Work Management Service – Using SharePoint 2013 as consolidated tasks platform across the company

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Work Management Service provides a functionality to aggregate tasks to a central location on SharePoint Server. Users have a possibility to view and track their to-dos and tasks, which can come from …

Work Management Service provides a functionality to aggregate tasks to a central location on SharePoint Server. Users have a possibility to view and track their to-dos and tasks, which can come from SharePoint lists, Project Server or Microsoft Exchange.

This development-oriented webinar will show how to leverage Work Management Service API, to add even more features and fine tuning to the system. On the end, it will be shown how to sync it all with mobile devices.

That way, Work Management Service can become a powerful tool for employees to manage and consolidate tasks from various sources, and to have an easy access and overview over their tasks, through their MySite environment and/or mobile devices.

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  • Note. Cross farm aggregation is not supported, so SP sites have to be on same farm.
  • Important: the WM SSA only contact Search, Personal Site and Project SSAs that are in the same proxy group


  • 1. Work Management Service Using SP2013 as Consolidated Tasks Platform Across the Company Adis Jugo Head of Development at deroso Solutions
  • 2. Who the…? • Born in Sarajevo, Bosnia and Herzegovina, 40 years ago • In SP world since 2002, doing nothing else since 2006 • Microsoft MVP for SharePoint Server • Head of Development at deroso Solutions • Blogger, speaker (
  • 3. 2/24/2014 3
  • 4. Why • It is challenging for information workers to get a comprehensive view of their tasks, or to have a central point for managing their work • Tasks are stored across applications and systems, and even in case where all tasks are stored within a single system, information can still be scattered 2/24/2014 4
  • 5. Work Management Service Application • New in SharePoint 2013 • Provides functionality to aggregate tasks into central place • Tasks are accessible through the personal site (My Tasks) 2/24/2014 5
  • 6. Work Management Service Application • Tasks can be aggregated from Exchange, Project Server and SharePoint • Based on 'Provider model' so that other systems can be eventually integrated in the future • Tasks are cached to a users personal site • Work Management Service is exposed as part of each users My Site / Newsfeed experience
  • 7. High level picture
  • 8. Features • Tasks managed from one location (My Tasks in personal page) • Unified tasks timeline (view, add, close tasks) • Sync to Outlook (Exchange) • Categorized/grouped by “locations” • “Pinning tasks (marking tasks as important) • Searching tasks
  • 9. Prerequisites • Work Management Service Application (WMA) • User Profile Service Application • Import from AD • Search Service Application • necessary for SharePoint 2013 tasks • Exchange 2013* • Project Service Application * • Personal/Newsfeed site (MySites)
  • 10. TASK AGGREGATION IN SP 2013 DEMO 1 2/24/2014 10
  • 11. Under the hood
  • 12. Service application high level architecture
  • 13. SharePoint 2013: Supported Task Types • Task Types • 171 / New tasks from SP 2013 (“TasksWithTimelineAndHistory”) • 107 / Tasks from SP 2010 (Upgraded Lists) • 150 / GanttTasks (Upgraded Lists) • Any Tasks from any list that support Task content type • Task content type must be set as a default content type
  • 14. Aggregator for SP 2013 as a Task Provider Get from cached locations Look at the hint store Search for tasks (if search > 3h ago) Provider refresh Refreshing or accessing MyTasks page triggers aggregator code minimum time between provider refreshes: 5 min Update cached locations
  • 15. WMA Properties Property Default Value Description minimumTimeBetweenProviderRefreshes minimumTimeBetweenProviderRefreshes 0:05:00 This value specifies the minimum amount of time between refreshes for a provider for a given user. There cannot be a refresh of data if this value is not met, all refresh operations will be null before that. minimumTimeBetweenSearchQueries minimumTimeBetweenSearchQueries 3:00:00 This value specifies the minimum amount of time between calls to search for a given user. This is used to discover new providers not yet known to have tasks for this user.
  • 16. WMA Admin Settings • Cannot be set in GUI • Must be set with PowerShell with • Set-SPWorkManagementServiceApplication
  • 17. Relationship to Search • Search Crawler locates tasks lists and loads them into the cached locations for Querying by the WMA Provider • When a task list is added to the cached locations, new tasks from this task list will be found during the next Provider refresh • Most of the times, even new tasks from the list that are not cached will show up in MyTasks • • • • Hints (rely on Event Receivers on Task lists) Not triggered if user has no permissions on that list Legacy SharePoint lists will not trigger receiver code (will not end up in hints) Generally not guaranteed
  • 18. Limitations • Cross farm aggregation is not supported. • The My Tasks page will not report and aggregate tasks from another farm from the same domain or from a different domain, regardless of the existing trust between the domains and farms.
  • 19. Development model
  • 20. Developing for WMA Service 2/24/2014 20
  • 21. SSOM/CSOM 2/24/2014 21
  • 22. UserSettingsManager Microsoft.Office.Server.WorkManagement UserOrderedSessionManager KeywordFilter UserOrderedSession LocationOrientedUserOrderedSession FieldFilter TaskQuery CustomAttributeFilter Task LastModifiedDateRangeFilter Location LocationFilter RefreshResult PinnedFilter 2/24/2014 22
  • 24. Working with refreshes DEMO3
  • 25. Client Object Model • CSOM: Full • REST: None
  • 26. Building a metro app DEMO4
  • 27. Thus spoke Microsoft… Implementation is based on provider model, so that additional systems maybe integrated to same architecture in future
  • 28. …no! <NotSupported /> 2/24/2014 28
  • 29. Tampering with the Provider Model (18+) DEMO 5
  • 30. Further reading: Microsoft white paper My Tasks Aggregation in SharePoint Server and Exchange Task Integration
  • 31. @adisjugo 2/24/2014 31