June 30, 2012
San Diego Convention Center
June 30, 2012
San Diego Convention Center
SHAREPOINT DESIGNER
2010 & WORKFLOW
About Me
SharePoint Lead at Brandes Investment Partners
Originally from Texas
Proud Father and Husband
13 Years in IT
Hardware Background
MCTS, SharePoint 2010 Configuration
Blog – http://keeneonsharepoint.com
Email – keeneonsharepoint@live.com
@sdkeene
Agenda
Out of Box Opportunities
SharePoint Designer Workflow Components
Creating Custom Workflows in Designer
Demo
Real World Discussion
Poll
What SharePoint role do you play at
your enterprise?
What Is SharePoint Designer
Free Tool For Advanced Users and Developers
Revamp the User Interface
Connect with External Data
Create Custom Actions
Interoperability with Visual Studio 2010
Import/Export Visio Process Diagrams
Workflow Designer
What is a Workflow
MSDN Definition
Fundamentally, it consists of two things: the forms a
workflow uses to interact with its users and the logic that
SharePoint Out of Box Workflows
• Routes for Approval
Approval
• Like Approval But Collects Feedback
Collect Feedback
• Collects Digital Signatures
Collect Signatures
• Routes for Approval in Publishing Sites
Publishing
• Tracks the Status of an Issue
Three-State
• Tracks Content That has Expired
Disposition Approval
Customize Workflows
Declarative Workflows
• Approval
• Collect Feedback
• Collect Signatures
• Publishing Approval
Non-Declarative Workflows
• Three State
• Disposition
SharePoint Designer Workflow Types
• Types that were available in SharePoint 2007
• Cannot be made available to other lists
List
• Created at the top-level site
• Associated with any list, library or content type
• Can be exported and imported
• Best when associated with a content type
Reusable List
• Used when you don’t need to associate with a list, library or content
type
• Example may be site feedback
Workflow Building Blocks
Events
• Item is Created
• Item is Changed
• Participant Manually
Starts
Steps
• Groups Actions and
Conditions
Actions
• Most Basic Unit of
Work in a Workflow
• Can Surface Events
• System and Human
Participation
Conditions
• Rules Establish
Conditions
• Associated to n
Actions
Workflow Forms
• Initiation
• Custom Task
• Association
Form
Types
• ASP.NET
• InfoPath
Form
Technology
Key Steps in Designing a Workflow
Identify key
stakeholders.
• Conduct
Interviews
and collect
data.
What is the
problem the
business needs
to solve?
• Define the
business use
case.
Analyze
Responses
• Create a
strategy
statement
Real World Example
Common Issues Expressed During
Interviews
How do I buy something?
I made a request and I don't know where that request is at?
I need to approve a request but I don't know where the request is. In fact I
don't know where the supporting information is.
People are saying they're waiting on my approval but I've already approved
the request.
I approved this request and now I'm being asked to approve the invoice for
the same request. Why?
I need to approve an invoice but I don't know if I should because I can't find
the agreement that states how much I'll be charged.
My software is no longer under support because I didn't renew the
agreement. I didn't know the agreement was up for renewal.
The Problem
No Defined Process
No Ability to See a Status
No Ability to Find Tasks
No Ability to Find Documentation
No Common Way of Requesting to Purchase
Something
The Strategy – Procurement Concept
The Procurement Concept
Provides:
Process
• It maps directly
to a defined
business
process
Container
• A place to put
all of the
documentation
Status
• A place to
discover status
Tasks
• An
administrative
layer for tasks
Approval Process
Purchase
Legal Approval
COO Approval
CIO Approval
Department Manager Approval
Prepare Procurement
The Strategy – Procurement Concept
The Procurement Concept
Provides:
Process
• It maps directly
to a defined
business
process
Container
• A place to put
all of the
documentation
Status
• A place to
discover status
Tasks
• An
administrative
layer for tasks
Document Management Strategy
Procurement Document1 Company Name Offering Document Date Document Description Document Owners Document Reviewers Reviewed Date Total Amount Cost Center Expense Category Sub-Expense Type Item1 PKID Title Folder1 PKID Title Name Document1 PKID Name Title System1 PKIDProcurement Document Set1
Company Key Offering Procurement Type Total Amount Description Procurement Owner Procurement Status Procurement Aggrement Status Procurement Purchasing Status Procurement Request Status Total Amount Request Workflow Required Agreeement Workflow Required Purchase Workflow Required Approval Type Cost Center Expense Category Sub-Expense Type
Procurement Agreement1 Contract End Date Contract Length Contract Opt Out End Date Contract Opt Out Length Contract Opt Out Start Date Contract Scope Contract Start Date Contract Term Initial Amount Ongoing Amount Ongoing Amount (Annualized) Ongoing Period Ongoing Type Procurement Rationale1
Procurement Quote1
Procurement Accounts Payable1
Procurement Invoice1 Paid Date Invoice Number Invoice Amount Invoice Date Invoice Period
Procurement Purchase Order1 PO Number Document Set1
PKID Title
Name
Procurement Contract Addendum1
Procurement Contract1 Procurement Statement of Work1 Enterprise Document1
PKID
Name
Title
Enterprise Document Set1 PKID Title Name Procurement Request1 Systems Rationale1 DMT Rationale1
DMT New Rationale1 DMT Existing Rationale1
DMT Procurement1 Technology Procurement1 Office Procurement1 Procurement Item1
