spca2013 - using sharepoint designer 2013 to create workflows present and future

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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

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Page 1: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Using SharePoint Designer 2013 to create Workflows:

Present & FuturePenelope Coventry

Page 2: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

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Page 3: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

• 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 Sitehttp://www.sharepointdesignerstepbystep.com/

• Twitter: @pjcov

Speaker Bio

Page 4: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Agenda

Change Request Process

Advance Task Actions

Loops

SharePoint 2013 Solution

Page 5: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

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 Completed5

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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

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Demo: Change Management

• Change Request

• Technical Review

• Change Control Board

• Research Needed

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Demo

SHAREPOINT 2010 WORKFLOWChange Request Solution: Walkthrough

Page 9: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Agenda

Change Request Process

Advance Task Actions

Loops

SharePoint 2013 Solution

Page 10: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

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 Completes10

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Start Task Action Behaviour

• Behaves like Built-in Workflow, e.g.,Approval – SharePoint 2010

• Includes o Basic Workflow Conditions/Actionso New category of task actions

• Needs to be Configuredo Reviewerso Serial (Default) or Parallelo Dates for Task Completion

Page 12: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Task Process Model

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Three Levels Of Customization

• Behaviour of Over All Task Processo When the Task Process Startso When the Task Process is Running

• When Item is Deleted• When Item is Changed

o When the Task Process is Cancelledo When the Task Process Completes

• Behaviour of Single Tasko Before a Task is Assignedo When A Task is Pendingo When A Task Expireso When A Task is Deletedo When A Task Completes

• Completion Conditions for Task Processo Run every time an individual Task item is completed.

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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

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Demo

SHAREPOINT 2010 WORKFLOWCustomizing the Start Approval Process

Page 16: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Agenda

Change Request Process

Advance Task Actions

Loops

SharePoint 2013 Solution

Page 17: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

• Needed:o Variableo Loopo Switch

• Steps:o Set Variable to Initial State Immediately Before Loopo Put a Switch inside Loop

• Switch Evaluates Variable and Branches Accordingly

o When you need to Change State, • Change the Value of Variable• Wait for looping to occur

o Make Sure at Least One of the States Causes Loop to End

Looping

While / For / Until Yes

No

Page 18: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

• One Column to Store Current State

• One Startup workflow, One Workflow for each Stateo Last Step of Each Workflow sets Column Valueo All State Workflows Started by Modifying an Item

• (except the workflow that caused the change to take place, of course)

o Each Workflow First checks State Column• Workflow Instance Terminated if Not Target State

• This isn’t practical, thougho It effectively Starts all State workflows (other than the current

one) with Every Changeo Complicated to Provide an Audit Trail

• Look to Use Advance Task Actions and One to Two associated (Secondary) Workflows

Can You Do This In SharePoint 2010 Workflows?

Page 19: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

• When a Workflow (Primary)o Adds New List Itemo Changes the metadata of a List Item

• Second Workflow is Triggered by:o Additiono Change

What is A Secondary Workflow?

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• Task Item Fields useful in a Secondary Workflowo Workflow Item IDo Workflow List IDo Workflow Name

Using a Secondary Workflow

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Primary

New CR or CR Status Changed to CR Pending

Secondary

Secondary Workflow, sends email to

Change Requester & waits

Technical Review Needed, Primary Workflow Sets CR

Status

Task CompletedPrimary

Workflow Stops

Secondary Workflow

Stops

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• Greatest Improvement incorporated into SPD

• Workflow Templates

• Created against a content type

• Associated to a list or libraryo Uses that content typeo Available only within site where reusable workflow created

• Needs more thought than when creating a list workflowo Associated columnso Association form as well as possibly initiation and task forms

• Basis for Global reusable workflows

Reusable Workflows

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Demo

SHAREPOINT 2010 WORKFLOWMaster & Secondary Workflows Working Together

Page 23: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Agenda

Change Request Process

Advance Task Actions

Loops

SharePoint 2013 Solution

Page 24: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

How to Redesign the Solution

• Benefitso Reduce complexityo Eliminate need to end workflow and ask user

to restart

• Techniqueo Remove task processeso Replace with stages and Start Task actionso Establish transitions between stages

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Start Task Action

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What is a Stage?

• Stages (States)o Logical set of a tightly-coupled group of activities

• Transitionso Conditions that move the workflow to the beginning of another

stage

Power On Power Off

Button Clicked

Button Clicked

Event

State

Transistion

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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

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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

Page 29: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Benefits of Stages

• You can avoid:o A lot of If-Then-Else conditionso A lot of loopingo Very confusing diagramso “GoTo” statements

• The “current stage” is useful for live status updates

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SharePoint 2013 CR Workflow

Initialise variables

Technical Review Process

If any value equals value

CCB Review ProcessYes

If any value equals value

No

CR DeniedYes

Research Needed

No

If any value equals value

CR ApprovedYes

If any value equals value

No

Yes

No

Workflow Completed

If any value equals value

Yes

No

Page 31: SPCA2013 - Using SharePoint Designer 2013 to create Workflows Present and Future

Demo

SHAREPOINT 2013 WORKFLOWRedesign Change Request Solution

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Questions

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Useful Links

• Workflows in SharePoint 2013o http://technet.microsoft.com/en-us/sharepoint/jj556245.aspxo http://msdn.microsoft.com/en-us/library/jj163986.aspx

• SharePoint 2013 workflows in Visioo http://blogs.office.com/b/visio/archive/2012/11/12/sharepoint-2013-workflows-in-visio.

aspx

• How to create a SharePoint Designer 2013 workflow with app stepo http://blogs.msdn.com/b/sharepointdesigner/archive/2012/11/22/example-workflow-wi

th-app-step-usage.aspx

• Demand Management, Now with SharePoint Designero http://blogs.office.com/b/project/archive/2012/09/18/demand-management-sharepoint

-designer-project-server.aspx

• What’s 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 workflowso http://msdn.microsoft.com/en-us/library/office/ee767694.aspx

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