Peter Ward: The True Power of SharePoint Designer Workflows

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SharePoint designer presentation, SharePoint Saturday NYC 7/31/10. …

SharePoint designer presentation, SharePoint Saturday NYC 7/31/10.

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  • The HR on-boarding process is often a less frequent and often informal process that is almost always some else's job.Often times getting new hire process is a last minute attempt a few days before someone new arrives and the process often needs more time to make this successful.Think about the experience of arriving at a new job and no one thought about what was needed for you to get started. How does this make you feel?Maybe the best on boarding experience was in the first grade. You had a pencil, paper and a desk.. First day of school of first grade happened once per year but it needed to prepared for… did the first grade teacher have a process to welcome the new students? Think about all the processes in a business that don’t always go as designed.
  • The HR on-boarding process is often a less frequent and often informal process that is almost always some else's job.Often times getting new hire process is a last minute attempt a few days before someone new arrives and the process often needs more time to make this successful.Think about the experience of arriving at a new job and no one thought about what was needed for you to get started. How does this make you feel?Maybe the best on boarding experience was in the first grade. You had a pencil, paper and a desk.. First day of school of first grade happened once per year but it needed to prepared for… did the first grade teacher have a process to welcome the new students? Think about all the processes in a business that don’t always go as designed.

Transcript

  • 1. The true power of SharePoint Designer for workflows.
    Presented By
    Peter Ward - Business Collaboration Manager
    July 31st 2010
  • 2. Thank you sponsors!!
  • 3. 2 ASUS Netbooks
    Also Some Books
    1 Typemock Isolator License
    A 2-5 Day Course from SetFocus on SharePoint
    Telerik RAD Controls Set
    1 DeliverPointWFE 2010 license (Worth $1500)
    1 BCS Meta Man license (Worth $1200)
    1 Lightning Conductor 2010 WFE license (Worth $800)
    1 Lightning Storm Forums license. (Worth $600)
  • 4. Before We Begin
    Thank You
    Q&A – We will have time at the end of the presentation for questions
    A copy of this presentation can be sent to you
  • 5. Disclaimer
    Only discussing SharePoint Designer workflows…..Nothing else
  • 6. Value of the session
    Level 3
    Level 2
    Level 1
  • 7. Agenda
    • Terminology
    • 8. Your SharePoint environment
    • 9. Limits of SharePoint Designer
    • 10. Pitfalls
    • 11. Easter eggs
    • 12. SharePoint Designer 2010
    • 13. Other workflow options
    • 14. Release process
  • Terminology
    Approval
    Workflow
  • 15. Workflow Business Process
    Inter - Enterprise
    • Press Release
    • 16. Drug Discovery
    • 17. Treasury / Cash Management
    • 18. Supply Chain Management
    • 19. Customer Acquisition
    • 20. Mergers and Acquisition
    • 21. Trade Show Process
    • 22. Airline Operation Maintenance
    • 23. Contract Risk Mitigation
    • 24. Harmonized Tariff Scheduling
    • 25. Federal Audit Control
    • 26. Cataloging & Distribution
    • 27. Advertising Collection & Control
    Enterprise
    • Quality Management
    • 28. Resource Planning
    • 29. Procurement & subcontracts
    • 30. Initial Public Offering
    • 31. Enrollment & Administration
    • 32. ISO 9000/9001 Control
    • 33. Safety & Regulation Control
    • 34. Cataloging & Distribution
    • 35. Product Engineering
    • 36. Claims Processing
    • 37. Facilities Management
    • 38. Bill Consolidation & Control
    • 39. Succession Planning
    Corporate
    • Content Management/Approval
    • 40. Order Fulfillment
    • 41. Inventory Management
    • 42. Logistics
    • 43. Wills / Estates / Incorporations
    • 44. Quotation & Contract Costing
    • 45. Exploration & Appraisal
    • 46. Check Request Approval
    • 47. Real Estate Buy/Sell
    • 48. Collections
    • 49. Internal Audit
    • 50. Purchase Orders
    • 51. Pharmaceutical Trial
    Department
  • Excitement of the first day at a new job
    Informal Process
    Informal Results
    Here is your new desk.
  • 64. Excitement of your first day on the job
    Formal Process
    Formal Results
    Here is a new desk.
  • 65. Types of SharePoint Workflow
    • Out of the box
    • 66. Browser based
    SharePoint Designer
    • Replacement to FrontPage
    • 67. Can handle more complex workflows
    • 68. K2 – No code solutions
    • 69. Custom development
  • A typical SharePoint Workflow environment in a company
    • SharePoint Designer is not for business users, power user experience.
    • 70. Network administrator is coding the workflows
