1. SharePoint 2010 for
business needs? How to create easily Workflows and
present with Visio in SharePoint 2010
Levente Veres
23.03.2012

2. About Me
What I do :
• System & Business analyst
Past:
• Solution Consultant
• Business Process Management
• IT Manager, PM, Developer
• System administrator
Hobby:
• I like to be Scrum Master, I like Kanban
• Reading and apply: Leadership skills, Motivational approaches, Innovations
• Continuous learning
“Remember, the greatest Don't tell people how to do things, tell
enemy of learning is knowing. them what to do and let them surprise
And the goal of all learning is
action, not knowledge.”
you with their results.
John Maxwell George S. Patton
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3. Agenda
• See the problem.
• Overview SharePoint 2010
• SharePoint Designer 2010 & WF
• Alternatives
• See in the action …
• KISS
3

4. The Story
Once upon a time …
A Business Man dream:
“I want to travel with my family
from Cluj-Napoca to Roma, to relax
in Toscana some day, drink a Bootle
vine near Garda Lake …”
happily until their …
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5. The Story
.. and it happens …
The Tech Man ….
“I have the solution, you need the
big, the number one, the special
one, the ….”
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6. The Story
… thicket to the …
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7. The Story
.. But the tech man don’t listen …
The business man ….
“Yes I can buy a ticket for a plane
but I would like to see more
countries, cities and I what to travel
now like in my youth, so the
SOLUTION is … ?”
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8. The Story
... New idea of tech man …
The SOLUTION
=
TRAIN
=
Speed, Luxury, Travel
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9. The Story
... When the boss is a boss …
"You don't understand.
I want to be
surprised...astonish
me, sport, new info, don't
care where or how you get
it, just get it..."
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10. The Story
What is the Solution ???
"Show Me the Money."
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11. The Story
The possible solution …
“There is no real ending. It’s just the place where you stop the story.”
Frank Herbert
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12. Sharepoint Server 2010
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13. SharePoint Server 2010 Architecture
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14. Today we speak about
NOT about a programmatically created Workflows
About SharePoint Workflows
About SharePoint 2010 Designer
Visio workflows
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15. Workflow tools usage cycle
Other
User knowledge requirements
installable
packages…
Tools usage complexity
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16. Workflow authoring, deployment, and
initiation process
SharePoint is a Collaboration Platform
Human or system Interaction
Flows, Process always changing = adaptation
Workflows = Management
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17. Workflows in Sharepoint 2010
Sequential
State machine
Sequential & state machine
Declarative and compiled
Workflow templates
Workflow associations
Custom solutions
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18. Declarative Workflows
Performance improvements*
InfoPath forms for association, activation, tasks
• Not tightly coupled to specific
Reusable workflows
lists
• Content types • Associated with lists or content
• Association columns types
Reusable
• Association columns
• Promotable to “globally” reusable workflows
• Promotable to “globally”
• Out-of-box workflows work this way now reusable
Site workflows* • Out-of-box workflows work this
way now
Workflows on document sets*
Impersonation steps*
Export to Visual Studio
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19. Workflows solutions
Custom Non-
Declarative
• Import
Custom solution into
Activities
Increasing Functionality
Visual Studio
• Encapsulate • Advanced
custom code modeling
Custom • Hook up
in new action
Out-of-Box Declarative workflow to
• Deploy in full
Customization events
• Start from or partial trust
Out-of-Box scratch or (as user code)
• Association
Workflows from existing
and initiation
settings • New actions
• Ready to use • Task process
• Modify logic
• Common in SharePoint framework
approval Designer • More types of
scenarios workflows
• Design forms
in InfoPath
Browser SharePoint Designer Visual Studio
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20. Workflows Designer vs Visual Studio
Capability/Requirement SharePoint WF Workflow Designer in
Designer Visual Studio
Workflows can be created using only actions that are approved Yes No
by site administrators?
Workflows are accessible in client applications (other than the Yes Yes
browser)?
Can use Microsoft Visio Professional to create workflow logic? Yes No
Need to write code? No Yes
Additional activities (other than those provided by SharePoint No Yes
Server) are provided?
