This document outlines a presentation on business process automation using SharePoint. The presentation covers using SharePoint lists, forms, workflows and page design to build a solution for automating a facility management request and approval process. It includes an agenda that covers necessary components, demos of creating forms and workflows, and discusses using SharePoint, PowerApps and Flow for automation. The goal is to build a working business solution within 70 minutes to demonstrate business process automation capabilities in SharePoint.

1. WF 105 - Business Process
Automation for SharePoint
#SPFestDC

2. Andy Huneycutt
• Charlotte, NC
• ASPE instructor since 2011
• SharePoint | Office 365 | Project Server
• IT Trainer
• Consultant
• Courseware Developer
• Microsoft MVP Office Servers and Services
• Business Process Automation
• Workflows
• Charlotte Area SharePoint User Group
• Charlotte SharePoint Saturday | SPSCLT
andy@upskilltech.com
#SPFestDC
@andyhuneycutt William Huneycutt

3. #SPFestDC

4. This is the segue…
Business Process Automation for SharePoint
• Increasing efficiency in the workplace by automating repetitive tasks,
ensuring consistent data entry, and simplifying the user experience.
• Composite solutions
• List and Libraries
• Enterprise Content Management
• Forms
• Workflows
• Page Design
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5. What’s in it for me?
• Maximizing your investment in SharePoint
• Out-of-the-box tools
• Empowering business users
• Citizen developers
• Automation
• Transparency
• No code solutions!
• Okay, maybe just a little code …
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6. Agenda
In this seminar you'll learn how to implement composite solutions in
SharePoint to increase efficiency in the workplace.
• Necessary components
• Data
• Forms
• Workflows
• Page Design and Web Parts
• Demo
• Q & A
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7. What is Business Process Automation?
• The automation of complex business processes and functions beyond
conventional data manipulation and record-keeping activities, usually
through the use of advanced technologies.
• It focuses on “run the business” as opposed to “count the business”
types of automation efforts and often deals with event-driven,
mission-critical, core processes.
• BPA usually supports an enterprise’s knowledge workers in satisfying
the needs of its many constituencies.
• Gartner, INC.
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8. Let’s Begin
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9. Scenario
Our client needs to develop an automated facilities management portal. The
facilities management team is currently struggling to handle incoming
requests for use of company resources for meetings, training, and
conferences.
Their goals for the new system include:
• A customized form for handling requests
• A workflow for manager approval
• A workflow process for assigning tasks to their team related to setup and
breakdown of facility resources
• They would also like custom dashboards for manager overview of requests
and tasks, setup and breakdown assignments, and event related
expenditures.
What can we build with SharePoint to meet our client's demands? The clock is
ticking, we have 70 minutes to build a working business solution for our client.
Let's build a business solution using Business Process Automation for
SharePoint.
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10. #SPFestDC

