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Visio 2010 SharePoint Workflows with Demo Steps
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Visio 2010 SharePoint Workflows with Demo Steps

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Demonstration Steps – Visio 2010 SharePoint Workflow ...

Demonstration Steps – Visio 2010 SharePoint Workflow
SharePoint 2010 and Visio 2010 to make a powerful combination that allow business users to create fully functional workflows - with no code! This presentation will take you through a common business problem, an envisioned solution, design and build of a fully functional visual workflow that requires no programming skills. The ultimate solution will consist of these components:
• Business users model workflows in Visio
• Visio diagrams imported SharePoint Designer
• Forms to capture user information InfoPath
• SharePoint Designer Rules Applied
• Workflow Published to SharePoint 2010
• Form is taken through Workflow
• Digital Signatures are captured
• No Code
SharePoint 2010 Form Library
1. Create Form Library (site actions -> More Options ->Form Library)
InfoPath 2010 Designer
1. Show Excel Spreadsheet first
2. Show InfoPath form
3. Web services we use to determine reporting structure
4. Show preview of form, required fields and reporting structure
5. Publish form with full trust. Why? So we can run code and call web services. (File->Form Options)
6. Give it unique name!
7. Make sure to publish to new Form Library! – Data Connections Main Submit
8. Upload form and activate form.
9. To upload the form template to the server
a. 1.Open the SharePoint 2010 Central Administration site.
b. 2.Under General Application Settings, click the Manage form templates link.
c. 3.Click the Upload form template link near the top of the page.
d. 4.Click the Browse button to open a dialog box, and enter the path of the published form template.
e. 5.Click the Verify button to verify that the form template has no errors. This step is optional.
f. 6.Click the Upload button to upload the form template to the site. After uploading is finished, click the OK button.
10. Attach to the form library as a new content type.
11. Show Site Columns and discuss why publishing them
Visio 2010 Workflow
1. Create workflow (New Flowchart->Microsoft SharePoint Workflow)
2. Shapes you will need:
a. Start
b. End Terminator
c. Send email to Submitter
d. Compare Document Field (Request more than $10k?)
i. No
1. Send email to Supervisor
2. Wait for Supervisor Review (wait field change)
3. Did Supervisor Approve? (compare document field)
a. Yes
i. Set Workflow Status Approved
ii. Send email to Submitter
b. No
i. Set Workflow Status Rejected
ii. Send email to Submitter
ii. Yes
1. Send email to Submitter
2. Set Workflow Status as Too Much
3. Stop workflow
3. Connect all with the connector tool
4. Add decisions to each branch that needs them.
5. Validate your workflow (Process->Check workflow)
6. At the end you will have this:

7. Export workflow
SharePoint 2010 Designer
1. Open the site where our form is
2. Click Workflows -> Import from Visio
3. Import workflow
4. Name the workflow
5. Email submitter (User who created current item)
a. Subject: “Request Recei

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  • The big problem of Visio is that custom actions are not supported. When you import workflow to Visio, custom actions are shown as noname boxes, and you can't add new one.

    But we make a plug-in for Visio, and all 180 custom actions of HarePoint Workflow Extensions are available in Visio, see screenshort: http://www.harepoint.com/Workflow%20Screenshots%20new/conversion-workflow-authoring-in-visio-2010.png

