WHAT YOU NEED TO
KNOW ABOUT
WORKFLOW IN
SHAREPOINT 2013
PRESENTED BY:

STEVE BOLDT

steven@k2.com

K2.COM
AGENDA
• 
• 
• 
• 
• 

Workflow and SharePoint Through the Years
SharePoint Workflow Today
SharePoint 2013 Workflow Archit...
SHAREPOINT WORKFLOW THROUGH
THE YEARS
SharePoint 2007 / WSS 3

K2.COM
SHAREPOINT WORKFLOW THROUGH
THE YEARS

K2.COM
SHAREPOINT WORKFLOW THROUGH
THE YEARS
Out of box
Microsoft built and is hosting some common workflows that ship with
Share...
SHAREPOINT WORKFLOW THROUGH
THE YEARS

K2.COM
SHAREPOINT WORKFLOW THROUGH
THE YEARS

Conditions:
With Specifics words in the title or other fields
Modified (either in a...
SHAREPOINT WORKFLOW THROUGH
THE YEARS

Actions:
Create task
Update task
Delete task
Send email
Prompt for values
Change It...
SHAREPOINT WORKFLOW TODAY

•  Workflow moved to Workflow Manager (WM)
•  Does not run in SharePoint anymore
•  WM is built...
SHAREPOINT WORKFLOW TODAY

§  Workflow moved to Workflow Manager (formerly
Azure Workflow Services)
§  Does not run in S...
SHAREPOINT 2013 WORKFLOW AT A
GLANCE
•  2 Distinct workflow platforms: 2010 and 2013
•  Complete redesigned workflow infra...
WORKFLOW AND SHAREPOINT 2013

Installs OTB

K2.COM

Requires Workflow Manager
WORKFLOW AND SHAREPOINT 2013

Installs OTB

K2.COM

Requires Workflow Manager
SHAREPOINT 2013 WORKFLOW
DEPLOYMENT LOCATIONS

On-Premise Deployment:
•  WM can be installed on the WFE or separate server...
KEY ARCHITECTURE CHANGES IN 2013
•  Powered by Windows Workflow Foundation 4 (WF)
•  SharePoint 2013 workflow is now execu...
SHAREPOINT WORKFLOW TODAY
SharePoint 2013 Workflow Architecture

K2.COM
WORKFLOW MANAGER
WHAT IS WORKFLOW MANAGER?
New host which introduces new capabilities for authoring, hosting
and managing ...
INTEROP BRIDGE

§  Allows for calling of 2010 workflows (List/Site) from SharePoint
2013 (Via new Coordination Actions)
§...
SHAREPOINT WORKFLOWS TYPES
§ 

Same as provided in 2010, which include:
§ 

§ 

Site Workflows
§  Not associated to a ...
OUT OF THE BOX WORKFLOWS

• 

No native 2013 workflows come out of the box. However all 2010 can be
activated.

Examples o...
SHAREPOINT 2013 WORKFLOW
DESIGNERS

K2.COM
IMPROVEMENTS IN SHAREPOINT
DESIGNER 2013
•  Introducing Stages.
•  Workflow doesn’t have to be serial
•  Provides for a st...
SHAREPOINT 2013 WORKFLOW
BUILDING BLOCKS
Stage

- Stage

Step

- Gates
Action

Action

Condition

K2.COM

- Step

- Loop
-...
STAGES AND GATES
Stage
Gate

K2.COM
SHAREPOINT 2013 WORKFLOW
BUILDING BLOCKS - STAGES
§  A word about Stages:
§  A Workflow must have at least one Stage
§ ...
SHAREPOINT 2013 WORKFLOW
BUILDING BLOCKS - STEPS

Steps are a logical grouping of Activities that get performed as a singl...
SHAREPOINT 2013 WORKFLOW
BUILDING BLOCKS - LOOPS

Visio 2013 and SharePoint Designer 2013 support two types of Loops:
§  ...
New Actions in SPD
Action

Description

Assign a Task

Assigns a single workflow task to a user or group.

