Another SharePoint saturday

1. SharePoint Community in Philadelphia
• Sessions for: Meeting Format
5:30-6:30 Power User Session
• End Users 6:30-7:00 – News/Q&A/Networking/Food/Sponsors
• Administrators 7:00-7:30 – Open Design – “Problem of the Month”
7:30-8:30 - Developer or Administrator Session
• Developers
• IT Pros
• Meetings: Second Tuesday of the month, 5:30 to 8:30 PM, Microsoft
Malvern office
• Hands-On Labs: Administrators and Power Users, see website for details
WEB: www.TriStateSharePoint.org (under construction)
CONTACT: info@tristatesharepoint.org
TWITTER: @tristateSP

2. Platinum
Gold
SWAG
Event
Organizers
Thanks to our Sponsors!

3. The true power of SharePoint
Designer for workflows
Presented By
Peter Ward- SharePoint Solution Architect
Fed 5th 2011

4.  Q&A – We will have time at the end of the presentation for
questions
 A copy of this presentation can be sent to you
 This is on my blog – www.wardpeter.com
Before We Begin

5. Microsoft
SharePoint 2010
Business
Performance
Enhancement-
Taking the basics
to the Business
No-Coding Solutions for SharePoint 2010 End Users

6. Value of the session
Level 3
Level 2
Level 1

7. Agenda
10 Basic SPD concepts
10 steps to build a workflow
10 things to know before you start a workflow
10 cool 2010 features
10 things Microsoft didn't explain in SPD

8. 10 Basic SPD concepts
Basic SPD concepts

9. Workflow
Terminology
 Approval
 Workflow
Basic SPD concepts 1

10. SharePoint Terminology
Basic SPD concepts 2

11. Site Collection

14. Workflow Business Process
Inter - Enterprise
• Press Release
Enterprise • Drug Discovery
• Quality Management • Treasury / Cash
• Resource Planning Management
Corporate
• Procurement & subcontracts • Supply Chain Management
• Content
• Initial Public Offering • Customer Acquisition
Management/Approval
Department • Enrollment & Administration • Mergers and Acquisition
• Order Fulfillment
• ISO 9000/9001 Control • Trade Show Process
• Expense Claims • Inventory Management
• Safety & Regulation Control • Airline Operation
• Vacation Request • Logistics
• Cataloging & Distribution Maintenance
• Monthly Report • Wills / Estates /
• Product Engineering • Contract Risk Mitigation
• News Release Incorporations
• Claims Processing • Harmonized Tariff
• Hiring Request (Web) • Quotation & Contract
• Facilities Management Scheduling
• Interview Process Costing
• Bill Consolidation & Control • Federal Audit Control
• Hiring/Intake Process • Exploration & Appraisal
• Succession Planning • Cataloging & Distribution
• “On-Exit” Process • Check Request Approval
• Advertising Collection
• Helpdesk Process • Real Estate Buy/Sell
& Control
• Financial Planning • Collections
• Proposal/Sales • Internal Audit
Process • Purchase Orders
• Contract Approval • Pharmaceutical Trial
• Localization /
Globalization
Basic SPD concepts 3

15. Excitement of the first day at a new job
Informal Process
Informal Results
Here is your new desk.

16. Excitement of your first day on the job
Formal Process
Formal Results
Here is a new desk.
Basic SPD concepts 4

17. Types of SharePoint Workflow
Out of the box
Browser based
SharePoint Designer
Replacement to FrontPage
Can handle more complex workflows
K2 – No code solutions
Custom development
Basic SPD concepts 5

18. SharePoint Designer
• Designer is free
• For the workflow” .Net Frame work to be installed
• www.Microsoft.com/ downloads
• Ribbon Interface
• Similar to the Outlook rules engine
• It’s very difficult crash a server with SPD
Basic SPD concepts 6

19. Workflow Types
List workflows
 Collect Feedback
 Collect Signatures
 Publishing
Site workflows
Must have view Web Analysts Data permissions to start these
 Schedule Web Analytics Alerts
 Schedule Web Analytics Reports
Basic SPD concepts 7

