SPS Houston Business Process Automation for SharePoint

Business Process
Automation for SharePoint

Andy Huneycutt
• Charlotte, NC
• ASPE instructor since 2011
• SharePoint | Office 365 | Project Server
• IT Trainer
• Consultant
• Courseware Developer
• Microsoft MVP Office Servers and Services
• Business Process Automation
• Workflows
• Charlotte Area SharePoint User Group
• Charlotte SharePoint Saturday | SPSCLT
andy@upskilltech.com
@andyhuneycutt William Huneycutt

Welcometo the 9th AnnualSharePointSaturday

This is the
segue…
Business Process Automation for SharePoint
• Increasing efficiency in the workplace by
automating repetitive tasks, ensuring consistent
data entry, and simplifying the user experience.
• Composite solutions
• List and Libraries
• Enterprise Content Management
• Forms
• Workflows
• Page Design

What’s in it for
me?
• Maximizing your investment in
SharePoint
• Out-of-the-box tools
• Empowering business users
• Citizen developers
• Automation
• Transparency
• No code solutions!
• Okay, maybe just a little code …

Agenda
In this seminar you'll learn how to implement
composite solutions in SharePoint to increase
efficiency in the workplace.
• Necessary components
• Data
• Forms
• Workflows
• Page Design and Web Parts
• Demo
• Q & A

What is
Business
Process
Automation?
• The automation of complex business processes
and functions beyond conventional data
manipulation and record-keeping activities,
usually through the use of advanced
technologies.
• It focuses on “run the business” as opposed to
“count the business” types of automation
efforts and often deals with event-driven,
mission-critical, core processes.
• BPA usually supports an enterprise’s knowledge
workers in satisfying the needs of its many
constituencies.
• Gartner, INC.

Scenario
Our client needs to develop an automated facilities management portal. The
facilities management team is currently struggling to handle incoming requests
for use of company resources for meetings, training, and conferences.
Their goals for the new system include:
• A customized form for handling requests
• A workflow for manager approval
• A workflow process for assigning tasks to their team related to setup and
breakdown of facility resources
• They would also like custom dashboards for manager overview of requests
and tasks, setup and breakdown assignments, and event related
expenditures.
What can we build with SharePoint to meet our client's demands? The clock is
ticking, we have 70 minutes to build a working business solution for our client.
Let's build a business solution using Business Process Automation for
SharePoint.

Apps, Content Types, &
ECM
Capture, manage, store,
preserve, and deliver

Where to store your data
#SPSHOU

Calendar Overlay CSS
<style type="text/css">
.ms-acal-color1{ BACKGROUND-COLOR: #001f3f}
.ms-acal-selcolor1{ BACKGROUND-COLOR: #001f3f}
.ms-acal-apanel-color1{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #001f3f;}
.ms-acal-color2{ BACKGROUND-COLOR: #0074D9}
.ms-acal-selcolor2{ BACKGROUND-COLOR: #0074D9}
.ms-acal-apanel-color2{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #0074D9;}
.ms-acal-color3{ BACKGROUND-COLOR: #7FDBFF}
.ms-acal-selcolor3{ BACKGROUND-COLOR: #7FDBFF} .ms-acal-apanel-color3{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #7FDBFF;} .ms-acal-color4{ BACKGROUND-COLOR: #39CCCC} .ms-acal-selcolor4{
BACKGROUND-COLOR: #39CCCC} .ms-acal-apanel-color4{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR:
#39CCCC;}.ms-acal-color5{ BACKGROUND-COLOR: #3D9970} .ms-acal-selcolor5{ BACKGROUND-COLOR: #3D9970}
.ms-acal-apanel-color5{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #3D9970;}.ms-acal-color6{
BACKGROUND-COLOR: #2ECC40} .ms-acal-selcolor6{ BACKGROUND-COLOR: #2ECC40} .ms-acal-apanel-color6{
BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #2ECC40;}.ms-acal-color7{ BACKGROUND-COLOR: #01FF70}
.ms-acal-selcolor7{ BACKGROUND-COLOR: #01FF70} .ms-acal-apanel-color7{ BORDER-COLOR: #C3B7AC;
BACKGROUND-COLOR: #01FF70;} .ms-acal-color8{ BACKGROUND-COLOR: #FFDC00} .ms-acal-selcolor8{
BACKGROUND-COLOR: #FFDC00} .ms-acal-apanel-color8{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR:
#FFDC00;} .ms-acal-color9{ BACKGROUND-COLOR: #FF851B} .ms-acal-selcolor9{ BACKGROUND-COLOR: #FF851B}
.ms-acal-apanel-color9{ BORDER-COLOR: #C3B7AC; BACKGROUND-COLOR: #FF851B;}
</style>
#SPSHOU
Change the background-color for
all 3 references.
Repeat for each of the 9 colors.
Insert on the web page using a
script editor web part.

