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Configuring Workflow in SharePoint 2010
AgendaOut of box Workflow ConfigurationSharePoint Designer New Workflow typesNew Workflow Actions, Steps and ConditionsImpersonation StepsVisio 2010 IntegrationInfoPath 2010 Integration
AssumptionsYou know what SharePoint 2010 isYou know what a workflow isYou have some limited experience with SharePoint Designer creating workflows You are not here to program Workflows in Visual StudioYou can understand my accent At least one of the demos will probably fail 
Who am I?SharePoint Analyst - Part Technical, Part Business, Maximum ValueCurrent SharePoint V15 Vision Panel MemberContributor to CMSWire and NothingButSharePointAuthor of www.sharepointanalysthq.comEx-Chef, still obsessed with food 
New Improvements in 2010Workflow PortabilityRun workflow actions with higher permissionsLeverage new SharePoint 2010 constructsCopy the Out of the Box workflowsCreate and visualize workflows in VisioCreate rich forms with InfoPathPrototype workflows in SPD -> VS2010
Out of the box workflows in SharePoint 2010
Out of bow workflowsThree StateThree Simple statesCan customize which three values to useCollect FeedbackWhen completed user can see consolidated feedbackApprovalApproval processCollect SignaturesCan use with Word 2010 to sign documentsDispositionAllows you to expire documentsTranslation ManagementManage translation of content
AssociationsPer List/LibraryPer Content TypeGreat for re-use across multiple libraries
Start ConditionsManuallyApprove Major VersionNew Item CreatedItem Changed
Association FormSet default optionsUsers can always change when workflow runsFeedback (No rejection, content approval)Approval
Association FormsThree State(Lots of options!)Collect Signatures( No dates)
Tips and TricksCustom ActionsMake it easy to trigger workflowsUse default ValuesShow visualization if you can!
DEMOConfiguring out of the box workflows
Designing Workflows in SharePoint designer 2010
Types of WorkflowsList WorkflowAssociated with a listMuch like MOSS 2007 WorkflowsSame issues as MOSS ( non portable)Create/Export in Visio 2010, SPD
Reusable WorkflowsSolves the SP2007 issue of portabilityReusable across multiple listsPublish Globally to be accessible across all sites within a Site CollectionExport as .wsp file to make accessible across multiple Site CollectionCan associate to a content typeCreate/Export in Visio 2010, SPD, VS2010Great out of the box way to create, package and deploy workflowsBusiness Problem:“Give me a workflow that I can use across different lists/libraries”
Site WorkflowDon’t need an object to runCant export across Site CollectionsNo Association ColumnsExamples:Site Disposition ProcessPerforming multiple disparate actionsIterating through multiple lists or items within a siteBusiness Problem:“Need a process to inform Site Owners and others that their site is under review. Will need to assign them a task as well”
ConditionsLots of new conditions!Most common new conditionsIf any value equals valueModified in a specific date spanFile type is a specific type
ActionsLots of new actions to use!Replaces ‘Build Dynamic String’
Actions Cont..New ScenariosDeclaring a record based on custom metadata on a list itemChanging item permissionsWorkflows on Document SetsSending documents to a repositoryWaiting for change in item
DEMOcreating reusable and global workflows
Impersonation StepsBy default all workflows run under the account of the userImpersonation steps run as the Account Author that usually has more permissionsAccess to more actions as well Manager Look UpList Item PermissionsAny change to item in an Impersonation Step will be recorded as the workflow Author NOT the current user
VISIO 2010 AND WORKFLOWS
Workflow CreationVisio has SharePoint Workflow templateAllows you to create workflow design in VisioWorkflow can be exported to SharePoint Designer
Visio VisualizationVisualize a single workflow instanceNot for aggregation, reporting or auditingOnly for SharePoint DesignerCan also customize appearance
Infopath 2010 AND WORKFLOWS
InfopathWorkflow forms can now be customized with InfoPath 2010You don’t need Forms Services or the Enterprise License!!Great way to spice up the appearance of forms
Thanks!For staying for the last session!Feel free to connect about any SharePoint related topics
Configuring Workflows in SharePoint 2010

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Configuring Workflows in SharePoint 2010

