works with SharePoint 2007 – 2013 and Online

• Expand Workflows Beyond SharePoint Designer

• Implement Workflow Logic Without Code

• Rich Visual Designer from SharePoint WYSIWYG Editor

• Connect to Active Directory or Line of Business Data Sources

• Installed on SharePoint Server


Demo• SharePoint Designer Text Designer• SharePoint Designer Visual Designer


Workflow Process

• Expense Report Routing If Grand Total Less Than $500 Automatically Approve If Grand Total is Between $500 and $1000 then Manager

Approval If Grand Total is More than $1000 then Manager and Finance

Approval


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Online Participants Eval

http://1drv.ms/1v2Ou8k

• Today’s Presenters:• Don Donais

Thanks for coming!

