SharePoint 2013 for Business Process Automation

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Course No. 12966 888-928-0444 Page 1 of 5

SharePoint 2013 for Business Process Automation

Course Number: 12966

Category: SharePoint

Duration: 3 Days

Course Description

This three-day instructor-led course teaches business professionals how to take advantage of SharePoint 2013's robust automated business processes. This course is designed to provide students with a deep dive into

SharePoint automation ranging from working with documentation to managing records to full workflow processes and task tracking. Users that have some SharePoint knowledge will find this class perfect for learning and building on advanced SharePoint topics. The discussion begins with a quick review of SharePoint 2013 core concepts such as out-of-the-box apps. This session uses real-world scenarios and goes into detail on how to fully utilize Content Types that not only save users time and effort, but also allow business users to more efficiently organize, manage and handle important content. From there, the class transitions into Enterprise Content Management and SharePoint's toolset designed specifically for automating repetitive, everyday tasks. Students will learn the tools essential to automatically manage large sets of documents, record management, compliance and liability, and easily locate key documents. Once students have a solid foundation of basic and advanced tools, the class shifts to web based forms using InfoPath. In this section students explore form creation in InfoPath by creating List based forms as well as Library based forms. Students learn about InfoPath page design templates, how to use tables for layouts, and how to apply themes for branding. Students will also learn about field creation and form controls in InfoPath. The class will then explore more advanced InfoPath tools for validating user data entry in real time and formatting data based on user entry. Action based rules will also be covered for more advanced topics such as prepopulating fields for users, running server-side data calculations, and querying data connections. This section wraps up with the InfoPath Form Web Part in the web browser.

Next the course will explore the world of workflow. SharePoint 2013 workflow provides users with many exciting tools for fully integrated automated solutions. This class will use a real-world approach to out-of-the- box workflows for approval, feedback, issue tracking, collecting digital signatures and record retention processes. Students will learn how to implement a workflow from SharePoint Apps such as Lists and Libraries, from Content Types for specialization and from SharePoint Sites. Users will experience how workflows are integrated with Microsoft Office to create a seamless end user experience. This class will also study the methods of modifying workflow templates, as well as producing powerful custom workflows from scratch using

SharePoint designer to solve actual issues in the work place. Students will learn how to assign events to start a workflow, apply logic through conditions, and employ actions as basic units of work. This course will additionally cover how to customize workflow email to create a rich, dynamic message complete with branding and layout.

Students will learn the updated workflows of SharePoint 2013 compared to its predecessors, specifically the addition of loops and conditional stages.

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Overview (Continued)

Finally, students will learn how the many components of SharePoint 2013 come together to create a complete platform. This class will discuss the difference between a Site and a Page, as well as the Page types available in SharePoint 2013. Students learn about Web Parts, specifically which Web Parts are designed with automated processes in mind. They will also create Pages combining the power of Web Parts together with SharePoint Apps for tracking of important business activities. Each section of the class is followed up by practical and relevant hands-on exercises completed in a fully functional SharePoint 2013 Enterprise environment.

Objectives

Successful completion of this course will increase your knowledge and ability to:

• Empower users to focus on the work that matters instead of the process of how the work gets done

• Develop organizational efficiency through automation of repetitive tasks

• Automation contributes to a more consistent user experience

• Save your organization time, effort and money

• Organize, manage, and handle content consistently across your business

• Easily track processes from beginning to end

• Simplify user discovery of important content

• Help enforce compliance with government and legal regulations, or internal business processes

• Identify important information for record retention

• Focus on real world user application

Course Outline

1. Working with Sites

a. Definition of a Site – Why do we create new Sites?