SharePoint Lists - Calendar
#SPSHOU
Columns/Fields Column Type Views Features
Attendees Person or Group All Events Classic UI
Category Choice Calendar Connect to Outlook
Check Double Booking Check Double Booking Current Events Export to Excel
Created Date and Time Open with Access
Description Multiple lines of text Calendar Overlays
End Time Date and Time Calendar or List Views
Free/Busy Free/Busy Group Scheduling
Location Single line of text Edit list in SharePoint Designer
Modified Date and Time
Resources Resources
Start Time Date and Time
Title Single line of text
Created By Person or Group
Modified By Person or Group

Columns / Fields / Metadata
#SPSHOU

Site Columns
#SPSHOU
Site
Columns
– Create Once Reuse Everywhere

Site Columns
#SPSHOU
• Site Settings > Site Columns

Task Outcome Column
Custom Workflow Task
#SPSHOU

Site Content Types – C.O.R.E.
#SPSHOU
Content
Type
Workflows
Site
Columns
Document
Template
Information
Management
Policies
Document
Library
List or Library

Content Type Hierarchy
#SPSHOU
Event
Content Type
Conference Event Meeting Event Training Event
Fields – Title*, Location, Start Date*, End Date*,
Description, Category, All Day Event, Recurrence
• Conference Room
Locations
• Attendance
• Catering Type
• Location
• Category
• Meeting Room
Locations
• Attendance
• A/V Setup
• Location
• Category
Training Room
Locations
Attendance
A/V Setup
Priority
• Location
• Category

DemoCreating Content Types
#SPSHOU

Forms in SharePoint
Forms and Form
Services - a better way
to retrieve data

App FormsList and Library based
forms

Modern Lists App Forms
#SPSHOU

Content Type Column Settings
#SPSHOU

Demo List Based Forms
Creating Forms for
Business Process
Automation in
SharePoint
#SPSHOU

SharePoint Designer
Forms
Forms in SharePoint
#SPSHOU

Forms with SharePoint Designer#SPSHOU

Create Link In List Item Menu And Ribbon
#SPSHOU

InfoPathForms in SharePoint
#SPSHOU

InfoPath is dead
#SPSHOU
InfoPath is far from out of use or end of life…
?

Future of InfoPath
Its dead! No wait, its not dead! We don’t know!
• InfoPath 2013 is the last version Microsoft will release, and it will be
supported until 2026.
• FoSL, Excel Surveys, Structured Documents, App Forms with Access
• FoSL has been discontinued
• SharePoint 2016 will support InfoPath browser forms
• Office 365 will support InfoPath browser forms ‘until further notice’
officially, Microsoft Download Center published InfoPath 2013 for Office
365 ProPlus Subscription.
• Microsoft has no currently announced plans for InfoPath replacement
• Replacement coming in the fall….
• Which Fall? What year?
#SPSHOU

InfoPath Forms and Form Services
#SPSHOU
Just use PowerApps

PowerAppsForms in SharePoint -
the NEW HOTNESS
#SPSHOU

PowerApps & Flow
#SPSHOU
Introducing

Demo PowerApps
Creating Forms for
Business Process
Automation in
SharePoint
#SPSHOU

Custom WorkflowsConfiguring the system
to work for you
#SPSHOU

SharePoint Workflow Platforms
#SPSHOU
Applies to SharePoint Online

Approval Workflow
• Approval Workflow
• Automates the approval of a
document. Approvers have
the option to Approve or
Reject the document,
Reassign the approval task, or
Request changes to the
document.
#SPSHOU