    • 71. The transition from SharePoint Designer to Visual Studio is a large leap.
    • 72. Governance is important to workflows.
    Workflows should not be a haphazard undertaking
    There’s no such thing as a simple workflow
  • 73. Common workflow requirements
    START
    START
    START
    START
    START
    START
    Rework
    Rework
    Rework
    Rework
    Rework
    Approval
    Approval
    Approval
    Approval
    Approval
    SharePoint Designer DO NOT have a simple solution for this basic requirement.
    Approved
    Approved
    Approved
    Approved
    Approved
    Declined
    Declined
    Declined
    Declined
    Declined
  • 74. The ability to model business logic as part of the workflow decision making
    Common workflow requirements
    3 people in the group select “Approved”
    1 person in the group selects “Declined”
    Incorporate business rules
    OR
    Incorporate business rules
    All users in a group must select “Approved,” one after another
    Rework
    Approval
    Declined
    Approved
    Serial approval
    Parallel approval
    Approved
    Approved
    Approved
    Declined
    Declined
    Declined
    SharePoint Designer DO NOT have easy solutions to basic business requirements.
  • 75. A simple workflow …
    START
    $$ > 2K
    False
    True
    $$ < 8K
    True
    False
    > 8K
    < 2K
    High Approval
    Medium Approval
    Approved
    Approved
    Low Approval
    Declined
    Clean up
    Declined
    Clean up
    Update List
    Update List
    START
    Declined
    Approved
    (Serial)
    Clean up
    Update List
    Medium
    Approval
    Low
    Approval
    High
    Approval
    Approved
    Declined
    … can become quite complicated
  • 76. What you don’t want
    START
    Common workflow requirements
    • Conditions limited to “True” or “False”
    • 77. Approval limited to “Approved” or “Declined”
    • 78. Duplication of business logic
    • 79. Processes not representing the business problem
    • 80. Manual creation of workflow user interfaces
    $$ > 2K
    False
    True
    >> Maintenance nightmare
    >> Reporting no longer accurate
    $$ < 8K
    >> Expensive!!
    True
    False
    High Approval
    Medium Approval
    Limited to “True” or “False”
    Approved
    Approved
    Low Approval
    Declined
    Clean up
    Declined
    Clean up
    Update List
    Update List
    Limited to “Approved” or “Declined”
    Declined
    Approved
    Clean up
    Update List
    Duplication of business logic
  • 81. The risk of reaching the end of the road
    Requirements 80%
    Development 20%
    What if your needs outgrow the capabilities of your approach?
    A new platform? Custom development?
    Will you have to start over?
  • 82. SharePoint Designer Pitfalls
    • Once you have chosen the list, it’s difficult to change it
    • 83. Workflows is front end activity
    • 84. Empty field values ?????
    • 85. Can not copy and paste between steps
    • 86. Nested conditionals
    • 87. Space characters – e.g. space in URL
    • 88. Approvals and workflows do not always work together
  • SharePoint Designer Easter Eggs
    • Codeplex - www.codeplex.com - First name , Last Name
    perform a search on Lookup user info
    http://spdactivities.codeplex.com/
    • Parsing of list item informationhttp://www.codeplex.com/spdwfextensions
  • CodePlex
    Open source, not supported
  • 89. SharePoint Designer Easter Eggs
    • Codeplex - www.codeplex.com - First name , Last Name
    perform a search on Lookup user info
    http://spdactivities.codeplex.com/
    • Parsing of list item informationhttp://www.codeplex.com/spdwfextensions
    • 90. -Dynamic url in the email body
    • 91. -Mixing workflow and Alerts
    • 92. Workflows are event driven
    • 93. Alerts can be timely
  • SharePoint Designer Easter eggs. Continued
    • Security- Copy an item from one list to another
    • 94. Use the task list for approvals
    • 95. Email an issue list
  • Workflow Tips
    When there’s a submission, have an acknowledgement sent
    Good naming conventions for the variables
    strRequester
    noCount
  • 96. SharePoint Designer 2010
    Workflows
    Lists
    Site
    Reusable
  • 97. Integration with Visio
  • 98. Import into Visual Studio
  • 99. Event Handlers
  • 100. Other 2010 Features
  • 101. Other workflow options
  • 102. Assemble workflows that solve business problems
  • 103. Release Process
    • Not a one shoot deal
    • 104. 1 st meeting questions
    • 105. -Workflow Name
    • 106. -How it starts, ends, milestones
    • 107. -What is being approved? Excel doc? submitted form?, PDF?
    • 108. -Number of approval steps
    • 109. -Number of approvers (people) in the process
    • 110. -Number of submitters
    • 111. -Is there status reports/views required?
  • Next Step
  • 112. Summarize
  • 119. e-peterward@wardpeter.com
    b-www.wardpeter.com
    p- 862 220 6080
    Questions?
    Be part of the experience