b. Site Components revisited

c. Site Templates explained for Business Process Automation

• Team Site

• Project Site

• Records Center

• Document Center d. Site Settings and Features e. Creating Sites

• Initial Settings: Title, URL, Template, and default Permissions and Navigation

• Default layout based on template selection

• Editing Navigation: Top Link Bar and Quick Launch

• Site Settings

• Tree View

Lab 1: Creating a Site Structure – BPA Example

• Create a Site Collection Top Level Site

• Default Groups and Permissions

• Settings and Features

• Create Child Sites – BPA Example

• Simple site branding: Title, Logo, Composed Looks

• Navigation 2. SharePoint Lists a. What are Lists?

b. Using Lists to manage Business Processes Automation

c. Available List Apps

d. Creating Apps using List templates

• Creating common Lists from templates

• Building a Custom List

• Importing from Excel e. Working with the Tasks List App

• Parent/Child Tasks

• Using the Timeline

• Using the different Views f. Working with Issue Tracking

g. Working with Key Performance Indicator (KPI) List

• KPI from SharePoint List

• KPI from Excel Spreadsheet

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Course Outline (Continued)

h. Advanced List Topics

• Validating a List Column

• Advanced Settings

• Deleting Lists

• Saving as a Template

• Enterprise Keywords

• Using Alerts i. Working with Views

• Exploring existing Views

• Creating a new View

Lab 2: Working with Lists in the SharePoint BPA Site

• Create Lists in the SharePoint BPA Site 1. "BPA" Tasks

2. "BPA" Calendar 3. Custom "Classes" List 3. SharePoint Libraries

a. What are Libraries?

b. Using Libraries to manage document information lifecycle in the Enterprise

c. Library Architecture

• Content Types- Documents

• Metadata

1. Importance of Metadata 2. Folders vs. Metadata 3. Columns/Fields Types

• Views

d. Available Library Apps

e. Creating Apps using Library templates

• Creating a Document Library

• Creating a Report Library f. Using Version Control

• Major Versions

• Major and Minor Versions

• Content Approval g. Advanced Library Topics

• Validating a List Column

• Advanced Settings

• Deleting a Library

• Saving as a Template (with content)

• Generating a File Plan Report h. Working with Views

• Exploring existing Views

• Creating a new View

Lab 3: Working with Lists in the SharePoint BPA Site

• Create Libraries in the SharePoint BPA Site 1. Create a Document Library

2. Upload documents and create new documents

3. Enable Version Control

4. Work with documents with Version Control

5. Create a File Plan Report 6. Create a Reports Library 7. Upload and work with reports 4. Content Types

a. What are Content Types?

• Site Columns

• Content Types

• Document Sets

Lab 4: Working with Site Columns and Site Content Types

• Create Site Columns in the SharePoint BPA Site

• Create Site Content Types in the SharePoint BPA Site

• Allow Management of Contents in Document Library

• Explore Content Types 5. Enterprise Content Management a. Importance of ECM – What is ECM?

b. Folders vs. Metadata

c. Views and Metadata Navigation

• Metadata Navigation Settings

• Configure Hierarchies and Key Filters d. Default Column Values

e. Information Management Policies

• Retention

• Auditing

• Barcodes

• Lables

f. In-place Record Management

• Record Declaration Settings

• Manual Record Declaration g. File Plans

• Identify Kinds of Records

• File Plan Settings

• Creating File Plan

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Course Outline (Continued)

h. Record Management

• Record Center Site

1. Create Lists and Libraries 2. Adding Existing Content Types 3. Information Management Policies I. Content Organizer

• Content Organizer Settings

• Create Routing Rules for Content Types j. Document ID Service

• Enable and Configure Use of Document IDs in a Site Collection

K. Managed Metadata

l. Managed Metadata Navigation Lab 5: Working with Enterprise Content Management

• Create Views in a Document Library

• Enable Metadata Navigation in a Document Library

• Enable Default Column Values in a Document Library

• Enable Information Management Polices in a Document Library

• Configure In-place Records Management in BPA Site

• Create a File Plan

• Configure Content Organizer in BPA Site

• Configure Document ID Service in BPA Site

• Create Managed Metadata in BPA Site

• Enable Managed Metadata in a Document Library

• Create and Configure Managed Metadata Navigation

6. InfoPath Form Services a. What is InfoPath

• InfoPath Form Filler

• InfoPath Form Designer

• The Future of InfoPath b. Creating List based InfoPath forms.