11. #SPFestDC

12. #SPFestDC

13. #SPFestDC

14. #SPFestDC

15. #SPFestDC

16. #SPFestDC

17. Data
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18. Custom Forms
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19. Workflows
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20. Reporting
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21. Apps, Content Types, & ECM
Capture, manage, store, preserve, and deliver
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22. SharePoint Apps
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23. Where to store your data
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24. Calendar
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25. Custom List
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26. Custom List
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27. Tasks List
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28. Calendar Overlays
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29. Calendar Overlay CSS
<style type="text/css">
.ms-acal-color1{ BACKGROUND-COLOR: #001f3f}
.ms-acal-selcolor1{ BACKGROUND-COLOR: #001f3f}
.ms-acal-apanel-color1{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #001f3f;}
.ms-acal-color2{ BACKGROUND-COLOR: #0074D9}
.ms-acal-selcolor2{ BACKGROUND-COLOR: #0074D9}
.ms-acal-apanel-color2{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #0074D9;}
.ms-acal-color3{ BACKGROUND-COLOR: #7FDBFF}
.ms-acal-selcolor3{ BACKGROUND-COLOR: #7FDBFF} .ms-acal-apanel-color3{ BORDER-COLOR:
#C3B7AC; BACKGROUND-COLOR: #7FDBFF;} .ms-acal-color4{ BACKGROUND-COLOR: #39CCCC} .ms-
acal-selcolor4{ BACKGROUND-COLOR: #39CCCC} .ms-acal-apanel-color4{ BORDER-COLOR:
#C3B7AC; BACKGROUND-COLOR: #39CCCC;}.ms-acal-color5{ BACKGROUND-COLOR: #3D9970} .ms-
acal-selcolor5{ BACKGROUND-COLOR: #3D9970} .ms-acal-apanel-color5{ BORDER-COLOR:
#C3B7AC; BACKGROUND-COLOR: #3D9970;}.ms-acal-color6{ BACKGROUND-COLOR: #2ECC40} .ms-
acal-selcolor6{ BACKGROUND-COLOR: #2ECC40} .ms-acal-apanel-color6{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #2ECC40;}.ms-acal-color7{ BACKGROUND-COLOR: #01FF70} .ms-acal-
selcolor7{ BACKGROUND-COLOR: #01FF70} .ms-acal-apanel-color7{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #01FF70;} .ms-acal-color8{ BACKGROUND-COLOR: #FFDC00} .ms-acal-
selcolor8{ BACKGROUND-COLOR: #FFDC00} .ms-acal-apanel-color8{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #FFDC00;} .ms-acal-color9{ BACKGROUND-COLOR: #FF851B} .ms-acal-
selcolor9{ BACKGROUND-COLOR: #FF851B} .ms-acal-apanel-color9{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #FF851B;}
</style>
Change the background-color for
all 3 references.
Repeat for each of the 9 colors.
Insert on the web page using a
script editor web part.
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30. SharePoint Lists - Calendar
Columns/Fields Column Type Views Features
Attendees Person or Group All Events Classic UI
Category Choice Calendar Connect to Outlook
Check Double Booking Check Double Booking Current Events Export to Excel
Created Date and Time Open with Access
Description Multiple lines of text Calendar Overlays
End Time Date and Time Calendar or List Views
Free/Busy Free/Busy Group Scheduling
Location Single line of text Edit list in SharePoint Designer
Modified Date and Time
Resources Resources
Start Time Date and Time
Title Single line of text
Created By Person or Group
Modified By Person or Group
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31. Columns / Fields / Metadata
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32. Site Columns
Site
Columns
Site Columns – Create Once Reuse Everywhere
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33. Site Columns
• Site Settings > Site Columns
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34. Task Outcome Column
Custom Workflow Task
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35. Site Content Types
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36. Site Content Types
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37. Site Content Types – C.O.R.E.
Content
Type
Workflows
Site
Columns
Document
Template
Information
Management
Policies
Document
Library
List or Library
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38. Content Type Hierarchy
Event
Content Type
Conference Event Meeting Event Training Event
Fields – Title*, Location, Start Date*, End Date*,
Description, Category, All Day Event, Recurrence
• Conference Room
Locations
• Attendance
• Catering Type
• Location
• Category
• Meeting Room
Locations
• Attendance
• A/V Setup
• Location
• Category
Training Room
Locations
Attendance
A/V Setup
Priority
• Location
• Category#SPFestDC

39. Demo
Creating Content Types
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40. Forms in SharePoint
Forms and Form Services - a better way to retrieve data
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41. Forms in SharePoint
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42. List Forms or Library Forms?
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43. App Forms
List and Library based forms
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44. NewForm.aspx #SPFestDC

45. DispForm.aspx #SPFestDC

46. EditForm.aspx #SPFestDC

47. Modern Lists App Forms
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48. Modern Lists App Forms
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49. App Forms
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50. Modifying App Forms
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51. Modifying App Forms
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52. Content Type Settings
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53. Content Type Column Settings
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54. Demo List Based Forms
Creating Forms for Business Process Automation in SharePoint
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55. SharePoint Designer Forms
Forms in SharePoint
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56. Forms with SharePoint Designer#SPFestDC

57. Create Link In List Item Menu And Ribbon
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58. Create Link In List Item Menu And Ribbon
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59. InfoPath
Forms in SharePoint
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60. InfoPath is dead
InfoPath is far from out of use or end of life…
?
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61. Future of InfoPath
Its dead! No wait, its not dead! We don’t know!
• InfoPath 2013 is the last version Microsoft will release, and it will be
supported until 2026.
• FoSL, Excel Surveys, Structured Documents, App Forms with Access
• FoSL has been discontinued
• SharePoint 2016 will support InfoPath browser forms
• Office 365 will support InfoPath browser forms ‘until further notice’
officially, Microsoft Download Center published InfoPath 2013 for
Office 365 ProPlus Subscription.
• Microsoft has no currently announced plans for InfoPath
replacement
• Replacement coming in the fall….
• Which Fall? What year?
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62. InfoPath Forms and Form Services
Just use PowerApps
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63. PowerApps
Forms in SharePoint - the NEW HOTNESS
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64. PowerApps & Flow
Introducing
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65. Microsoft PowerApps
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66. #SPFestDC

