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Configuring Workflows in SharePoint 2010


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Session delievered at SharePoint Saturday Redmond regarding Workflows in SharePoint 2010

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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<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 />