This document provides an overview of a presentation on getting started with Office 365/SharePoint Online Designer workflows. The presentation covers architectural changes to workflows in SharePoint Online, enhancements to SharePoint Designer 2013 workflows, differences between SharePoint 2010 and 2013 workflows, limitations of SharePoint Designer workflows, best practices, and the future of workflows. The presentation includes demos and discusses tools for developing workflows like Microsoft Flow.
How to develop maintainable custom workflows in office 365 share point online?
Event: Federal SP User Group & Women in SharePoint DC User Group
Date : 19 May 2016
Title :Advanced Office365 Sharepoint online Workflows
Event: Capital Area .NET SharePoint Special Interest Group
Url: http://www.meetup.com/CapArea-NET-SPSIG/events/229709059/
Date : 18 May 2016
How to develop maintainable custom workflows in office 365 share point online?
Event: Federal SP User Group & Women in SharePoint DC User Group
Date : 19 May 2016
Title :Advanced Office365 Sharepoint online Workflows
Event: Capital Area .NET SharePoint Special Interest Group
Url: http://www.meetup.com/CapArea-NET-SPSIG/events/229709059/
Date : 18 May 2016
Title: Getting started with SharePoint REST API in Nintex Workflows for Office 365 InspireX 2017.
Event: The talk at Nintex Conference InspireX 2017 at New Orleans in Louisiana
Date: 13 February 2017
Slide Deck of the session "Getting Started with SharePoint 2013 Workflows"
Date : 25 October 2014
Event : SPSEvents Washington DC Reston
Place : Microsoft Technology Center, 12012 Sunset Hills Road, Reston , Virginia USA 20190
Twitter Handle: #SPSDC
Date: 2017_09_14
Event: SharePoint User Group of Washington DC September 2017 meetup
Title: Writing Futuristic Workflows in Office 365 SharePoint 2013/2016 On-Premise
Build scalable SharePoint 2013 Staged Workflows to run locally and in the CloudBrian Culver
SharePoint 2013 now supports two workflow platforms. We will walk through using the two workflow platforms and how they are different. We will configure the SharePoint 2013 Workflow Manager and build a workflow that can run locally and in the Azure cloud seamlessly.
Attendee Takeaways:
Understanding both of the SharePoint 2013 Workflow architectures.
Learn to setup and configure the SharePoint 2013 Workflow Manager.
Learn to build staged workflows and run them in the local or the Microsoft Azure cloud
In this demo rich session, Penny will demonstrate will introduce some of the new workflow features of SPD 2013: concentrating on loops, the new dictionary variable and calling web services, as well as the new SharePoint 2013 Promoted Links list app.
Workflow allow you to automate your business processes
SharePoint Workflow
A Real Example of Workflow
SP Designer VS Visual Studio
SharePoint Designer 2013
Develop Workflow using SharePoint Designer
Demo: Developing SharePoint Designer 2013 Workflow
Create Workflow using Visual Studio 2012
Speakers: Saša Tomičić, Ivan Popek;
This session will introduce an interesting set of new features and capabilities of the SharePoint Server 2013 workflow engine powered by .NET Framework 4.5. We will show which platforms you can use to develop your workflows and show the SharePoint Designer workflow enhancements. Beside that you will see new Windows Azure Workflow capabilities and, last but not least, a few Windows PowerShell cmdlets that manage workflow.
Building Workflows for SharePoint 2010 with SharePoint Designer and VisioElaine Van Bergen
Workflow in SharePoint 2010 has been revamped with a new designer for building both reusable workflows and list-based workflows. Come and learn about the new possibilities for automating business processes in SharePoint 2010 with easy-to-use, no-code tools. This talk will describe the new workflow features and demonstrate how SharePoint 2010 can be used to create rich end-to-end workflows, cheaply and easily.
SharePoint Designer Workflows - Nuts, Bolts and ExamplesDrew Madelung
This session will touch on all different aspects of SharePoint Designer workflows. Whether you are just getting started with your first workflow or want to see some cool complex examples, this session is for you!
The key areas this session will cover are:
• Differences between SharePoint 2010 and 2013 workflows
• Getting started with SharePoint Designer workflows
• Great workflow features you might not be using
• My handy tips and tricks
• Real world examples of when you can use workflows
In this session using Visio 2010 and SharePoint Designer, Penny explores the options available when automating business process in the cloud with SharePoint Online (Office 365), and how such processes can be extended using Visual Studio 2010.
