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Peter Ward: The True Power of SharePoint Designer Workflows

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SharePoint designer presentation, SharePoint Saturday NYC 7/31/10.

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Peter Ward: The True Power of SharePoint Designer Workflows

  1. 1. The true power of SharePoint Designer for workflows.<br />Presented By<br /> Peter Ward - Business Collaboration Manager <br />July 31st 2010 <br />
  2. 2. Thank you sponsors!!<br />
  3. 3. 2 ASUS Netbooks<br />Also Some Books<br />1 Typemock Isolator License<br />A 2-5 Day Course from SetFocus on SharePoint<br />Telerik RAD Controls Set<br />1 DeliverPointWFE 2010 license (Worth $1500)<br />1 BCS Meta Man license (Worth $1200)<br />1 Lightning Conductor 2010 WFE license (Worth $800)<br />1 Lightning Storm Forums license. (Worth $600)<br />
  4. 4. Before We Begin<br />Thank You<br />Q&A – We will have time at the end of the presentation for questions<br />A copy of this presentation can be sent to you<br />
  5. 5. Disclaimer<br />Only discussing SharePoint Designer workflows…..Nothing else<br />
  6. 6. Value of the session<br />Level 3 <br />Level 2 <br />Level 1 <br />
  7. 7. Agenda<br /><ul><li>Terminology
  8. 8. Your SharePoint environment
  9. 9. Limits of SharePoint Designer
  10. 10. Pitfalls
  11. 11. Easter eggs
  12. 12. SharePoint Designer 2010
  13. 13. Other workflow options
  14. 14. Release process</li></li></ul><li>Terminology<br />Approval<br />Workflow<br />
  15. 15. Workflow Business Process<br />Inter - Enterprise<br /><ul><li> Press Release
  16. 16. Drug Discovery
  17. 17. Treasury / Cash Management
  18. 18. Supply Chain Management
  19. 19. Customer Acquisition
  20. 20. Mergers and Acquisition
  21. 21. Trade Show Process
  22. 22. Airline Operation Maintenance
  23. 23. Contract Risk Mitigation
  24. 24. Harmonized Tariff Scheduling
  25. 25. Federal Audit Control
  26. 26. Cataloging & Distribution
  27. 27. Advertising Collection & Control</li></ul>Enterprise<br /><ul><li>Quality Management
  28. 28. Resource Planning
  29. 29. Procurement & subcontracts
  30. 30. Initial Public Offering
  31. 31. Enrollment & Administration
  32. 32. ISO 9000/9001 Control
  33. 33. Safety & Regulation Control
  34. 34. Cataloging & Distribution
  35. 35. Product Engineering
  36. 36. Claims Processing
  37. 37. Facilities Management
  38. 38. Bill Consolidation & Control
  39. 39. Succession Planning</li></ul>Corporate<br /><ul><li> Content Management/Approval
  40. 40. Order Fulfillment
  41. 41. Inventory Management
  42. 42. Logistics
  43. 43. Wills / Estates / Incorporations
  44. 44. Quotation & Contract Costing
  45. 45. Exploration & Appraisal
  46. 46. Check Request Approval
  47. 47. Real Estate Buy/Sell
  48. 48. Collections
  49. 49. Internal Audit
  50. 50. Purchase Orders
  51. 51. Pharmaceutical Trial</li></ul>Department<br /><ul><li> Expense Claims
  52. 52. Vacation Request
  53. 53. Monthly Report
  54. 54. News Release
  55. 55. Hiring Request (Web)
  56. 56. Interview Process
  57. 57. Hiring/Intake Process
  58. 58. “On-Exit” Process
  59. 59. Helpdesk Process
  60. 60. Financial Planning
  61. 61. Proposal/Sales Process
  62. 62. Contract Approval
  63. 63. Localization / Globalization</li></li></ul><li>Excitement of the first day at a new job<br />Informal Process<br />Informal Results<br />Here is your new desk.<br />
  64. 64. Excitement of your first day on the job<br />Formal Process<br />Formal Results<br />Here is a new desk.<br />
  65. 65. Types of SharePoint Workflow <br /><ul><li>Out of the box
  66. 66. Browser based</li></ul>SharePoint Designer<br /><ul><li>Replacement to FrontPage
  67. 67. Can handle more complex workflows
  68. 68. K2 – No code solutions
  69. 69. Custom development</li></li></ul><li>A typical SharePoint Workflow environment in a company<br /><ul><li> SharePoint Designer is not for business users, power user experience.
  70. 70. Network administrator is coding the workflows
  71. 71. The transition from SharePoint Designer to Visual Studio is a large leap.
  72. 72. Governance is important to workflows.</li></ul>Workflows should not be a haphazard undertaking<br />There’s no such thing as a simple workflow<br />
  73. 73. Common workflow requirements<br />START<br />START<br />START<br />START<br />START<br />START<br />Rework<br />Rework<br />Rework<br />Rework<br />Rework<br />Approval<br />Approval<br />Approval<br />Approval<br />Approval<br />SharePoint Designer DO NOT have a simple solution for this basic requirement.<br />Approved<br />Approved<br />Approved<br />Approved<br />Approved<br />Declined<br />Declined<br />Declined<br />Declined<br />Declined<br />