Start a Task Pr...
New Actions in SPD
Action

Description

Count Items in DynamicValue

Returns the number of rows in a variable of type
Dyna...
New Actions in SPD
Action

Description

Set Workflow Status

Updates workflow status as specified in
message string.

Crea...
NEW TASK ACTIONS
Assign a task - This action is to assign a task to a single user that
outputs a variable and a TaskId. Yo...
CALL HTTP WEB SERVICE

K2.COM

•  Accesses SharePoint 2013 via CSOM
•  Expects JSON format
•  HTTP Methods:
•  Get
•  Dele...
DICTIONARY TYPES
New Dictionary Variable Type:
•  Build Dictionary Action
•  Can contain any variable type
•  Used to stor...
Workflow Example using
SharePoint Designer 2013 and
Visio 2013

K2.COM
VISIO 2013 & SHAREPOINT 2013

K2.COM
VISIO 2013 & SHAREPOINT 2013
•  Must be Microsoft Visio Professional 2013
•  Carries through traditional method of buildin...
VISUAL STUDIO 2012
& SHAREPOINT 2013
• 
• 
• 

• 

• 
• 
• 
• 

K2.COM

Office Developer Tools for Visual Studio 2012
Work...
WORKFLOW DESIGN IN
VISUAL STUDIO 2012

K2.COM
VISUAL STUDIO 2012 PROJECTS

K2.COM
Visual Studio Toolbox

K2.COM
Visual Studio Canvas

K2.COM
COMPARING DESIGNERS
SharePoint
Designer

Visual Studio
2012

Yes

Yes

Create Reusable
Workflows

Create
Templates

Build ...
WHAT’S MISSING IN SHAREPOINT 2013
WORKFLOW??
Actions

Conditions

Features and Functions

Stop Workflow

If Current Item F...
What's Gone for 2013 workflows?
Actions

Conditions

Features and Functions

Stop Workflow

If Current Item Field
Equals V...
For more information contact K2 at:
+1 (877) 822 5552
www.k2.com
K2.COM
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SharePoint 2013 Workflow from K2

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- Workflow and SharePoint Through the Years
- SharePoint Workflow Today
- SharePoint 2013 Workflow Architecture
- Workflow Manager
- Design Tools with SharePoint 2013
- SharePoint 2013 Designer
- SharePoint 2013 & Visio 2013
- SharePoint 2013 & Visual Studio 2012
- SharePoint 2013 Workflow Demonstration(s)

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SharePoint 2013 Workflow from K2