Title: Getting started with SharePoint REST API in Nintex Workflows for Office 365 InspireX 2017.
Event: The talk at Nintex Conference InspireX 2017 at New Orleans in Louisiana
Date: 13 February 2017
Slide Deck of the session "Getting Started with SharePoint 2013 Workflows"
Date : 25 October 2014
Event : SPSEvents Washington DC Reston
Place : Microsoft Technology Center, 12012 Sunset Hills Road, Reston , Virginia USA 20190
Twitter Handle: #SPSDC
Date: 2017_09_14
Event: SharePoint User Group of Washington DC September 2017 meetup
Title: Writing Futuristic Workflows in Office 365 SharePoint 2013/2016 On-Premise
Build scalable SharePoint 2013 Staged Workflows to run locally and in the CloudBrian Culver
SharePoint 2013 now supports two workflow platforms. We will walk through using the two workflow platforms and how they are different. We will configure the SharePoint 2013 Workflow Manager and build a workflow that can run locally and in the Azure cloud seamlessly.
Attendee Takeaways:
Understanding both of the SharePoint 2013 Workflow architectures.
Learn to setup and configure the SharePoint 2013 Workflow Manager.
Learn to build staged workflows and run them in the local or the Microsoft Azure cloud
In this demo rich session, Penny will demonstrate will introduce some of the new workflow features of SPD 2013: concentrating on loops, the new dictionary variable and calling web services, as well as the new SharePoint 2013 Promoted Links list app.
Workflow allow you to automate your business processes
SharePoint Workflow
A Real Example of Workflow
SP Designer VS Visual Studio
SharePoint Designer 2013
Develop Workflow using SharePoint Designer
Demo: Developing SharePoint Designer 2013 Workflow
Create Workflow using Visual Studio 2012
Speakers: Saša Tomičić, Ivan Popek;
This session will introduce an interesting set of new features and capabilities of the SharePoint Server 2013 workflow engine powered by .NET Framework 4.5. We will show which platforms you can use to develop your workflows and show the SharePoint Designer workflow enhancements. Beside that you will see new Windows Azure Workflow capabilities and, last but not least, a few Windows PowerShell cmdlets that manage workflow.
Building Workflows for SharePoint 2010 with SharePoint Designer and VisioElaine Van Bergen
Workflow in SharePoint 2010 has been revamped with a new designer for building both reusable workflows and list-based workflows. Come and learn about the new possibilities for automating business processes in SharePoint 2010 with easy-to-use, no-code tools. This talk will describe the new workflow features and demonstrate how SharePoint 2010 can be used to create rich end-to-end workflows, cheaply and easily.
SharePoint Designer Workflows - Nuts, Bolts and ExamplesDrew Madelung
This session will touch on all different aspects of SharePoint Designer workflows. Whether you are just getting started with your first workflow or want to see some cool complex examples, this session is for you!
The key areas this session will cover are:
• Differences between SharePoint 2010 and 2013 workflows
• Getting started with SharePoint Designer workflows
• Great workflow features you might not be using
• My handy tips and tricks
• Real world examples of when you can use workflows
In this session using Visio 2010 and SharePoint Designer, Penny explores the options available when automating business process in the cloud with SharePoint Online (Office 365), and how such processes can be extended using Visual Studio 2010.
Come to this session to learn all about how to get started with SharePoint Designer workflows. During this session we will start with creating an easy workflow to archive documents, and we will also create a workflow for Time Off Request with integration with a SharePoint List.
LearnCome to this session to learn all about how to get started with SharePoint Designer workflows. During this session we will start with creating an easy workflow to archive documents, and we will also create a workflow for Time Off Request with integration with a SharePoint List.
Learn how easy it is to automate processes by using SharePoint Designer workflows. how easy it is to automate processes by using SharePoint Designer workflows.
SharePointFest 2013 Washington DC - WF 204 - Build scalable SharePoint 2013 S...Brian Culver
SharePoint 2013 now supports two workflow platforms. We will walk through using the two workflow platforms and how they are different. We will configure the SharePoint 2013 Workflow Manager and build a workflow that can run locally and in the Azure cloud seamlessly.
WF 103 - Build scalable SharePoint 2013 Staged Workflows to run locally and i...Brian Culver
SharePoint 2013 now supports two workflow platforms. We will walk through using the two workflow platforms and how they are different. We will configure the SharePoint 2013 Workflow Manager and build a workflow that can run locally and in the Azure cloud seamlessly.