  • 1. Configuring Workflow in SharePoint 2010
  • 2. AgendaOut of box Workflow ConfigurationSharePoint Designer New Workflow typesNew Workflow Actions, Steps and ConditionsImpersonation StepsVisio 2010 IntegrationInfoPath 2010 Integration
  • 3. AssumptionsYou know what SharePoint 2010 isYou know what a workflow isYou have some limited experience with SharePoint Designer creating workflows You are not here to program Workflows in Visual StudioYou can understand my accent At least one of the demos will probably fail 
  • 4. Who am I?SharePoint Analyst - Part Technical, Part Business, Maximum ValueCurrent SharePoint V15 Vision Panel MemberContributor to CMSWire and NothingButSharePointAuthor of www.sharepointanalysthq.comEx-Chef, still obsessed with food 
  • 5. New Improvements in 2010Workflow PortabilityRun workflow actions with higher permissionsLeverage new SharePoint 2010 constructsCopy the Out of the Box workflowsCreate and visualize workflows in VisioCreate rich forms with InfoPathPrototype workflows in SPD -> VS2010
  • 6. Out of the box workflows in SharePoint 2010
  • 7. Out of bow workflowsThree StateThree Simple statesCan customize which three values to useCollect FeedbackWhen completed user can see consolidated feedbackApprovalApproval processCollect SignaturesCan use with Word 2010 to sign documentsDispositionAllows you to expire documentsTranslation ManagementManage translation of content
  • 8. AssociationsPer List/LibraryPer Content TypeGreat for re-use across multiple libraries
  • 9. Start ConditionsManuallyApprove Major VersionNew Item CreatedItem Changed
  • 10. Association FormSet default optionsUsers can always change when workflow runsFeedback (No rejection, content approval)Approval
  • 11. Association FormsThree State(Lots of options!)Collect Signatures( No dates)
  • 12. Tips and TricksCustom ActionsMake it easy to trigger workflowsUse default ValuesShow visualization if you can!
  • 13. DEMOConfiguring out of the box workflows
  • 14. Designing Workflows in SharePoint designer 2010
  • 15. Types of WorkflowsList WorkflowAssociated with a listMuch like MOSS 2007 WorkflowsSame issues as MOSS ( non portable)Create/Export in Visio 2010, SPD
  • 16. Reusable WorkflowsSolves the SP2007 issue of portabilityReusable across multiple listsPublish Globally to be accessible across all sites within a Site CollectionExport as .wsp file to make accessible across multiple Site CollectionCan associate to a content typeCreate/Export in Visio 2010, SPD, VS2010Great out of the box way to create, package and deploy workflowsBusiness Problem:“Give me a workflow that I can use across different lists/libraries”
  • 17. Site WorkflowDon’t need an object to runCant export across Site CollectionsNo Association ColumnsExamples:Site Disposition ProcessPerforming multiple disparate actionsIterating through multiple lists or items within a siteBusiness Problem:“Need a process to inform Site Owners and others that their site is under review. Will need to assign them a task as well”
  • 18. ConditionsLots of new conditions!Most common new conditionsIf any value equals valueModified in a specific date spanFile type is a specific type
  • 19. ActionsLots of new actions to use!Replaces ‘Build Dynamic String’
  • 20. Actions Cont..New ScenariosDeclaring a record based on custom metadata on a list itemChanging item permissionsWorkflows on Document SetsSending documents to a repositoryWaiting for change in item
  • 21. DEMOcreating reusable and global workflows
  • 22. Impersonation StepsBy default all workflows run under the account of the userImpersonation steps run as the Account Author that usually has more permissionsAccess to more actions as well Manager Look UpList Item PermissionsAny change to item in an Impersonation Step will be recorded as the workflow Author NOT the current user
  • 23. VISIO 2010 AND WORKFLOWS
  • 24. Workflow CreationVisio has SharePoint Workflow templateAllows you to create workflow design in VisioWorkflow can be exported to SharePoint Designer
  • 25. Visio VisualizationVisualize a single workflow instanceNot for aggregation, reporting or auditingOnly for SharePoint DesignerCan also customize appearance
  • 26. Infopath 2010 AND WORKFLOWS
  • 27. InfopathWorkflow forms can now be customized with InfoPath 2010You don’t need Forms Services or the Enterprise License!!Great way to spice up the appearance of forms
  • 28. Thanks!For staying for the last session!Feel free to connect about any SharePoint related topics

Editor's Notes

  • #6: Create accessible workflows outside of a listWe can now create workflows outside of the list constraintRun workflows with higher permissionsWhat if the user running the workflow doesn’t have access to the list?What if the user only has read only access?Use the new SP2010 functionalityManaged metadataDocument SetsIn Place Records ManagementExternal Content TypesSend To LocationsContent OrganizerCopy out of he box workflowsCan now copy OOTB workflows to leverage and change them.Create and visualise workflows in VisioCreate rich forms in InfoPathPrototype Workflows in SPD -> VS2010Copy the Out of the Box workflows
  • #8: Also translation workflow to help you manage translations of documents as wellSame as in 2007 with some improvementTranslation Management   Manages manual document translation by creating copies of the document to be translated and by assigning translation tasks to translators. This workflow is available only for Translation Management libraries.
  • #16: Fundamental Changes in terms of what we can do with workGives fantastic new capabilities that we can leverage
  • #17: Reusable WorkflowAvailable across all list/libraries with an sitePublish Globally makes available across sites within the same site collectionExports as WSP file, sandbox solution, can be used in the cloud
  • #18: SiteDoesn’t need an item to triggerNotifications – tell all our site users about an eventIterating through multiple lists ( see what a user has done)Archive all content
  • #19: Checking list items is a great way to check what permissions users have
  • #23: Typical issue is