  74. 74. The ability to model business logic as part of the workflow decision making<br />Common workflow requirements<br />3 people in the group select “Approved”<br />1 person in the group selects “Declined”<br />Incorporate business rules<br />OR<br />Incorporate business rules<br />All users in a group must select “Approved,” one after another<br />Rework<br />Approval<br />Declined<br />Approved<br />Serial approval<br />Parallel approval<br />Approved<br />Approved<br />Approved<br />Declined<br />Declined<br />Declined<br />SharePoint Designer DO NOT have easy solutions to basic business requirements.<br />
  75. 75. A simple workflow …<br />START<br />$$ > 2K<br />False<br />True<br />$$ < 8K<br />True<br />False<br />> 8K<br />< 2K<br />High Approval<br />Medium Approval<br />Approved<br />Approved<br />Low Approval<br />Declined<br />Clean up<br />Declined<br />Clean up<br />Update List<br />Update List<br />START<br />Declined<br />Approved<br />(Serial)<br />Clean up<br />Update List<br />Medium <br />Approval<br /> Low <br />Approval<br /> High <br />Approval<br />Approved<br />Declined<br />… can become quite complicated<br />
  76. 76. What you don’t want<br />START<br />Common workflow requirements<br /><ul><li> Conditions limited to “True” or “False”
  77. 77. Approval limited to “Approved” or “Declined”
  78. 78. Duplication of business logic
  79. 79. Processes not representing the business problem
  80. 80. Manual creation of workflow user interfaces</li></ul>$$ > 2K<br />False<br />True<br />>> Maintenance nightmare <br />>> Reporting no longer accurate <br />$$ < 8K<br /> >> Expensive!!<br />True<br />False<br />High Approval<br />Medium Approval<br />Limited to “True” or “False”<br />Approved<br />Approved<br />Low Approval<br />Declined<br />Clean up<br />Declined<br />Clean up<br />Update List<br />Update List<br />Limited to “Approved” or “Declined”<br />Declined<br />Approved<br />Clean up<br />Update List<br />Duplication of business logic<br />
  81. 81. The risk of reaching the end of the road<br />Requirements 80%<br />Development 20%<br />What if your needs outgrow the capabilities of your approach?<br />A new platform? Custom development?<br />Will you have to start over?<br />
  82. 82. SharePoint Designer Pitfalls<br /><ul><li>Once you have chosen the list, it’s difficult to change it
  83. 83. Workflows is front end activity
  84. 84. Empty field values ?????
  85. 85. Can not copy and paste between steps
  86. 86. Nested conditionals
  87. 87. Space characters – e.g. space in URL
  88. 88. Approvals and workflows do not always work together</li></li></ul><li>SharePoint Designer Easter Eggs<br /><ul><li>Codeplex - www.codeplex.com - First name , Last Name </li></ul> perform a search on Lookup user info<br />http://spdactivities.codeplex.com/<br /><ul><li>Parsing of list item informationhttp://www.codeplex.com/spdwfextensions</li></li></ul><li>CodePlex<br />Open source, not supported <br />
  89. 89. SharePoint Designer Easter Eggs<br /><ul><li>Codeplex - www.codeplex.com - First name , Last Name </li></ul> perform a search on Lookup user info<br />http://spdactivities.codeplex.com/<br /><ul><li>Parsing of list item informationhttp://www.codeplex.com/spdwfextensions
  90. 90. -Dynamic url in the email body
  91. 91. -Mixing workflow and Alerts
  92. 92. Workflows are event driven
  93. 93. Alerts can be timely</li></li></ul><li>SharePoint Designer Easter eggs. Continued<br /><ul><li> Security- Copy an item from one list to another
  94. 94. Use the task list for approvals
  95. 95. Email an issue list</li></li></ul><li>Workflow Tips<br />When there’s a submission, have an acknowledgement sent<br />Good naming conventions for the variables<br />strRequester<br />noCount<br />
  96. 96. SharePoint Designer 2010<br />Workflows<br />Lists<br />Site<br />Reusable<br />
  97. 97. Integration with Visio<br />
  98. 98. Import into Visual Studio<br />
  99. 99. Event Handlers<br />
  100. 100. Other 2010 Features<br />
  101. 101. Other workflow options<br />
  102. 102. Assemble workflows that solve business problems<br />
  103. 103. Release Process<br /><ul><li>Not a one shoot deal
  104. 104. 1 st meeting questions
  105. 105. -Workflow Name
  106. 106. -How it starts, ends, milestones
  107. 107. -What is being approved? Excel doc? submitted form?, PDF?
  108. 108. -Number of approval steps
  109. 109. -Number of approvers (people) in the process
  110. 110. -Number of submitters
  111. 111. -Is there status reports/views required?</li></li></ul><li>Next Step<br />
  112. 112. <ul><li>Terminology
  113. 113. Your SharePoint environment
  114. 114. Limits of SharePoint Designer
  115. 115. Pitfalls
  116. 116. Easter Eggs
  117. 117. Other workflow options
  118. 118. Release process</li></ul>Summarize<br />
  119. 119. e-peterward@wardpeter.com<br />b-www.wardpeter.com<br />p- 862 220 6080<br />Questions?<br />Be part of the experience<br />
  • DilipkumarKatakdhond

    Aug. 16, 2017

SharePoint designer presentation, SharePoint Saturday NYC 7/31/10.

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