Attendee Takeaways:
1. Understanding both of the SharePoint 2013 Workflow architectures.
2. Learn to setup and configure the SharePoint 2013 Workflow Manager.
3. Learn to build staged workflows and run them in the local or the Microsoft Azure cloud.
http://www.sharepointfest.com/Chicago/agenda/283-wf103
Building Scalable SharePoint 2013 Workflows - WF101 - SPFestDCBrian Culver
SharePoint 2013 now supports two workflow platforms. We will walk through using the two workflow platforms and how they are different. We will configure the SharePoint 2013 Workflow Manager and build a workflow that can run locally and in the Azure cloud seamlessly.
Attendee Takeaways:
1. Understanding both of the SharePoint 2013 Workflow architectures.
2. Learn to setup and configure the SharePoint 2013 Workflow Manager.
3. Learn to build staged workflows and run them in the local or the Microsoft Azure cloud
Learn how to manage project tasks and collaborate on documents by implementing business processes on a SharePoint site. This webinar will help you save time and effort, bring consistency and improve efficiency when performing daily tasks.
Slide Deck of the session "Introduction to SharePoint 2013 Out of the Box WebParts"
Date : 25 October 2014
Event : SPSEvents Washington DC Reston
Place : Microsoft Technology Center, 12012 Sunset Hills Road, Reston , Virginia USA 20190
Twitter Handle: #SPSDC
Practical Tips for Migrating SharePoint Customizations to Office 365Haniel Croitoru
When planning a migration of SharePoint on-premises environment to Office 365, the first thing that comes to mind is organizations often focus mainly on their content - all the documents and items stored across their libraries and lists. Of course, why wouldn't they? It's the reason that they started using SharePoint anyways. But in many cases, the SharePoint environment that has been well adopted and his highly use will include some level of customizations to help meet specific business needs. These may include forms and workflows, scheduled timer jobs, custom look and feel, business logic to interface with other line of business solutions, to name a few.
This presentation takes a look at ways to create a SharePoint Online environment that will provide a similar experience for your users. We will look are various technologies, including CSOM Scripting, Microsoft Flow, PowerApps, Forms, LogicApps, and Azure Functions.
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SharePoint Fest Seattle 2017 Getting started with office365 sharepoint online designer workflows
1. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
1
SM
@pgbhoyar#SharePointFest
Getting Started with Office365/SharePoint Online Designer Workflows
Prashant G Bhoyar
SharePoint Fest Seattle 2017
10 August 2017
2. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH
2
SM
@pgbhoyar#SharePointFest
Who AM I ?
• Born and raised in India
• Came to United States of America in 2007 for studies
• University of Maryland College Park Alumni
• Co-Author of the book “PowerShell for Office 365”
• Technical Reviewer of the book “Pro : SharePoint 2013 Administration”
• Organizer of SharePoint Saturday Baltimore (SPSBMORE)
➢ Save the Date : August 26th 2017
➢ http://www.spsevents.org/city/baltimore/baltimoretecc
• Organizer of SharePoint Saturday DC ( SPSDC )
• Founder and Organizer of DC-Metro Office 365 User Group
➢ Monthly in person & online event
➢ http://www.meetup.com/DC-Metro-Office-365-User-Group/
• Recipient of Antarctic Service Medal
• Microsoft MVP ( Most Valuable Professional)
• Senior Consultant at Withum Smith and Brown PC
➢ Focus on Microsoft Solutions and Services
➢ http://www.portalsolutions.net/
Prashant G Bhoyar
(PGB)
3. #SharePointFest @pgbhoyar
• 100 Level Session
➢ Contents are applicable for SharePoint 2013 and 2016
On Premise as well
• Architectural Changes in SharePoint Online
workflows
• Enhancements in SharePoint Designer 2013
Workflows
• Key Differences between SharePoint 2013 and
SharePoint 2010 style workflows
• Limitations of SharePoint Designer 2013 Workflows
• Best Practices
• Future??
• Demos
• Key Takeaways
• Q&A
Agenda
Outcome:
Familiarity with
SharePoint Online
Designer
Workflows
Objective: Getting
Started with
SharePoint Online
Designer
Workflows
5. #SharePointFest @pgbhoyar
Audience Poll
• How many of you are IT pros?
• How many of you are Developers?
• How many of you are Power Users?
• How many of you are Business Users?
• How many of you are already using SharePoint Designer
2013?
5
7. #SharePointFest @pgbhoyar
7
How to get Personal Office 365
Development Tenant?
