SharePoint Designer 2013 Workflows – An Introduction Scott Shearer SharePoint Evangelist Haystax Technology

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Who Am I? SharePoint Evangelist and Consultant for Haystax Technology Based in Tysons Corner, VA Done everything from System Administration to C# development to helpdesk CPA Former Stock Broker Former Certified Financial Planner (CFP) Past Certifications Held: MCSE, MCSD, MCDBA, MCT, CNE Conference Speaker

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Todays Agenda Types of Workflows Types of Designer Workflows What can you do with a Designer workflow Designer Workflow stages, steps, conditions and actions Demo Demo Demo

Danger! It is never a good idea to learn and experiment with new concepts in your production site collection Create a new site collection and use it as a sandbox Using a subsite in production for this purpose just won’t do!

Types of SharePoint Workflows “Out of the Box” Workflows Approval Collect Feedback Know what each of the “Out of the Box” before you start creating Designer workflows for your organization Can be copied and used as the basis for a new workflow Use these if you can!

Types of Workflows (continued) Designer Workflows List “One Off” workflow that can be used with a single list Reusable Usually linked to a single content type (2010 Workflow) Can be used wherever the content type is used Can be saved as a template and used in another site or site collection Almost always a 2010 style workflow

Types of Workflows (continued) Designer Workflows Site Not associated with any specific list or content type

Types of Workflows (continued) SharePoint 2013 vs SharePoint 2010 Style Workflows Choice of which to create My opinion: Use 2013 style workflows unless you need to use a 2010 style workflow A 2010 workflow can be called from a 2013 workflow Link to discontinued features in 2013 workflows http://msdn.microsoft.com/en-us/library/jj728659.aspx

Types of Workflows (continued) Visual Studio Workflows Link to Visual Studio vs Designer Workflows http://msdn.microsoft.com/en- us/library/office/jj163199(v=office.15).aspx

What Can You Do With a Designer Workflow? Send Email Update current list item Update entries in other lists Create new list items Delete list items Assign tasks Start an approval process Set list item permissions Much more…

Demo Simple Designer Workflow

Workflow Components Actions Specific commands that are executed Stage TechEd 2013 6/3/2018 11:19 AM Workflow Components Stage A block of actions that can be executed as a group Step A logical block of actions Condition “If statement” that can determine if the actions that immediately follow it will run Actions Specific commands that are executed © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

SharePoint Designer workflows run in the security context of the user that started the workflow If a workflow updates a list item in another list, the user that started the workflow must have permissions to update items in that list unless Action is inside of an App Step (2013 workflow) Action is inside of an impersonation step (2010 workflow)

When Do Designer Workflows Run? TechEd 2013 6/3/2018 11:19 AM When Do Designer Workflows Run? Manually When a new item is created When an item is changed When called from another workflow Any combination of the above © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Demo Demo Demo TechEd 2013 6/3/2018 11:19 AM © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

What about SharePoint 2016? SharePoint Designer 2013 can be used with SharePoint 2016 Site Collections and Office 365 SharePoint 2010 and SharePoint 2013 Style Workflows are both supported

Questions? @ScottJShearer on Twitter http://spconcierge.wordpress.com scott.shearer@live.com