  1. 1. WHAT YOU NEED TO KNOW ABOUT WORKFLOW IN SHAREPOINT 2013 PRESENTED BY: STEVE BOLDT steven@k2.com K2.COM
  2. 2. AGENDA •  •  •  •  •  Workflow and SharePoint Through the Years SharePoint Workflow Today SharePoint 2013 Workflow Architecture Workflow Manager Design Tools with SharePoint 2013 •  SharePoint 2013 Designer •  SharePoint 2013 & Visio 2013 •  SharePoint 2013 & Visual Studio 2012 •  SharePoint 2013 Workflow Demonstration(s) •  Q & A K2.COM
  3. 3. SHAREPOINT WORKFLOW THROUGH THE YEARS SharePoint 2007 / WSS 3 K2.COM
  4. 4. SHAREPOINT WORKFLOW THROUGH THE YEARS K2.COM
  5. 5. SHAREPOINT WORKFLOW THROUGH THE YEARS Out of box Microsoft built and is hosting some common workflows that ship with SharePoint, these workflows are easily configured and usable upon installation of MOSS – attach a template to a list/library and go! Partially Customized Utilizing a combination of Visio/SharePoint Designer to implement SharePoint actions/conditions to build rules-based, non-code process Fully Customized Build it all from scratch in Visual Studio; have to manage security, reporting, deployment K2.COM
  6. 6. SHAREPOINT WORKFLOW THROUGH THE YEARS K2.COM
  7. 7. SHAREPOINT WORKFLOW THROUGH THE YEARS Conditions: With Specifics words in the title or other fields Modified (either in a specific time window or by a person) Created by or in a specific time frame File type File size ADVANCED Condition K2.COM
  8. 8. SHAREPOINT WORKFLOW THROUGH THE YEARS Actions: Create task Update task Delete task Send email Prompt for values Change Item Status K2.COM
  9. 9. SHAREPOINT WORKFLOW TODAY •  Workflow moved to Workflow Manager (WM) •  Does not run in SharePoint anymore •  WM is built on WF 4 •  WF 4 is part of Microsoft .Net 4.5 K2.COM
  10. 10. SHAREPOINT WORKFLOW TODAY §  Workflow moved to Workflow Manager (formerly Azure Workflow Services) §  Does not run in SharePoint anymore §  WM is built on WF 4 §  WF 4 is part of Microsoft .NET 4.5 K2.COM
  11. 11. SHAREPOINT 2013 WORKFLOW AT A GLANCE •  2 Distinct workflow platforms: 2010 and 2013 •  Complete redesigned workflow infrastructure with Workflow Manager 1.0 (WM) •  Design Tool Enhancements •  Call Web Services •  Fully Declarative, no more code •  Visual Designer (with SP Designer) K2.COM
  12. 12. WORKFLOW AND SHAREPOINT 2013 Installs OTB K2.COM Requires Workflow Manager
  13. 13. WORKFLOW AND SHAREPOINT 2013 Installs OTB K2.COM Requires Workflow Manager
  14. 14. SHAREPOINT 2013 WORKFLOW DEPLOYMENT LOCATIONS On-Premise Deployment: •  WM can be installed on the WFE or separate server •  Must be connected to the SharePoint 2013 farm •  Cannot be on a Domain Controller SharePoint Online / Office 365 (Off-Premise) Deployment: •  No Deployment necessary, already installed •  No configuration necessary K2.COM
  15. 15. KEY ARCHITECTURE CHANGES IN 2013 •  Powered by Windows Workflow Foundation 4 (WF) •  SharePoint 2013 workflow is now executed in the Workflow Manager Client 1.0 server •  Communicates with SharePoint using Azure service bus using common protocols (I.E HTTP) •  Based on .NET framework 4.5 •  Enhanced connectivity to enable cloud-based execution of workflows. •  SharePoint Events are routed to WM and returned via REST API K2.COM
  16. 16. SHAREPOINT WORKFLOW TODAY SharePoint 2013 Workflow Architecture K2.COM
  17. 17. WORKFLOW MANAGER WHAT IS WORKFLOW MANAGER? New host which introduces new capabilities for authoring, hosting and managing workflows. Also hosts the execution processes for workflow instances. Key Points: •  High Density & Multi-tenancy •  Elastic Scale •  Activity / Workflow Artifact Management •  Tracking and Monitoring •  Instance Management •  Fully Declarative Authoring (no code) •  REST and Service Bus Messaging capable •  Interop into SP 2010 Processes K2.COM
  18. 18. INTEROP BRIDGE §  Allows for calling of 2010 workflows (List/Site) from SharePoint 2013 (Via new Coordination Actions) §  Is put in place for backwards compatibility between SharePoint 2013 and SharePoint 2010 workflow engines §  WM will delegate workflows or portions of workflows to the 2010 Interop engine and provide §  Synch/Asynch mode available K2.COM