SP Designer Workflows
#SPSHOU
Steps
Actions
Conditions
Events
Stages
Loops
SharePoint Designer Custom Workflows
2010 Workflow Platform 2013 Workflow Platform

DemoCustom Workflows with
SharePoint Designer
#SPSHOU

SharePoint Designer vs
Flow
#SPSHOU

Get started quickly
with over a
hundred useful
templates
#SPSHOU

Microsoft Flow
#SPSHOU#SPFestCHI

Build your own flows in an easy to use visual designer
Sending an Exchange email when a new
file is added in Dropbox
#SPSHOU
Authenticate to your O365 account.
Build email Subject and Body
Choose to include properties
from previous step (Dropbox
file) to improve relevance
Specify Send To email address
and additional properties
(optional): From, CC, BCC and
ImportanceConnected to johnsharp@contoso.com
Authenticate to your Dropbox account.
Select folder to monitor
PowerApps

Automate advanced scenarios with multiple steps,
branching conditions, and more
#SPSHOU

Building
blocks of a
flow
• Services are sources and destinations of data
in a flow.
• Triggers are events that start a flow.
• Actions are tasks accomplished by the flow.
• Conditions allow for branching if/then logic in
a flow.
• Loops are for iterating over actions more than
once.
#SPSHOU

Integrate the systems
you’re already using…
even custom APIs.
#SPSHOU

Triggers
• Some of them are events in your connected
web services, such as when a certain user
sends a tweet or a file is saved to your
Dropbox account.
• Other triggers are built-in, such as running a
flow on a recurring schedule or running a
flow in response to a web request.
• Finally, there are manual triggers, such as
launching a flow by clicking a button in
Microsoft Flow or Microsoft PowerApps.
Triggers often pass information about the
event that happened to actions in your flow.
#SPSHOU

Known issues
and
resolutions
• SharePoint lists on My Sites and that aren't of type Custom
List aren't supported. Support for other list types are on our
roadmap. To work around this issue, create a custom list on
a standard SharePoint site.
• SQL stored procedures can't be run on on-premises SQL
Servers. Only SQL Azure supports stored procedures at this
time.
• Do-until cards have rendering errors that make it difficult to
reference content from arrays.
• Document Metadata isn't returned from triggers on
SharePoint document libraries.
• Flows can't write to Lookup, Choice, People and Groups, and
Taxonomy fields in SharePoint lists. We recommend using a
simple string field until this is corrected.
• File triggers won't fire for files being added inside of nested
folders inside the folder you select.

Is Microsoft
Flow the
direct
replacement
for SharePoint
Workflows?
• No
• Microsoft Flow is the evolution of business
process management allowing you to build
elegant solutions which have the ability to
orchestrate data across various line of business
applications leveraging “clicks” and not code.

Page Design and Web
Parts
Starting to put it all
together
#SPSHOU

Web Part Page with Status List
#SPSHOU

Web Parts
• In SharePoint 2013, a Web Parts page is a collection of Web Parts that
combines list data, timely information, or useful graphics into a
dynamic web page.
• The layout and content of a Web Parts page can be set for all users
and then, optionally, personalized for individual users.
• A site owner or a site member with the appropriate permissions can
create and customize Web Parts pages by using a browser to add,
reconfigure, or remove Web Parts.
• You can use Web Parts on Web Parts pages, wiki pages, content
pages, and publishing pages.
#SPSHOU

Page Design with App Parts
#SPSHOU

Demo
Creating Dashboards
for Business Process
Automation in
SharePoint
#SPSHOU

Business
Process
Automation for
SharePoint
Coming to a city near you – ASPE Training
ASPEtraining.com
http://aspetraining.com/courses/sharepoi
nt-for-business-process-automation
#SPSHOU

SharePoint for
Business
Process
Automation
• Twitter - @andyhuneycutt
• ASPE hosted Webinars
http://aspetraining.com/learning-library/aspe-
learning-library?type=webinars

SharePoint for
Business
Process
Automation
A brand new course covering SharePoint’s
automated services and capabilities.
• Enterprise Content Management
• InfoPath
• Out-of-the-box Workflows
• Custom workflows

SPS Houston Business Process Automation for SharePoint

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