67. Demo PowerApps
Creating Forms for Business Process Automation in SharePoint
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68. Custom Workflows
Configuring the system to work for you
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69. Workflows
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70. SharePoint Workflow Platforms
Applies to SharePoint Online
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71. Workflow Design
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72. Approval Workflow
• Approval Workflow
• Automates the approval of a document.
Approvers have the option to Approve or
Reject the document, Reassign the
approval task, or Request changes to the
document.
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73. Creating a Workflow
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74. Creating a Workflow
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75. SP Designer Workflows
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76. Workflow Association
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77. SP Designer Workflows
Steps
Actions
Conditions
Events
Stages
Loops
SharePoint Designer Custom Workflows
2010 Workflow Platform 2013 Workflow Platform
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78. Demo
Custom Workflows with SharePoint Designer
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79. SharePoint Designer vs Flow
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80. #SPFestDC

81. Get started quickly
with over a
hundred useful
templates
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82. Microsoft Flow
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83. Get started quickly
with over a
hundred useful
templates
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84. Build your own flows in an easy to use visual designer
Sending an Exchange email when a new
file is added in Dropbox
Authenticate to your O365 account.
Build email Subject and Body
Choose to include properties
from previous step (Dropbox
file) to improve relevance
Specify Send To email address
and additional properties
(optional): From, CC, BCC and
ImportanceConnected to johnsharp@contoso.com
Authenticate to your Dropbox account.
Select folder to monitor
PowerApps
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85. Automate advanced scenarios with multiple steps,
branching conditions, and more
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86. Building
blocks of a
flow
• Services are sources and destinations of data in
a flow.
• Triggers are events that start a flow.
• Actions are tasks accomplished by the flow.
• Conditions allow for branching if/then logic in a
flow.
• Loops are for iterating over actions more than
once.
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87. Integrate the systems
you’re already using…
even custom APIs.
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88. Triggers
• Some of them are events in your connected
web services, such as when a certain user
sends a tweet or a file is saved to your
Dropbox account.
• Other triggers are built-in, such as running a
flow on a recurring schedule or running a flow
in response to a web request.
• Finally, there are manual triggers, such as
launching a flow by clicking a button in
Microsoft Flow or Microsoft PowerApps.
Triggers often pass information about the
event that happened to actions in your flow.
#SPFestCHI#SPFestDC

89. #SPFestDC

90. Known issues
and
resolutions
• SharePoint lists on My Sites and that aren't of
type Custom List aren't supported. Support for other list
types are on our roadmap. To work around this issue,
create a custom list on a standard SharePoint site.
• SQL stored procedures can't be run on on-premises SQL
Servers. Only SQL Azure supports stored procedures at
this time.
• Do-until cards have rendering errors that make it difficult
to reference content from arrays.
• Document Metadata isn't returned from triggers on
SharePoint document libraries.
• Flows can't write to Lookup, Choice, People and Groups,
and Taxonomy fields in SharePoint lists. We recommend
using a simple string field until this is corrected.
• File triggers won't fire for files being added inside of
nested folders inside the folder you select.
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91. Is Microsoft Flow the direct replacement for
SharePoint Workflows?
• No
• Microsoft Flow is the evolution of business process management allowing you to
build elegant solutions which have the ability to orchestrate data across various
line of business applications leveraging “clicks” and not code.
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92. Page Design and Web Parts
Starting to put it all together
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93. Wiki Pages
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94. Web Part Pages
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95. Web Part Pages
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96. Web Part Page with Status List
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97. Web Part Page with Status List
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98. Web Part Page with Status List
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99. Web Parts
• In SharePoint 2013, a Web Parts page is a collection of Web Parts that
combines list data, timely information, or useful graphics into a
dynamic web page.
• The layout and content of a Web Parts page can be set for all users
and then, optionally, personalized for individual users.
• A site owner or a site member with the appropriate permissions can
create and customize Web Parts pages by using a browser to add,
reconfigure, or remove Web Parts.
• You can use Web Parts on Web Parts pages, wiki pages, content
pages, and publishing pages.
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100. Web Parts
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101. Page Design with App Parts
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102. Modern Page Design
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103. Modern Web Parts
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104. Demo
Creating Dashboards for Business Process Automation in SharePoint
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105. Survey
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106. SharePoint for Business
Process Automation
Coming to a city near you – ASPE Training
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107. SharePoint for Business Process Automation
• Twitter - @andyhuneycutt
• ASPE hosted Webinars
http://aspetraining.com/learning-library/aspe-learning-
library?type=webinars
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108. SharePoint for Business Process Automation
A brand new course covering SharePoint’s automated services and
capabilities.
• Enterprise Content Management
• InfoPath
• Out-of-the-box Workflows
• Custom workflows
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109. BPA coming to a city near you!
• http://aspetraining.com/courses/sharepoint-for-business-process-
automation
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