20. Security
 Access to the site
 Saved the workflow runs on saved ID
Basic SPD concepts 8

21. Features
 Steps
 Actions
 Conditions
Basic SPD concepts 9

22. SPD Real Estate
 Other new features
Basic SPD concepts 10

23. 10 steps to build
a workflow
Workflow steps

24. 10 steps to build
a workflow
 Deploying a workflow
 Site workflow
 Using Visio to map a workflow
 Importing a workflow from Visio
Workflow steps 1 10

25. 10 steps to build
a workflow
 Deploying a workflow and demo
Workflow steps 1

26. 10 things to
know before you
start a workflow
Start a workflow

27. Requirements gathering process
 Not a one shoot deal
 1st meeting questions
 Workflow Name
 How it starts, ends, milestones
 What is being approved? Excel doc? submitted
form?, PDF?
 Number of approval steps
 Number of approvers (people) in the process
 Number of submitters
 Is there status reports/views required?
Start a workflow 1

28. Roles
 Should be someone engaged in the business
 Not the Exchange administrator
 Different perspectives
Start a workflow 2

29. Pay attention to the process
TEST
Start a workflow 3

30. First impressions
Start a workflow 4

31. Release process
Workflows should not be a haphazard undertaking
There’s no such thing as a simple workflow
Start a workflow 5

32. Got the right tool?
 SharePoint Designer is not for business users,
power user experience.
 The transition from SharePoint Designer to
Visual Studio is a large leap.
Start a workflow 6

33. Decisions need to be made
Start a workflow 7

34. Why do workflows fail?
 It adds no value to peoples day job
 People don’t change their ways
 Someone doesn’t take ownership of the
process
 There isn’t agreement in the process
 People are using it for the wrong ways
 There’s a BIG bang approach
Basic SPD concepts 8

35. Keep IT in the loop
Basic SPD concepts 9

36. Does this process exist somewhere else?
Start a workflow 10

37. 10 cool 2010 features
Cool features

38. 10 cool 2010 features
 Reusable workflows
 Creating Association Columns
 Imitation and Association forms
Cool features 1 10

39. 10 things Microsoft
didn't explain in SPD
Cool features

40. 10 things Microsoft
didn't explain in SPD
Limits

41. A simple workflow …
START
START
$$ > 2K
False < 2K True 8K
>
Low Approval $$ < 8K
(Serial)
Low Medium High
Approval False Approval True
Approval
Declined Approved Medium Approval High Approval
Clean up Update List Declined Approved
Declined Approved Declined
Approved
Clean up Clean up Update List
Update List
… can become quite complicated
Limits 1

42. > Conditions limited to “True” or “False”
> Approval limited to “Approved” or “Declined”
> Duplication of business logic >> Maintenance nightmare
> Processes not representing the business problem Reporting no longer accurate
>>
> Manual creation of workflow user interfaces >> Expensive!!
START
Limited to “True” or “False”
Limited to “Approved” or “Declined” $$ > 2K
False True
Low Approval $$ < 8K
False True
Declined Approved Medium Approval High Approval
Clean up Update List Declined Approved
Declined Approved
What you don’t want
Duplication of business logic
Clean up Update List
Clean up Update List
Limits 2

43. SharePoint Designer Pitfalls
Once you have chosen the list, it’s difficult to change it
Workflows are front end activity
Work within sites
Bound to site collections
Can not copy and paste between steps
Nested conditionals
Space characters – e.g. space in URL
Limits 3 10

44. Other workflow
options

45.  Assemble workflows that solve business problems

46. MANAGE AND MONITOR PROCESSES THROUGHOUT THEIR LIFECYCLES
ht t p: / / w w w . k 2 . c om

47. Summarize
 10 Basic SPD concepts
 10 steps to build a workflow
 10 things to know before you start a
workflow
 10 cool 2010 features
 10 things Microsoft didn't explain in SPD

48. Giveaways
20% discount code on this book and others from this publisher
$200.00 discount code for
their training

49. SharePoint gun for hire

50. Questions?
 e-Peterward@wardpeter.com
b-www.wardpeter.com
 p- 862 220 6080
Microsoft confidential internal use only Be part of the experience