PRESENTED BY: K2.COM STEVE BOLDT SHAREPOINT WORKFLOW IN 2013

K2.COM AGENDA Workflow and SharePoint Through the Years SharePoint Workflow Today SharePoint 2013 Workflow Architecture Workflow Manager Design Tools with SharePoint 2013 SharePoint 2013 Designer SharePoint 2013 & Visio 2013 SharePoint 2013 & Visual Studio 2012 SharePoint 2013 Workflow Demonstration(s) Q & A

K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS SharePoint 2007 / WSS 3

K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS SharePoint Designer 2007

K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS SharePoint 2010 Workflow New actions and conditions for SharePoint Designer Site based workflows High Privilege Workflows Added 4 new SharePoint Event Receivers (list-based) SPTimer Location Visio Integration Process mapping Workflow visualization

K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS SharePoint 2010 stencil-set for Visio Premium

K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS Visualization of workflow status via Visio Services in SharePoint 2010

K2.COM SHAREPOINT WORKFLOW TODAY Workflow moved to Workflow Manager (WM) Does not run in SharePoint anymore WM is built on WF 4 WF 4 is part of Microsoft.Net 4.5

K2.COM SHAREPOINT 2013 WORKFLOW AT A GLANCE 2 Distinct workflow platforms: 2010 and 2013 Complete redesigned workflow infrastructure Workflow Manager 1.0 (WM) Windows Azure Workflow Service (WAWS) More robust task management. Design Tool Enhancements Call Web Services Fully Declarative Visual Designer (with SP Designer)

K2.COM WORKFLOW AND SHAREPOINT 2013 Installs OTB Requires Workflow Manager

K2.COM SHAREPOINT DEPLOYMENT LOCATIONS On-Premise Deployment: WM can be installed on the WFE or separate server Must be connected to the SharePoint 2013 farm SharePoint Online / Office 365 (Off-Premise) Deployment: No Deployment necessary, already installed No configuration necessary

K2.COM SHAREPOINT WORKFLOW TODAY SharePoint 2013 Workflow Architecture

K2.COM WORKFLOW MANAGER New host which introduces new capabilities for authoring, hosting and managing workflows. Also hosts the execution processes for workflow instances. WHAT IS WORKFLOW MANAGER? Key Points: High Density & Multi-tenancy Elastic Scale Activity / Workflow Artifact Management Tracking and Monitoring Instance Management Fully Declarative Authoring (Trusted Surface) REST and Service Bus Messaging WHAT IS TRUSTED SURFACE IN WM? A set of trusted types and activities to author workflows. This is accomplished through a “white-list” that ensures only allowed types are used.

K2.COM KEY ARCHITECTURE CHANGES IN 2013 Powered by Windows Workflow Foundation 4 (WF) SharePoint 2013 workflow is now executed in Windows Azure Workflow Services (WAWS) Communicates with SharePoint using Azure service bus using common protocols (I.E HTTP) Based on.NET framework 4.5 Enhanced connectivity to enable cloud-based execution of workflows. SharePoint Events are routed to WM and returned via REST API

K2.COM INTEROP BRIDGE Allows for creation of 2010 workflows in SharePoint 2013 Is put in place for backwards compatibility between SharePoint 2013 and SharePoint 2010 workflow engines WAWS will delegate workflows or portions of workflows to the 2010 Interop engine.

K2.COM OUT OF THE BOX WORKFLOWS No native 2013 workflows come out of the box. However all 2010 and some 2007 workflows can be activated. Disposition Approval Workflow Publishing Approval workflow Three state workflow SharePoint 2010 Workflows (Must be activated) SharePoint 2007 Workflows (Must be activated)

K2.COM IMPROVEMENTS IN SHAREPOINT DESIGNER 2013 Introducing Stages. Finally mitigates the lack of support for Loops Provides for a state machine like experience Declarative workflows can now have loop like functionality. Loop x # of times. Loop while condition is true Workflows can now call REST/SOAP Services Improved editor Now supports rich formatting Designer supports Cut, Copy, Paste, Undo, Redo, Select-all Improved Visual Designer. Visio is now embedded. Can switch between visual and text-style. Can build 2010 or 2013 workflows

K2.COM STAGES AND GATES Stage Gate

K2.COM IMPORTANT TASK ACTION Assign a task - This Action is to assign a Task to a single User that outputs a Variable an a TaskId. You can use the people picker to select the person or group to whom you are assigning the task. Start a Task Process – This action allows you to assign multiple tasks to multiple users and then use the results in a task process.

