1. March 27, 2015 Automating Your Budget Process Using Nintex Forms and Workflow: A Case Study

2. Lenn Higa Senior Solutions Consultant MCTS SharePoint Configuration lhiga@synergyonline.com

3. Chris Bayot Hawai`i Regional Manager Senior Solutions Consultant MCTS SharePoint Configuration Security + MCT cbayot@synergyonline.com

4. Company Overview

7. Our Customers Include

9. Project Overview

10. Project Goals 3 different types of budgets Individual, Practice Group, Office Attorneys to enter these types of budgets into a budget form 2 ways attorneys submit expenses against budgets Check Request, Expense Voucher Attorneys to fill out an expense form for each request Match to the items budgeted Real-time access to the dollars that remain in budgets Run high-level reports for management Run specific reports for Individuals, Practice Groups and Offices

11. Budget Input Form Replace the 3 Excel forms Individual, Practice Group, Office Web form hosted on SharePoint Users to be able to: Categorize into different expense types Each category prompts for different info Add budget numbers in form fields Save work before final submission Approval process Ability to rework/resubmit if rejected

12. Check Request Form Replace the existing Word form 3 parts linked to 3 sections Individual, Practice Group, Office All amounts must equal request amount Require approval prior to Accounting Email notifications where applicable Accounting to complete the request Reflect request amount against Budget

13. Expense Voucher Form Replace the existing Excel form 3 parts linked to 3 sections Individual, Practice Group, Office All amounts must equal request amount Require approval prior to Accounting Email notifications where applicable Accounting to complete the request Reflect request amount against Budget

14. Platform/Technology

15. SharePoint SharePoint 2013 (Foundation) Free version Basic features

16. Nintex Nintex Forms 2013 Web UI Drag-and-drop designer Customize formatting Configure format/action rules based on conditions Apply JavaScript/CSS functionality to form controls Nintex Workflow 2013 Web UI Drag-and-drop actions onto the workflow canvas Configure the properties/settings for each action

17. Implementation

18. SharePoint Budgets lists and sub-lists Budgets (form) Association Memberships, Sponsorships, Travel Expenses, etc. Lookup lists, external content types Employees, Budget Categories, etc. vwOmega_ClientMatter, vwOmega_ClientNames, vwOmega_Vendors Expense lists Check Request (form) Expense Voucher (form)

19. Budget Lists Relationships

20. Nintex Forms Panels Show/Hide based on rules to mimic tab-like functionality Rules (show/hide fields, etc.) Repeating Sections SPServices (JS) for retrieving list lookup data for drop-downs JavaScript/jQuery for cascading drop-downs, etc.

21. Nintex Workflow Obtain approvals For repeating sections Parse XML Create sub-list items (Budget Input Form) Subtract from Budget Remaining Amount (Check Request, Expense Voucher)

22. Budget Input Form

23. Budget Input Form (cont.)

24. Budget Approval Workflow

25. Budget Parse to Sublist Workflow

26. Check Request Form

27. Check Request Workflow

28. Expense Voucher Form

29. Expense Voucher Workflow

30. Reporting and Tracking SQL Server Reporting Service (SSRS) reports Dashboards using SharePoint web part pages

31. Demonstration Budget Tracking Solution

32. Challenges

33. Limitations on Nintex Forms Delays with Nintex Form load/open Abundance of controls on form Nested repeating section controls on form Extensive JavaScript code on form Configuring cascading drop-downs Querying SharePoint lists for populating drop-downs Re-populating drop-downs and text controls upon re-open in View mode Tab functionality not reflected in View mode of the form Minimal layout/formatting issues when show/hide panels Mobile views of the Nintex Form Publishing form to Nintex Live Nintex Live does not support lookup lists, etc.

34. Mitigations Upgraded to latest release of Nintex Forms (2.5.0.0) Nintex spent significant time/effort improving the Forms performance Use Edit mode for re-opening forms, but lock down fields as if it is a read-only view, while keeping the tab selection control active Nintex working on fixes eliminating whitespace for repeat section Nintex working on fixes to mobile functionality, for lookup data

35. Questions?

36. With special thanks to our sponsors: Prize sponsors include: CBT Nuggets Mail2Share VisualSP 2toLead Mahalo!

37. www.synergyonline.com