  19. 19. SHAREPOINT WORKFLOWS TYPES §  Same as provided in 2010, which include: §  §  Site Workflows §  Not associated to a List or Content Type §  As a result, not all Actions are available §  Can only be started manually or via code §  K2.COM Reusable & Global Reusable §  Associated with a Content Type and not a specific list §  Available anywhere within a Site Collection §  Recommended best practice approach for SharePoint Workflow construction List Workflows §  Associated only to a specific List §  Context is the List & Columns §  Not portable
  20. 20. OUT OF THE BOX WORKFLOWS •  No native 2013 workflows come out of the box. However all 2010 can be activated. Examples of SharePoint 2010 Workflow templates available to be activated: •  Disposition Approval Workflow •  Publishing Approval workflow •  Three state workflow K2.COM
  21. 21. SHAREPOINT 2013 WORKFLOW DESIGNERS K2.COM
  22. 22. IMPROVEMENTS IN SHAREPOINT DESIGNER 2013 •  Introducing Stages. •  Workflow doesn’t have to be serial •  Provides for a state machine like experience •  Declarative workflows can now have loop like functionality. •  Loop x # of times. •  Loop while condition is true •  Workflows can now call REST/SOAP Services •  Improved Email editor •  Now supports rich formatting •  Designer supports Cut, Copy, Paste, Undo, Redo, Select-all •  Improved Visual Designer. Visio is now embedded. Can switch between visual and text-style. •  Can build 2010 or 2013 workflows K2.COM
  23. 23. SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS Stage - Stage Step - Gates Action Action Condition K2.COM - Step - Loop - Action - Condition
  24. 24. STAGES AND GATES Stage Gate K2.COM
  25. 25. SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - STAGES §  A word about Stages: §  A Workflow must have at least one Stage §  An Start shape is required outside the Stage (but not Terminate shape) §  Stages cannot be nested §  Stages cannot be executed in parallel §  Only Stages can be contained at the highest level of the Workflow – Steps, Actions, etc. are contained within Stages §  No looping across Stages K2.COM
  26. 26. SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - STEPS Steps are a logical grouping of Activities that get performed as a single unit of work Caveats: §  Steps must be within a Stage §  Steps can be used within a Loop §  Steps may have only one entry and one exit point. §  Steps can have Steps nested within K2.COM
  27. 27. SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - LOOPS Visio 2013 and SharePoint Designer 2013 support two types of Loops: §  Loop n Times §  Loop with Condition K2.COM Caveats: §  Loops must be within a Stage, and Stages cannot be within a Loop. §  Steps may be within a Loop. §  Loops may have only one entry and one exit point.
  28. 28. New Actions in SPD Action Description Assign a Task Assigns a single workflow task to a user or group. Start a Task Process Initiates execution of a task process. Go to This Stage Specifies the next stage in a workflow to which flow control should be handed. Call HTTP Web Service Functions as a method call to a (REST) endpoint Start List Workflow Starts a list scoped workflow (2010) Start a site workflow Starts a site scoped workflow (2010) Build Dynamic value Creates a new variable of type DynamicValue. Get Property from Dynamic Value Retrieves a property value from a specified variable of type DynamicValue. K2.COM
  29. 29. New Actions in SPD Action Description Count Items in DynamicValue Returns the number of rows in a variable of type DynamicValue. Trim String Removes all leading and trailing white-space characters from the current string. Find Substring in String Returns 1-based index of the first occurrence of one or more characters, or the first occurrence of a string, within a string. Replace Substring in String Returns a new string in which all occurrences of a specified character or string are replaced with another specified character or string. Translate Document Functions as a wrapper around the HTTP activity that calls the synchronous translation API. You must configure a Machine Translation Service Application for the SharePoint site on which you run the workflow. K2.COM