Can create custom activities? No Yes
InfoPath forms can be used in the workflow? Yes Yes
Workflow can be modified while it is running? No Yes
One-click publishing of workflows? Yes Yes
Workflows can be deployed remotely? Yes No
Can be made available across the farm? No Yes
Can be scoped to a site collection? Yes Yes
http://technet.microsoft.com/en-us/sharepoint/ff819861
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21. Workflows in Sharepoint 2010 - Difference
WORKFLOW CUSTOMIZATION IN SHAREPOINT WORKFLOW CUSTOMIZATION IN SHAREPOINT DESIGNER
•Specify the workflow name •Specify workflow name, description, and owner
•Specify the associated Task list and History list •Enable visualizations on workflow status page
•Allow the workflow to start automatically when new items are •Disable automatic workflow start when new items are created
created •Disable automatic workflow start when items are changed
•Allow the workflow to start automatically when items are •Disable manual start of workflows
changed •Add and remove fields on the task completion form
•Allow the workflow to be manually started and optionally, •Customize appearance and behaviour of all workflow forms:
require Manage Lists Permissions association, initiation, and task
•Make the workflow approve publishing a major version of an •Specify that only task recipients and process owners can read and
item edit tasks
•Specify the approvers for the workflow •Allow reassignment of tasks
•Specify the order of approval: serial or parallel •Allow change requests of tasks
•Add approval stages •Change task outcome buttons, like approve and reject
•Expand groups and assign tasks to each member •Change the parameters in the association and initiation forms
•Specify the message in the workflow •Add and customize local variables used in the workflow
•Specify due date for all tasks •Change the completion conditions for the workflow
•Specify duration per task and duration units: days, weeks, or •Customize each stage of the individual task – when it's assigned,
months pending, expires, deleted, and completes
•Add users to carbon copy (CC) field •Customize each stage of the overall task process: when it starts,
•End workflow on first rejection running, cancelled, and completed
•End workflow if document changes •Add more workflow functionality above and around the
•Enable content approval on the workflow approval process to integrate it into existing workflows.
•Create copies of the workflow to customize.
•Save the custom workflow as a template.
•Publish the workflow globally so that it is available to all sites in
the site collection.
http://office.microsoft.com/en-us/sharepoint-designer-help/understand-approval-workflows-in-sharepoint-2010-HA101857172.aspx
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22. Flow through the SharePoint development tools
Application Lifecycle Management in SharePoint 2010
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23. Workflow architecture in SharePoint
Document Set
Witch version of .NET is supported
for workflows in SharePoint 2010?
.NET 3.5 Framework
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24. SharePoint Visio Services
Sharing • Browser based diagrams
Living • Live editing and rendering of Visio documents
Diagrams
Context • Interaction with other web parts and information.
Facilitate Aware
Empower
Human
organization
Process
Empower
information
workers
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25. SharePoint Visio Services
SharePoint • Big design interface improvements
• Full screen, more available context data, import/export, nested logic
Designer 2010 • It’s what we’ve been using for all of the demos so far
Visio 2010 • Allow business analysts to design workflows
• Provide graphical workflow status (Visio Services)
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26. SharePoint Visio Services
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27. Visio Example process
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28. Visio inside SharePoint example
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29. Action
Story: Project Management Board
Use the Designer
Dashboard & Workflow with Visio
Import / Export
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30. Why optimize the Workflow creation?
Gartner BPM Summit (Business Process Management)
Which of the following BUSINESS PRIORITIES are driving your investments
in and development of Business Process Management?
75% answered cost savings
What are the biggest
obstacles preventing you
from improving
processes?
56% answered
lack of resources
“ fully two-thirds (66%) of
BPM projects are funded
by line of business, not by
IT.”
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31. Lessons learning …
Keep it simple, Stupid!
By Kelly Johnson
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32. (Kelly Johnson)
 “Everything should be made as simple as
possible, but not simpler“ Albert Einstein
 "Simplicity is the ultimate sophistication“ Leonardo
 "Less is more“ Mies Van Der Rohe
 “Life is really simple, but we insist on
making it complicated. ” Confucius
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33. The End
Levente Veres | System Analyst
levente.veres@endava.com
Gmail: levente.veres@gmail.com
Twitter: @bergermanus
LinkedIn: http://ro.linkedin.com/pub/veres-levente/2/b40/56
thank you
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