▪ Sign up for Office 365 Developer
Program at http://dev.office.com/
▪ Get 1 year of Office 365 subscription for
free
▪ Excellent for personal development use
▪ 1 Month Trial
▪ https://products.office.com/en-
us/business/compare-office-365-for-
business-plans
8. #SharePointFest @pgbhoyar
• Browser
• SharePoint Designer 2013
• Visio 2013
• Visual Studio
2012/2013/2015/2017
• Microsoft Flow
• Microsoft Logic Apps
• Third Party Tool
SharePoint Online
Workflow Tools
9. #SharePointFest @pgbhoyar
9
• Free download from Microsoft
➢ https://www.microsoft.com/en-
us/download/details.aspx?id=35491
➢ Supported Operating Systems
▪ Windows 10 ,
▪ Windows 7,
▪ Windows 8,
▪ Windows 8.1,
▪ Windows Server 2008 R2,
▪ Windows Server 2012,
▪ Windows Server 2016
How to get SharePoint
Designer 2013?
11. #SharePointFest @pgbhoyar
Types of Workflows
Sequential State Machine
• Activities occur in sequence
• On rejection , begin from start
• Simple Business Processes example,
Leave Request
• Activities are not sequential
• Can by pass activities based on
business logic
• Complex business processes
example, Financial Aid
13. #SharePointFest @pgbhoyar
Typical SharePoint Workflow Life Cycle
Initiation
• When the workflow is started on list/library item
Running
• User Interaction via tasks ( optional)
• Status page reflects the status of the workflows
Termination • End of workflow instance
Association
• When the workflow is associated with List/Library
14. #SharePointFest @pgbhoyar
▪ With SharePoint 2013 Microsoft released a new product called “Workflow Manager”
▪ SharePoint 2013 style Workflows are built using Workflow Foundation 4.5 and run out of
SharePoint
▪ There is separate server Product called Workflow manager and is not part of SharePoint
Infrastructure
▪ Communication between Workflow manager and client (SharePoint) occurs using REST API
and Oauth
▪ SharePoint 2013 style Workflows are fully Declarative
▪ SP2013 workflows are no longer compiled into .NET assemblies instead XAML files defines
workflow and their execution
▪ No more custom code
14
SharePoint Online Workflows Architecture
16. #SharePointFest @pgbhoyar
How does the workflow run in SharePoint Online?
Workflow
Instance
Starts
SP2010
Style
Workflow?
Use SP2010
Workflow Engine
Use New
Workflow
Manager
Workflow
Instance Executes
Workflow Instance Ends
Workflow
Instance Executes
Yes
No
17. #SharePointFest @pgbhoyar
17
How to identify SP2010 style and SP2013
style workflows?
▪ List Settings -> Workflow Settings
▪ Site Workflows -> Site Administration
->Workflow Settings
▪ SharePoint Designer 2013 ->
Workflows -> Platform Type
21. #SharePointFest @pgbhoyar
21
Major Enhancements in SharePoint 2013
Style Workflows
▪ Workflows are Fully Declarative
▪ SP2013 style workflows can call
SP2010 style workflows
▪ SP2010 workflows created using SPD
2010 will continue to work in
SharePoint Online but will not be
upgraded to SP2013 style workflows
▪ Option of manual upgrade
22. #SharePointFest @pgbhoyar
22
SharePoint 2013 Workflows Associations
▪ List/Libraries
▪ No Content Types
▪ Solution : Check the content type
column and then initiate the workflow
▪ Sites
▪ SPD 2013 Workflows
▪ Visual Studio Workflows
24. #SharePointFest @pgbhoyar
24
Major Enhancements in SharePoint 2013
Designer Workflows
▪ A visual Workflow development
experience that uses Visio 2013
▪ New Actions for creating a task and
starting a task
▪ A new Dictionary data type for working
with complex data type
▪ New workflow building blocks such as
Stage, Loop, and App Step
▪ A new action that enables no-code web
service calls from within a workflow
25. #SharePointFest @pgbhoyar
25
Improved Workflow Logic & Control
SharePoint 2013 Designer
▪ Stages – Can create State Machine
workflows using Stages
▪ Loop : Repeat one or more actions a
specified number of times
▪ SP2010 Workflow Re-Use: SPD2013
enables starting an existing SP2010
workflow, including passing initiation
parameters.