c. Working with Library based InfoPath Forms.

d. InfoPath page design, layout, and themes.

e. Using tables for advanced layout.

f. InfoPath Fields and Form Controls.

g. Managing Rules

• Validating Data

• Formatting Data

• Actions

1. Query for Data or Submit to a Data Connection

2. Set a Field Value 3. Switch Views h. Publishing InfoPath Forms I. InfoPath Form Web Part

LAB 6: Working with InfoPath Form Services

• Create an InfoPath Form from a List

• Create an InfoPath Form and Publish to a Library

• InfoPath Form Web Part

7. Discussion of Alternatives to SharePoint Forms a. Nintex

b. K2 c. Formotus

VIII. SharePoint Designer a. What is SharePoint Designer?

• History

• Versions

• Basic User Interface

b.Common Uses of SharePoint Designer

• Site Creation

• User Groups and Permissions

• Lists and Libraries 1. Columns 2. Views

3. Content Types

• Site Columns

• Site Content Types

• Workflows

LAB 7: Working with SharePoint Designer

• SharePoint Designer Basics

8. Business Process Automation using Workflow a. Out-Of-The-Box Workflow

• Approval Workflow

• Feedback Workflow

• Digital Signatures Workflow

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Course Outline (Continued)

• Three State Workflow

• Publishing Workflow

• Disposition Workflow b. Workflow Settings

• Task List

• History List

• Adding Users to Workflows

1. Serial Workflows vs. Parallel Workflows

2. Stages

• Due Dates

• Duration Per Task

• Content Approval c. Workflow administration

• Manually Starting a Workflow by an Authenticated User

d. Workflow Creation from the Web Browser

• List/Library Workflows

• Content Type Workflows

• Site Workflows e. Complete a Workflow Task

Lab 8: Employing Out-of-the-box Workflows

• Creating List/Library Workflows

1. Creating an Approval Workflow 2. Creating a Feedback Workflow

• Creating Content Type Workflows 1. Creating a Digital Signature

Workflow

2. Creating a Three-State Workflow

• Creating Site Workflows 9. Creating Custom Workflows

a. 2010 Custom Workflows supported in 2013

• Create Rules Based Workflows 1. Steps

2. Actions 3. Conditions 4. Events b. 2013 Workflows

• Changes from 2010 Custom Workflows

• Create Rules Based Workflows 1. Stages

2. Actions 3. Conditions

Lab 9: Creating Custom Workflow with SharePoint Designer

• Creating a 2010 Custom Workflow

• Creating a 2013 Custom Workflow 10. Advanced Workflow Topics

a. Email Customization

• Layout, Markup, and Branding b. Creating Custom Workflow Forms

• Modifying InfoPath Forms Used in Workflows

c. Workflows and Quick Parts

• Creating Reusable Content in Word for use in Workflows

d. Initiation Forms

• Collection Information from Users to Reference in Workflows

e. Workflow Variables

LAB 10: Advanced Workflow Topics

• Working with Advanced Workflow Topics

• Email Customization

• Creating Custom Workflow Forms

• Workflows and Quick Parts

• Initiation Forms with Workflow

• Workflow Variables

11. Customizing a SharePoint Environment for Business Process Automation

a. Pages

• Page Types

• Choosing the right Page type

• Creating Pages b. Web Parts

• What are Web Parts

• Using the common Web Parts

• Web Part properties c. Page Design

• Creating Pages

• Page layout

• Placing components on your Page LAB 11: Customizing your BPA Site

• Creating a new Page

• Configuring Pages and Web Parts for BPA 12. Classroom Q&A