Microsoft SharePoint and Workflow - SharePoint Saturday Sacramento

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K2 Confidential WWW.K2.COM PRESENTED BY: WF 101 SharePoint 2010 and Workflow May 19, 2011 ROY HIGGS TECHNICAL SPECIALIST [email protected]

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Transcript of Microsoft SharePoint and Workflow - SharePoint Saturday Sacramento

Page 1: Microsoft SharePoint and Workflow - SharePoint Saturday Sacramento

K2 Confidential WWW.K2.COM

PRESENTED BY:

WF 101SharePoint 2010 and Workflow

May 19, 2011

ROY HIGGS

TECHNICAL SPECIALIST

[email protected]

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> K2 is a platform for automating process-driven applications> Founded in 1997 - 300+ employees> Global presence; headquartered in Redmond, Washington> 2,500+ customers worldwide, including 15 percent of the Fortune 100> Customers in more than 54 countries, over 1 Million Users > Deep Microsoft Partnership as a Global Independent Software Vendor (ISV)

WHO IS K2?

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• Workflow Overview• Build a Workflow - Demo

AGENDA

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DEFINING TERMS

Workflow - The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.

Business Process - A set of one or more linked procedures or activities which collectively realize an objective or policy goal in the context of an organizational structure defining functional roles and relationships.

Business Process Management (BPM) – The practice of developing, running, performance measuring, and simulating Business Processes to effect the continued improvement of those processes. Business Process Management is concerned with the lifecycle of the Process Definition.

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To improve service

To introduce greater efficienciesor improved productivity

To reduce operational costs

To improve organizational agility

To improve the visibility ofProcesses

To meet regulatory requirementsor legal compliance issues

Productivityimprovements

Better customerservice

Improves knowledgesharing

Greater accuracy

Cost savings

Improvedmanagement control

Enhanced team working

Helps with legalcompliance issues

2.0 2.5 3.0 3.5 4.0 4.5 5.0 0% 20% 40% 60% 80% 100%

4.04

3.92

3.60

3.24

3.12

3.04

90%

88%

88%

80%

78%

76%

66%

62%

What are the main reasons your organization is using, or plans to use, workflow, business process management, document

management or content management technology?

What do you see as the key benefits of workflow, document management and content management technology?

On a scale of 1 to 5, where 1 = "not important" and 5 = "very important"

Percentage of respondentsNote: respondents could choose more

than one optionSource: PMP Research

Reasons Why Expected Benefits

WHY BPM / WHY WORKFLOW

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PRESCRIPTIVE

Document routing

Approvals

Simple forms

Review and Approvals

Rework

Submitter

Notification

Solutions

• Document Approval

• Time Sheets

• Expense Reports

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PRESCRIPTIVE

Document routing

Approvals

Simple forms

Business application

Complex routing

Dynamic logic

External data sources

Integrated reporting

Review and Approvals

Rework

Submitter

Notification

Solutions

• Policy & Compliance Review

• Help Desk

• Customer Onboarding

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Document routing

Approvals

Simple forms

Business application

Complex routing

Dynamic logic

External data sources

Integrated reporting

PRESCRIPTIVE ASSISTIVE

Core processes

Non-linear process

Visibility by stage

Performance metrics

Adhoc

Audit

Checklists

Review and Approvals

Rework

Submitter

Notification

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WORKFLOW SOLUTION COMPLEXITY

Capa

biliti

es &

Com

plex

ity

Effort

Documents

Lists

Sites

RecordsList Forms (InfoPath)

BCS

InfoPath

ASP.NET

Web Services & WCF

General DALReporting & BI

SPD Workflows

OOB Workflows

WF Workflows

SharePoint Users Power UsersDevelopers/Admins

Developers

SearchPublishing

.NET Development

Highest Adoption

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• Solution Technology Selection

Requ

irem

ents

Process

Forms

Data Sources

Reporting

Requirements

•Rules•Users•Notifications•SLA / Escalations

•Archiving•Data Dependencies

•Page Flow•Form Validation•External Lookups•Data Density

•Number of Fields•Number of records•SharePoint Usage

•Number of Sources•Available API•New Sources•Source Owners

•Source Accessibility •Unstructured (Documents)•SharePoint Usage

•Logging Dashboards•Data Sources KPIs•Realtime vs Scheduled

Effor

t

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MICROSOFT SHAREPOINT 2010 & WORKFLOW

Communities

Search

Sites

Composites

ContentInsights

Workflow• InfoPath Form Services• Business Connectivity Services• External Lists• OOB Workflows• Visio Premium• SharePoint Designer• Visual Studio• API Enhancements• REST/ATOM/RSS

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• Reusable Workflows• Not bound to a single list or content type• Portable across environments e.g. from dev to production• Ultimately owned by a content type but can be associated with “All” content types• Should be the most common type of workflow created going forward

• Site Workflows• Associated with site as owning container• Can run on any item with a site e.g. the site itself, one or more lists, one or more list items• Typically a specific solution to a niche problem where a reusable workflow can’t be used

• List Workflows• What we had in SharePoint 2007• Attached to a single list• Not portable• Generally should not be used anymore

TYPES OF WORKFLOWS

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HIGH-PRIVILEGE WORKFLOWS

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List Events• List is being Added/Deleted• List was Added/Deleted

Workflow Events• Workflow is Starting• Workflow was Started/Postponed/Completed

Web Events• Site is being Provisioned/was Provisioned

List Email• List received an email message

NEW SHAREPOINT EVENTS

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NEW ACTIONS

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NEW CONDITIONS

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• SharePoint 2010 is based on the .NET Framework version 3.5

• Thus, all workflows in SharePoint 2010 are not Workflow Foundation 4.0 Workflows

• Actions exposed to users is still Yes/No within non-developer designers

• Workflow history still maintained within lists that have an inherent shelf-life

WHAT’S NOT NEW

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New SharePoint Workflow stencil-set for Visio Premium

VISIO 2010 AS A WORKFLOW DESIGNER

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Caveats• 10 Nested If’s• Uses new SPD Stencils and requires Visio 2010 Premium• No recursion (back to parent or re-work steps)• Only outcomes are ‘Yes’ or ‘No’

VISIO 2010 AS A WORKFLOW DESIGNER

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Visualization of workflow status via Visio Services

VISIO SERVICES AS WORKFLOW VISUALIZATION

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• From Visio, migrate into SharePoint Designer 2010 as a reusable workflow

• Once deployed, it can be saved to a template• The template can then be imported into Visual Studio 2010 and

modified

VISIO 2010 PROCESS DEPLOYMENT

File system

WSP

Deploy Package

Save to File System Create New ProjectImport WSP

Visio

VWI

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QUESTIONS?