Configuring Workflows in SharePoint 2010

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Session delievered at SharePoint Saturday Redmond regarding Workflows in SharePoint 2010

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  • Create accessible workflows outside of a listWe can now create workflows outside of the list constraintRun workflows with higher permissionsWhat if the user running the workflow doesn’t have access to the list?What if the user only has read only access?Use the new SP2010 functionalityManaged metadataDocument SetsIn Place Records ManagementExternal Content TypesSend To LocationsContent OrganizerCopy out of he box workflowsCan now copy OOTB workflows to leverage and change them.Create and visualise workflows in VisioCreate rich forms in InfoPathPrototype Workflows in SPD -> VS2010Copy the Out of the Box workflows
  • Also translation workflow to help you manage translations of documents as wellSame as in 2007 with some improvementTranslation Management   Manages manual document translation by creating copies of the document to be translated and by assigning translation tasks to translators. This workflow is available only for Translation Management libraries.
  • Fundamental Changes in terms of what we can do with workGives fantastic new capabilities that we can leverage
  • Reusable WorkflowAvailable across all list/libraries with an sitePublish Globally makes available across sites within the same site collectionExports as WSP file, sandbox solution, can be used in the cloud
  • SiteDoesn’t need an item to triggerNotifications – tell all our site users about an eventIterating through multiple lists ( see what a user has done)Archive all content
  • Checking list items is a great way to check what permissions users have
  • Typical issue is
  • Configuring Workflows in SharePoint 2010

    1. 1. Configuring Workflow in SharePoint 2010<br />
    2. 2. Agenda<br />Out of box Workflow Configuration<br />SharePoint Designer New Workflow types<br />New Workflow Actions, Steps and Conditions<br />Impersonation Steps<br />Visio 2010 Integration<br />InfoPath 2010 Integration<br />
    3. 3. Assumptions<br />You know what SharePoint 2010 is<br />You know what a workflow is<br />You have some limited experience with SharePoint Designer creating workflows <br />You are not here to program Workflows in Visual Studio<br />You can understand my accent <br />At least one of the demos will probably fail <br />
    4. 4. Who am I?<br />SharePoint Analyst - Part Technical, Part Business, Maximum Value<br />Current SharePoint V15 Vision Panel Member<br />Contributor to CMSWire and NothingButSharePoint<br />Author of www.sharepointanalysthq.com<br />Ex-Chef, still obsessed with food <br />
    5. 5. New Improvements in 2010<br />Workflow Portability<br />Run workflow actions with higher permissions<br />Leverage new SharePoint 2010 constructs<br />Copy the Out of the Box workflows<br />Create and visualize workflows in Visio<br />Create rich forms with InfoPath<br />Prototype workflows in SPD -> VS2010<br />
    6. 6. Out of the box workflows in SharePoint 2010<br />
    7. 7. Out of bow workflows<br />Three State<br />Three Simple states<br />Can customize which three values to use<br />Collect Feedback<br />When completed user can see consolidated feedback<br />Approval<br />Approval process<br />Collect Signatures<br />Can use with Word 2010 to sign documents<br />Disposition<br />Allows you to expire documents<br />Translation Management<br />Manage translation of content<br />
    8. 8. Associations<br />Per List/Library<br />Per Content Type<br />Great for re-use across multiple libraries<br />
    9. 9. Start Conditions<br />Manually<br />Approve Major Version<br />New Item Created<br />Item Changed<br />
    10. 10. Association Form<br />Set default options<br />Users can always change when workflow runs<br />Feedback <br />(No rejection, content approval)<br />Approval<br />
    11. 11. Association Forms<br />Three State<br />(Lots of options!)<br />Collect Signatures<br />( No dates)<br />
    12. 12. Tips and Tricks<br />Custom Actions<br />Make it easy to trigger workflows<br />Use default Values<br />Show visualization if you can!<br />
    13. 13. DEMOConfiguring out of the box workflows<br />
    14. 14. Designing Workflows in SharePoint designer 2010<br />
    15. 15. Types of Workflows<br />List Workflow<br />Associated with a list<br />Much like MOSS 2007 Workflows<br />Same issues as MOSS ( non portable)<br />Create/Export in Visio 2010, SPD<br />
    16. 16. Reusable Workflows<br />Solves the SP2007 issue of portability<br />Reusable across multiple lists<br />Publish Globally to be accessible across all sites within a Site Collection<br />Export as .wsp file to make accessible across multiple Site Collection<br />Can associate to a content type<br />Create/Export in Visio 2010, SPD, VS2010<br />Great out of the box way to create, package and deploy workflows<br />Business Problem:<br />“Give me a workflow that I can use across different lists/libraries”<br />
    17. 17. Site Workflow<br />Don’t need an object to run<br />Cant export across Site Collections<br />No Association Columns<br />Examples:<br />Site Disposition Process<br />Performing multiple disparate actions<br />Iterating through multiple lists or items within a site<br />Business Problem:<br />“Need a process to inform Site Owners and others that their site is under review. Will need to assign them a task as well”<br />
    18. 18. Conditions<br />Lots of new conditions!<br />Most common new conditions<br />If any value equals value<br />Modified in a specific date span<br />File type is a specific type<br />
    19. 19. Actions<br />Lots of new actions to use!<br />Replaces ‘Build Dynamic String’<br />
    20. 20. Actions Cont..<br />New Scenarios<br />Declaring a record based on custom metadata on a list item<br />Changing item permissions<br />Workflows on Document Sets<br />Sending documents to a repository<br />Waiting for change in item<br />
    21. 21. DEMOcreating reusable and global workflows<br />
    22. 22. Impersonation Steps<br />By default all workflows run under the account of the user<br />Impersonation steps run as the Account Author that usually has more permissions<br />Access to more actions as well <br />Manager Look Up<br />List Item Permissions<br />Any change to item in an Impersonation Step will be recorded as the workflow Author NOT the current user<br />
    23. 23. VISIO 2010 AND WORKFLOWS<br />
    24. 24. Workflow Creation<br />Visio has SharePoint Workflow template<br />Allows you to create workflow design in Visio<br />Workflow can be exported to SharePoint Designer<br />
    25. 25. Visio Visualization<br />Visualize a single workflow instance<br />Not for aggregation, reporting or auditing<br />Only for SharePoint Designer<br />Can also customize appearance<br />
    26. 26. Infopath 2010 AND WORKFLOWS<br />
    27. 27. Infopath<br />Workflow forms can now be customized with InfoPath 2010<br />You don’t need Forms Services or the Enterprise License!!<br />Great way to spice up the appearance of forms<br />
    28. 28. Thanks!<br />For staying for the last session!<br />Feel free to connect about any SharePoint related topics<br />

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