    The product is available for download at www.harepoint.com and conains 150 commercial and 30 freeware activities for SharePoint Workflows.
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  • Demonstration Steps – Visio 2010 SharePoint WorkflowSharePoint 2010 and Visio 2010 to make a powerful combination that allow business users to create fully functional workflows - with no code! This presentation will take you through a common business problem, an envisioned solution, design and build of a fully functional visual workflow that requires no programming skills. The ultimate solution will consist of these components: Business users model workflows in VisioVisio diagrams imported SharePoint DesignerForms to capture user information InfoPathSharePoint Designer Rules AppliedWorkflow Published to SharePoint 2010Form is taken through WorkflowDigital Signatures are capturedNo CodeSharePoint 2010 Form LibraryCreate Form Library (site actions -> More Options ->Form Library)InfoPath 2010 DesignerShow Excel Spreadsheet firstShow InfoPath formWeb services we use to determine reporting structureShow preview of form, required fields and reporting structurePublish form with full trust. Why? So we can run code and call web services. (File->Form Options)Give it unique name!Make sure to publish to new Form Library! – Data Connections Main SubmitUpload form and activate form.To upload the form template to the server1.Open the SharePoint 2010 Central Administration site.2.Under General Application Settings, click the Manage form templates link.3.Click the Upload form template link near the top of the page.4.Click the Browse button to open a dialog box, and enter the path of the published form template.5.Click the Verify button to verify that the form template has no errors. This step is optional.6.Click the Upload button to upload the form template to the site. After uploading is finished, click the OK button.Attach to the form library as a new content type.Show Site Columns and discuss why publishing themVisio 2010 WorkflowCreate workflow (New Flowchart->Microsoft SharePoint Workflow)Shapes you will need:StartEnd TerminatorSend email to SubmitterCompare Document Field (Request more than $10k?)NoSend email to SupervisorWait for Supervisor Review (wait field change)Did Supervisor Approve? (compare document field)YesSet Workflow Status ApprovedSend email to SubmitterNoSet Workflow Status RejectedSend email to SubmitterYesSend email to SubmitterSet Workflow Status as Too MuchStop workflowConnect all with the connector toolAdd decisions to each branch that needs them.Validate your workflow (Process->Check workflow)At the end you will have this:Export workflowSharePoint 2010 DesignerOpen the site where our form isClick Workflows -> Import from VisioImport workflowName the workflowEmail submitter (User who created current item)Subject: “Request Received”Body: “We received your request ‘Title’ and we are currently processing it.”Configure Requisition Total rule. (IS Requisition Total field > 10000)Email SubmitterRequested Amount More than $10,000Body: “Your request was more than $10,000. Please use Manager approval process.”Set workflow status to “Requested Limit Exceeded”Set the message to: “The requested limit is more than $10,000. Manager workflow should be used instead.”Send email to Supervisor -> Workflow Lookup for a User.Subject: “New IS Requisition Request”Body: “Please review new IS Requisition from “Current Item Created By”. Please click here to review the request.” Here should be “Current Item Encoded Absolute URL”.Wait for IS Supervisor Reviewed to “Yes”Did Supervisor Approve “IS Supervisor Approval” = “Yes”Set workflow status to “Approved”Send email to submitterSubject: “Request Approved!”Body: “Your request ‘Title’ was approved by your supervisor!”Set workflow status to “Rejected”Send email to submitterSubject: “Your Request was Denied”Body: “Sorry, your request ‘title’ was denied by your Supervisor.”Publish Workflow.SharePoint Form LibraryMake sure to login to the Form Library as a valid user!Submit a form.Workflow should now show in Form Library workflow settings.Start workflow on existing item.Show the Workflow History.Show emails generated.Open the form and set me as Steve.Approve the Request.Show workflow approved!SharePoint DesignerTurn on Visualization and Automatically Start Workflow. (Workflow Settings)Publish workflow.Submit new form.Now click In Progress and show visualization!  
  • Give a brief overview of the presentation. Describe the major focus of the presentation and why it is important.Introduce each of the major topics.To provide a road map for the audience, you can repeat this Overview slide throughout the presentation, highlighting the particular topic you will discuss next.
  • Give a brief overview of the presentation. Describe the major focus of the presentation and why it is important.Introduce each of the major topics.To provide a road map for the audience, you can repeat this Overview slide throughout the presentation, highlighting the particular topic you will discuss next.
  • Give a brief overview of the presentation. Describe the major focus of the presentation and why it is important.Introduce each of the major topics.To provide a road map for the audience, you can repeat this Overview slide throughout the presentation, highlighting the particular topic you will discuss next.
  • Give a brief overview of the presentation. Describe the major focus of the presentation and why it is important.Introduce each of the major topics.To provide a road map for the audience, you can repeat this Overview slide throughout the presentation, highlighting the particular topic you will discuss next.
  • This is another option for an Overview slides using transitions.

Visio 2010 SharePoint Workflows with Demo Steps Visio 2010 SharePoint Workflows with Demo Steps Presentation Transcript

  • VISIO 2010 SHAREPOINT WORKFLOWS Jason Hamlin Friday, March 4th, 2011
  • What is the business problem?• IS Requisition Process – Excel spreadsheet – Must print and get signed – No automated routing – Result is paper only audit
  • The ultimate business solution?• Automated form entry• Automated workflow process – Sends to the right person, every time – Visualization of where request is• Automated digital signatures• Easy to find, sort, filter and audit requests• No Paper
  • Getting to the Ultimate solution?• Business users model workflows in Visio• Visio diagrams imported SharePoint Designer• Forms to capture user information InfoPath• SharePoint Designer Rules Applied• Workflow Published to SharePoint 2010• Form is taken through Workflow• Digital Signatures are captured• No Code
  • What are you going to need?• Microsoft Visio 2010 Premium• Microsoft SharePoint Designer 2010• Microsoft InfoPath Designer 2010• Microsoft SharePoint 2010 – Enterprise Features – Visio Graphics Services – Visio Web Access – Silverlight 3
  • Demo
  • Resources• An end-to-end process using InfoPath 2010 forms, Visio 2010, and SharePoint Designer 2010 for workflows http://technet.microsoft.com/en-us/library/ff608014.aspx• SharePoint Workflow template shapes guide http://office.microsoft.com/en-us/visio-help/sharepoint-workflow-template-shapes-guide-HA101903894.aspx• Enable SharePoint 2010 Workflow Visualizations http://nikspatel.wordpress.com/2010/06/14/enable-the-sharepoint-2010-workflow-visualizations/
  • QUESTIONS?