30. #SharePointFest @pgbhoyar
New Workflow Activities & Actions
New Actions & Activities
Microsoft Project Specific
Actions
Assign a Task Get Property from
[Dictionary/DynamicValue]
Create a Project from Current Item
Start a Task Process Count Items in
[Dictionary/DynamicValue]
Set the current project stage status
to this value
Go to This Stage Trim String Set the status field in the idea list
item to this value
Call HTTP Web Service Find Substring in String Wait for Project Event
Start a List Workflow Replace Substring in String Set this field in the project to this
value
Start a Site Workflow Translate Document
Build [Dictionary/DynamicValue] Set Workflow Status
31. #SharePointFest @pgbhoyar
Example of fairly advanced workflow
http://sharepoint-videos.com/pull-info-from-a-blogs-rss-feed-using-sharepoint-designer-2013-workflow/
Example of using:
• Stage
• Loop
• Web service
• Workflow variables
• Dictionary variable
• XML to JSON
• Calculation
• Creating items
34. #SharePointFest @pgbhoyar
Packaging a workflow
• SharePoint Designer 2010:
• Only reusable workflows can be packaged
• SharePoint Designer 2013:
• List workflows, Reusable workflows and Site workflows
can all be packaged as a wsp
39. #SharePointFest @pgbhoyar
39
• Naming Convention for Custom Workflows
➢ Use the naming convention that works best for you
and your organization
➢ For example, “List or Library + List or Library Name +
Purpose”
• Use logging-
➢ “Log to History List”
• Create new tasks list and history lists for
each workflows and try to avoid using the
OOTB history list and workflow tasks list
➢ To create the new tasks list and history list, we can use
▪ Workflow Settings page
▪ SharePoint UI
Best Practices
40. #SharePointFest @pgbhoyar
40
• Use SharePoint groups to assign the
tasks/send emails instead of individual
users
• Don’t create the variable if you don’t
have to
➢ 50 is the limit
• Do not modify the OOTB global
workflows
➢ Create copy and then modify
• A lot more during tomorrow’s WF202
session..☺
Best Practices
41. #SharePointFest @pgbhoyar
41
Limitations of SharePoint 2013 Designer
Workflows
▪ We can not start workflows on delete
event
▪ 50 variable limit
▪ No source control for SPD workflows
▪ String functions are limited
▪ Can not deploy workflows as SharePoint
Apps
▪ For advance implementations you may
need to involve developers/architects
43. #SharePointFest @pgbhoyar
Recent Announcements
• There will NOT be SharePoint Designer 2016
➢ http://sharepoint-community.net/forum/topics/what-s-happening-to-sharepoint-designer-in-
sharepoint-2016-is-it
➢ SharePoint 2013 Designer will be supported till 2026
• Microsoft Flow
➢ https://powerapps.microsoft.com/en-us/blog/introducing-microsoft-flow-and-announcing-the-
public-preview-of-powerapps/
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44. #SharePointFest @pgbhoyar
What does this mean?
• SharePoint Workflows most probably will have same fate as
InfoPath forms services
➢ Microsoft will continue to support
➢ No future enhancements
• Time to explore other options
➢ Microsoft Flow
▪ https://flow.microsoft.com
➢ Logic Apps
▪ https://azure.microsoft.com/en-us/services/logic-apps/
➢ Visual Studio Workflows
▪ Can deploy them only as “App”
➢ Other Third Party Products
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48. #SharePointFest @pgbhoyar
Recap
• Architectural Changes in SharePoint Online workflows
• Enhancements in SharePoint Designer 2013 Workflows
• Key Differences between SharePoint 2013 and SharePoint
2010 style workflows
• Limitations of SharePoint Designer 2013 Workflows
• Best Practices
• Future
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49. #SharePointFest @pgbhoyar
Other SPFest Seattle 2017 Workflow Sessions
• WF 104 - Transition Your SharePoint Designer Workflows to
Microsoft Flow
• WF 201 - Best practices for automating business processes in
SharePoint
• WF 202 - Future Proofing Your Workflow Investment: How to
develop maintainable custom workflows in Office
365/SharePoint Online
• WF 203 - Advanced SharePoint Designer 2013 Workflows
• WF 204 - Business Process Automation: Advanced Workflow
Solutions
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50. #SharePointFest @pgbhoyar
Key Takeaways
• Hopefully the contents we covered today made you to explore
SharePoint Designer 2013 workflows and you will go home
and play with it ☺
• Sign up for Developer Program using https://dev.office.com/
• Keep track of new features getting added to Microsoft Flow
➢ https://flow.microsoft.com/en-us/blog/