  30. 30. New Actions in SPD Action Description Set Workflow Status Updates workflow status as specified in message string. Create a Project from Current Item [Microsoft Project] Creates a Project Server project based on the current item. Set the current project stage Sets the two status fields within the current status to this value [MS Project] stage of the project. Set the status field in the idea list item to this value [MS Project] Updates the status field of the original SharePoint list item. Wait for Project Event [MS Project] Pauses the current instance of the workflow to await a specified Project event Set this field in the project to this value [MSProject] Sets the value for the enterprise custom field for a specified project. K2.COM
  31. 31. NEW TASK ACTIONS Assign a task - This action is to assign a task to a single user that outputs a variable and a TaskId. You can use the people picker to select the person or group to whom you are assigning the task. Start a Task Process – This action allows you to assign multiple tasks to multiple users and then use the results in a task process. K2.COM
  32. 32. CALL HTTP WEB SERVICE K2.COM •  Accesses SharePoint 2013 via CSOM •  Expects JSON format •  HTTP Methods: •  Get •  Delete •  Merge •  Put •  Post
  33. 33. DICTIONARY TYPES New Dictionary Variable Type: •  Build Dictionary Action •  Can contain any variable type •  Used to store info •  Important for Call HTTP Web Service •  Count Items in a Dictionary •  Counts variables in a Dictionary •  Used for looping through Dictionary •  Get an Item from a Dictionary •  Get variables stored in a Dictionary •  Useful for retrieving a stand-alone variable K2.COM
  34. 34. Workflow Example using SharePoint Designer 2013 and Visio 2013 K2.COM
  35. 35. VISIO 2013 & SHAREPOINT 2013 K2.COM
  36. 36. VISIO 2013 & SHAREPOINT 2013 •  Must be Microsoft Visio Professional 2013 •  Carries through traditional method of building workflows •  Contains a dedicated SharePoint workflow stencil set •  Matches SPD with Stages and Gates •  Can still go back and forth between Visio and SPD •  Custom actions now can appear in the stencil pane •  Still unable to add workflow properties to shapes. K2.COM
  37. 37. VISUAL STUDIO 2012 & SHAREPOINT 2013 •  •  •  •  •  •  •  •  K2.COM Office Developer Tools for Visual Studio 2012 Workflow Manager 1.0 Tools for Visual Studio 2012 Can still import from SPD reusable workflows o  Both 2010 and 2013 New project types, examples include: o  Custom Activity o  Workflow (SharePoint 2013 / Workflow Manager style) All declarative New project item templates Custom Activities Allows for richer debugging capabilities
  38. 38. WORKFLOW DESIGN IN VISUAL STUDIO 2012 K2.COM
  39. 39. VISUAL STUDIO 2012 PROJECTS K2.COM
  40. 40. Visual Studio Toolbox K2.COM
  41. 41. Visual Studio Canvas K2.COM
  42. 42. COMPARING DESIGNERS SharePoint Designer Visual Studio 2012 Yes Yes Create Reusable Workflows Create Templates Build into SharePoint App No Yes Use Custom Code No No Custom Actions Consumer of Actions Yes, using custom project Visio Integration Yes No Debugging No Yes Create Declarative Workflow Reusability K2.COM
  43. 43. WHAT’S MISSING IN SHAREPOINT 2013 WORKFLOW?? Actions Conditions Features and Functions Stop Workflow If Current Item Field Equals Value Association Columns All Document Set Actions All Records Management Actions Check List item permissions levels Add List item Check List Item Permissions All Permissions Actions Lookup Manger of user function Collect Data From User Start Approval Process Start Custom Task Process Start Feedback Process Copy List Item K2.COM Content type association Globally reusable workflow type Workflow visualization option Require Manage List/Web Permission' feature for list/site workflow InfoPath is not supported for SharePoint Designer 2013 workflows.
  44. 44. What's Gone for 2013 workflows? Actions Conditions Features and Functions Stop Workflow If Current Item Field Equals Value Association Columns All Document Set Actions Check List item permissions levels Content type association All Records Management Actions Check List Item Permissions Globally reusable workflow type Add List item Workflow visualization option All Permissions Actions Require Manage List/Web Permission' feature for list/site workflow Lookup Manger of user function InfoPath is not supported for SharePoint Designer 2013 workflows. Collect Data From User Start Approval Process Start Custom Task Process Start Feedback Process Copy List Item K2.COM
  45. 45. For more information contact K2 at: +1 (877) 822 5552 www.k2.com K2.COM
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