Session delievered at SharePoint Saturday Redmond regarding Workflows in SharePoint 2010

1. Configuring Workflow in SharePoint 2010

2. Agenda Out of box Workflow Configuration SharePoint Designer New Workflow types New Workflow Actions, Steps and Conditions Impersonation Steps Visio 2010 Integration InfoPath 2010 Integration

3. Assumptions You know what SharePoint 2010 is You know what a workflow is You have some limited experience with SharePoint Designer creating workflows You are not here to program Workflows in Visual Studio You can understand my accent  At least one of the demos will probably fail 

4. Who am I? SharePoint Analyst - Part Technical, Part Business, Maximum Value Current SharePoint V15 Vision Panel Member Contributor to CMSWire and NothingButSharePoint Author of www.sharepointanalysthq.com Ex-Chef, still obsessed with food 

5. New Improvements in 2010 Workflow Portability Run workflow actions with higher permissions Leverage new SharePoint 2010 constructs Copy the Out of the Box workflows Create and visualize workflows in Visio Create rich forms with InfoPath Prototype workflows in SPD -> VS2010

6. Out of the box workflows in SharePoint 2010

7. Out of bow workflows Three State Three Simple states Can customize which three values to use Collect Feedback When completed user can see consolidated feedback Approval Approval process Collect Signatures Can use with Word 2010 to sign documents Disposition Allows you to expire documents Translation Management Manage translation of content

8. Associations Per List/Library Per Content Type Great for re-use across multiple libraries

9. Start Conditions Manually Approve Major Version New Item Created Item Changed

10. Association Form Set default options Users can always change when workflow runs Feedback (No rejection, content approval) Approval

11. Association Forms Three State (Lots of options!) Collect Signatures ( No dates)

12. Tips and Tricks Custom Actions Make it easy to trigger workflows Use default Values Show visualization if you can!

13. DEMOConfiguring out of the box workflows

14. Designing Workflows in SharePoint designer 2010

15. Types of Workflows List Workflow Associated with a list Much like MOSS 2007 Workflows Same issues as MOSS ( non portable) Create/Export in Visio 2010, SPD

16. Reusable Workflows Solves the SP2007 issue of portability Reusable across multiple lists Publish Globally to be accessible across all sites within a Site Collection Export as .wsp file to make accessible across multiple Site Collection Can associate to a content type Create/Export in Visio 2010, SPD, VS2010 Great out of the box way to create, package and deploy workflows Business Problem: “Give me a workflow that I can use across different lists/libraries”

17. Site Workflow Don’t need an object to run Cant export across Site Collections No Association Columns Examples: Site Disposition Process Performing multiple disparate actions Iterating through multiple lists or items within a site Business Problem: “Need a process to inform Site Owners and others that their site is under review. Will need to assign them a task as well”

18. Conditions Lots of new conditions! Most common new conditions If any value equals value Modified in a specific date span File type is a specific type

19. Actions Lots of new actions to use! Replaces ‘Build Dynamic String’

20. Actions Cont.. New Scenarios Declaring a record based on custom metadata on a list item Changing item permissions Workflows on Document Sets Sending documents to a repository Waiting for change in item

21. DEMOcreating reusable and global workflows

22. Impersonation Steps By default all workflows run under the account of the user Impersonation steps run as the Account Author that usually has more permissions Access to more actions as well Manager Look Up List Item Permissions Any change to item in an Impersonation Step will be recorded as the workflow Author NOT the current user

23. VISIO 2010 AND WORKFLOWS

24. Workflow Creation Visio has SharePoint Workflow template Allows you to create workflow design in Visio Workflow can be exported to SharePoint Designer

25. Visio Visualization Visualize a single workflow instance Not for aggregation, reporting or auditing Only for SharePoint Designer Can also customize appearance

26. Infopath 2010 AND WORKFLOWS

27. Infopath Workflow forms can now be customized with InfoPath 2010 You don’t need Forms Services or the Enterprise License!! Great way to spice up the appearance of forms

28. Thanks! For staying for the last session! Feel free to connect about any SharePoint related topics