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Using SharePoint Designer 2013 to create Workflows: Present & Future Penelope Coventry

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Using SharePoint Designer 2013 to create Workflows Present and Future


  • 1. Using SharePoint Designer 2013 to create Workflows: Present & Future Penelope Coventry
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  • 3. Speaker Bio PPP Consulting Ltd Microsoft MVP SharePoint Server MCSE: SharePoint Independent Consultant Author/Co-author of 10+ SharePoint Books Trainer Worked with SharePoint since 2001 Based in UK, work in Europe & US Blogs/Web Site http://www.sharepointdesignerstepbystep.com/ Twitter: @pjcov
  • 4. Agenda Change Request Process Advance Task Actions Loops SharePoint 2013 Solution
  • 5. Change Management Process: How You Think It Works 1.IT Support Raises Change Request 2.Change Request Approved by Technical Reviewer (TR) 3.Change Request Approved by Change Control Board (CCB) 4.Change Completed 5
  • 6. Change Management Process: What Really Happens IT Support raises change request Technical Reviewer wants more information IT Support provides information Technical Reviewer approves change request Change Control Board rejects change request IT Support amends change request Technical Reviewer rejects change request IT Support who is dealing with the change is on leave and change request passed to another IT Support Person And so on 6
  • 7. Demo: Change Management Change Request Technical Review Change Control Board Research Needed
  • 8. Change Request Solution: Walkthrough SHAREPOINT 2010 WORKFLOW
  • 9. Agenda Change Request Process Advance Task Actions Loops SharePoint 2013 Solution
  • 10. Key Component: Advanced Task Actions Not available in SharePoint Foundation Deprecated in 2013 but still present in 2010-style workflows Based on in-the-box approval workflows Start Approval Process Start Feedback Process Start Custom Task Process (build your own) Can modify in SharePoint Designer Included as Sub Process within your Workflow Your Workflow pauses until Task Action Completes 10
  • 11. Start Task Action Behaviour Behaves like Built-in Workflow, e.g., Approval SharePoint 2010 Includes o o Basic Workflow Conditions/Actions New category of task actions Needs to be Configured o o o Reviewers Serial (Default) or Parallel Dates for Task Completion 11
  • 12. Task Process Model 12
  • 13. Three Levels Of Customization Behaviour of Over All Task Process o o o o When the Task Process Starts When the Task Process is Running When Item is Deleted When Item is Changed When the Task Process is Cancelled When the Task Process Completes Behaviour of Single Task o o o o o Before a Task is Assigned When A Task is Pending When A Task Expires When A Task is Deleted When A Task Completes Completion Conditions for Task Process o Run every time an individual Task item is completed. 13
  • 14. Task Behaviour Actions End Task Process Set Content Approval Status (as author) Wait for Change in Task Process Item Wait for Deletion in Task Process Item Set Task Field Rescind Task Append Task Delegate Task Escalate Task Forward Task Insert Task Reassign Task Request a Change Send Task Email 14
  • 15. Customizing the Start Approval Process SHAREPOINT 2010 WORKFLOW
  • 16. Agenda Change Request Process Advance Task Actions Loops SharePoint 2013 Solution
  • 17. Looping Needed: Variable Loop Switch o o o No While / For / Until Yes Steps: o o o o Set Variable to Initial State Immediately Before Loop Put a Switch inside Loop Switch Evaluates Variable and Branches Accordingly When you need to Change State, Change the Value of Variable Wait for looping to occur Make Sure at Least One of the States Causes Loop to End
  • 18. Can You Do This In SharePoint 2010 Workflows? One Column to Store Current State One Startup workflow, One Workflow for each State o o o (except the workflow that caused the change to take place, of course) Each Workflow First checks State Column Workflow Instance Terminated if Not Target State This isnt practical, though o Last Step of Each Workflow sets Column Value All State Workflows Started by Modifying an Item o It effectively Starts all State workflows (other than the current one) with Every Change Complicated to Provide an Audit Trail Look to Use Advance Task Actions and One to Two associated (Secondary) Workflows
  • 19. What is A Secondary Workflow? When a Workflow (Primary) o o Adds New List Item Changes the metadata of a List Item Second Workflow is Triggered by: o o Addition Change 19
  • 20. Using a Secondary Workflow Primary Secondary New CR or CR Status Changed to CR Pending Technical Review Needed, Primary Workflow Sets CR Status Primary Workflow Stops Task Item Fields useful in a Secondary Workflow Secondary Workflow, sends email to Change Requester & waits o Task Completed o o Workflow Item ID Workflow List ID Workflow Name Secondary Workflow Stops 20
  • 21. Reusable Workflows Greatest Improvement incorporated into SPD Workflow Templates Created against a content type Associated to a list or library o o Needs more thought than when creating a list workflow o o Uses that content type Available only within site where reusable workflow created Associated columns Association form as well as possibly initiation and task forms Basis for Global reusable workflows 21
  • 22. Master & Secondary Workflows Working Together SHAREPOINT 2010 WORKFLOW
  • 23. Agenda Change Request Process Advance Task Actions Loops SharePoint 2013 Solution
  • 24. How to Redesign the Solution Benefits o o Reduce complexity Eliminate need to end workflow and ask user to restart Technique o o o Remove task processes Replace with stages and Start Task actions Establish transitions between stages
  • 25. Start Task Action
  • 26. What is a Stage? State Power On Transistion Button Clicked Event Power Off Button Clicked Stages (States) o Logical set of a tightly-coupled group of activities Transitions o Conditions that move the workflow to the beginning of another stage 26
  • 27. Benefits of Stages Fits both short and long process flows Users can validate their role in a stage Easy to add stages without major rework
  • 28. Sequential v Stage Workflows Sequential Predictable Wait, then proceed Author controls process Decisions happen within workflow Workflow directs actions Stage Event-Driven Stay at one stage until it changes Participants control process Decisions happen outside the workflow Workflow governs actions 28
  • 29. Benefits of Stages You can avoid: o o o o A lot of If-Then-Else conditions A lot of looping Very confusing diagrams GoTo statements The current stage is useful for live status updates
  • 30. SharePoint 2013 CR Workflow Initialise variables Technical Review Process If any value equals value Yes If any value equals value CCB Review Process CR Approved Workflow Completed No No If any value equals value Yes Yes CR Denied Yes If any value equals value No Yes Research Needed No If any value equals value No 30
  • 31. Redesign Change Request Solution SHAREPOINT 2013 WORKFLOW
  • 32. Questions 32
  • 33. Useful Links Workflows in SharePoint 2013 o o SharePoint 2013 workflows in Visio o http://blogs.office.com/b/visio/archive/2012/11/12/sharepoint-2013-workflowsin-visio.aspx How to create a SharePoint Designer 2013 workflow with app step o http://blogs.msdn.com/b/sharepointdesigner/archive/2012/11/22/exampleworkflow-with-app-step-usage.aspx Demand Management, Now with SharePoint Designer o http://technet.microsoft.com/en-us/sharepoint/jj556245.aspx http://msdn.microsoft.com/en-us/library/jj163986.aspx http://blogs.office.com/b/project/archive/2012/09/18/demand-managementsharepoint-designer-project-server.aspx Whats new in Microsoft Office Developer Tools for Visual Studio 2012, from a workflow development perspective o http://www.sharepoint-reference.com/Blog/Lists/Posts/Post.aspx?ID=28 Getting started developing Project Server 2013 workflows o http://msdn.microsoft.com/en-us/library/office/ee767694.aspx
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