Let’s Automate This ProcessTrack – Case 200

Johnathan LightfootTechForce, Inc.

URS Federal ServicesGeneral Physics Worldwide

Welcome to SharePoint Saturday—The Conference

Welcome to SharePoint Saturday—The Conference Welcome to SharePoint Saturday—The Conference

• Please turn off all electronic devices or set them to vibrate.• If you must take a phone call, please do so in the hall so as not

to disturb others.• Open wireless access is available at SSID: SPSTC2011• Feel free to “tweet and blog” during the session• Thanks to our Diamond and Platinum Sponsors:

Thank you for being a part of the first SharePoint Saturday conference

Introduction• Johnathan Lightfoot, MCT, MCDST, MCAS 2007,

MCTS 2007• Co-Author of Microsoft® SharePoint® Plain &

Simple and SharePoint Foundation 2010 Inside/Out• Twitter - @exnav29• Email – Johnathan@TechForceConsulting.com

Why are you here?

• Learn how to:– Use Pre-Defined SharePoint Workflows– Use SharePoint Designer 2010 to create and edit

Workflows– Develop routine solutions for automating complex

business processes– Flowchart a business process using Visio 2010 and

then automate it within a SharePoint 2010 environment

The Issues• Current Business Processes Now Are:– Time consuming– Introduces the chance of errors– Have Unreliable Tracking Systems– Are often not repeatable

Today’s Session Objectives• Built-In workflows• SharePoint Designer 2010 Workflows• Visio 2010 Workflows

Definitions• Workflows– A business process that is automated

• Out-of-the-box– Anything that does not require the use of a third party

vendor, but can include any Microsoft Product that has been specifically designed to work with the SharePoint platform. However, there are no configuration requirements for the SharePoint Administration Group or the development efforts needed from the SharePoint Developer group, in order to make it work.

Built-In Workflows• Different Types• Utilizing Built-In Workflows• Editing Built-In Workflows

Types of Built-In Workflows• Different Types:– Collect Feedback– Approval– Disposition Approval– Collect Signatures– Three-State– Translation Management– Issue Tracking

Utilizing Built-in Workflows• Workflows must be enabled• Workflow properties can be set for the entire library• Depending on the Workflow you are initiating you

have several options that you can set

Editing Built in Workflows

• Some built-in workflows can be edited using SharePoint Designer 2010– Declarative workflows can be edited

• The Exception– Compiled workflows cannot be edited using

SharePoint Designer 2010

• NOTE: To prevent errors make a copy of the original workflow, prior to any modifications

Pre-Defined Workflow Demo

Using SharePoint Designer for Workflows

• Types of Workflows• Events, Conditions, and Actions• Building SharePoint Workflows • Deploying to SharePoint 2010

Types of Workflow Editing Tools• Declarative Workflows – SharePoint Designer 2010• Compiled Workflows – Visual Studio 2010

Events, Conditions, and Actions, for Workflows

• Event – Initiates a Workflow• Conditions – A rule that is met• Action – Occurs when the Condition is met

Creating Workflows• Permissions for Creating Workflows:

Association Permissions Required

List or Library Full Control Permission Level on the List or Library

List or Library Content Type Site Owners Group Membership

Site Content Type Site Owners Group Membership

Site Site Owner Group Membership

Steps for Creating Workflows

• Create the Event• Set the Condition• Determine the Action(s)• Publish the Workflow

Using SharePoint Designer To Create Workflows

• Types of Workflows• Events, Conditions, and Actions• Building SharePoint Workflows

SharePoint Designer Workflow Demo

Using Visio 2010 to Design Workflows• Creating Templates• Visio 2010 Premium• Easy to use

Using Visio 2010 To Design Workflows

• Charting a Process• Exporting to SharePoint Designer 2010• Completing the Workflow• Deploying to SharePoint 2010

Visio 2010 Premium Workflow Demo

Wrap-Up• Built-In Workflows• SharePoint Designer 2010 Workflows• Visio 2010 Workflows

Questions?• Presenter: Johnathan Lightfoot

MCT, MCDST, MCAS 2007, MCTS 2007• Co-Author of Microsoft® SharePoint® 2010 Plain &

Simple and SharePoint® Foundation 2010 Inside/Out (Release Date: Sept. 2012)

• Twitter: @exnav29• Email: Johnathan@TechForceConsulting.com

Welcome to SharePoint Saturday—The Conference

Thanks to Our Other Sponsors!Thanks to our Sponsors

Welcome to SharePoint Saturday—The Conference

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Presenter: Johnathan LightfootSession Name: Let’s Automate This ProcessSession No.: Sat-S3A-105