K2.COM Workflow Example using SharePoint Designer 2013 and Visio 2013

K2.COM LOOPS Visio 2013 and SharePoint Designer 2013 support two types of loops: Loop n Times Loop with Condition Loops must also conform to the following rules: Loops must be within a stage, and stages cannot be within a loop. Steps may be within a loop. Loops may have only one entry and one exit point.

K2.COM CALL HTTP WEB SERVICE Accesses SharePoint 2013 via CSOM Expects JSON format HTTP Methods: Get Delete Merge Put Post

K2.COM ActionDescription Assign a TaskAssigns a single workflow task to a user or group. Start a Task ProcessInitiates execution of a task process. Go to This StageSpecifies the next stage in a workflow to which flow control should be handed. Call HTTP Web Service Functions as a method call to a (REST) endpoint Start List WorkflowStarts a list scoped workflow (2010) Start a site workflowStarts a site scoped workflow (2010) Build Dynamic valueCreates a new variable of type DynamicValue. Get Property from Dynamic Value Retrieves a property value from a specified variable of type DynamicValue. New Actions in SPD

K2.COM ActionDescription Count Items in DynamicValue Returns the number of rows in a variable of type DynamicValue. Trim String Removes all leading and trailing white-space characters from the current string. Find Substring in String Returns 1-based index of the first occurrence of one or more characters, or the first occurrence of a string, within a string. Replace Substring in String Returns a new string in which all occurrences of a specified character or string are replaced with another specified character or string. Translate Document Functions as a wrapper around the HTTP activity that calls the synchronous translation API. You must configure a Machine Translation Service Application for the SharePoint site on which you run the workflow. New Actions in SPD

K2.COM ActionDescription Set Workflow Status Updates workflow status as specified in message string. Create a Project from Current Item [Microsoft Project] Creates a Project Server project based on the current item. Set the current project stage status to this value [MS Project] Sets the two status fields within the current stage of the project. Set the status field in the idea list item to this value [MS Project] Updates the status field of the original SharePoint list item. Wait for Project Event [MS Project] Pauses the current instance of the workflow to await a specified Project event Set this field in the project to this value [MSProject] Sets the value for the enterprise custom field for a specified project. New Actions in SPD

K2.COM ActionsConditionsFeatures and Functions Stop WorkflowIf Current Item Field Equals Value Association Columns All Document Set ActionsCheck List item permissions levels Content type association All Records Management ActionsCheck List Item Permissions Globally reusable workflow type Add List itemWorkflow visualization option All Permissions ActionsRequire Manage List/Web Permission' feature for list/site workflow Lookup Manger of user function InfoPath is not supported for SharePoint Designer 2013 workflows. Collect Data From User Start Approval Process Start Custom Task Process Start Feedback Process Copy List Item What's Gone for 2013 workflows?

K2.COM Advanced Workflow Example using SharePoint Designer 2013 and Visio 2013

K2.COM VISIO 2013 Must Be Visio Professional 2013 Carries through traditional method of building workflows Contains a dedicated SharePoint workflow stencil set Matches SPD with Stages and Gates Can Still go back and forth between Visio and SPD Can now see properties set by SPD Cannot add to them from Visio only Custom Actions now can appear in the stencil pane Still unable to add workflow properties to shapes.

K2.COM VISUAL STUDIO 2012 & SHAREPOINT 2013 Can still Import from SPD Reusable workflows o Both 2010 and 2013 New Project types, examples include: o Custom Activity o Workflow (SharePoint 2013 / Workflow Manager style) All Declarative New project item templates Custom Activities Allows for richer debugging capabilities

K2.COM VISUAL STUDIO 2012 PROJECTS

K2.COM Visual Studio Toolbox

K2.COM COMPARING DESIGNERS SharePoint Designer Visual Studio 2012 Create Declarative WorkflowYes ReusabilityCreate Reusable Workflows Create Templates Build into SP AppNoYes Use Custom CodeNoYes Custom ActionsConsumer of Actions Yes, using custom project Visio IntegrationYesNo DebuggingNoYes

K2.COM Questions? Steve Boldt – Technical Specialist Steve Boldt – Technical Specialist