1. U SING AND U NDERSTANDING W ORKFLOWS IN D OCUMENT M ANAGEMENT FOR E ND U SERS Welcome to SharePoint Saturday Denver! #SPSDEN

2. W HO A M I? Kris Swanson Twitter: @kris_swanson Cell and Text: 720-331-4161 Email: kris.swanson@marquam.com Linked In: Kris Swanson

3. #SPSDEN I NTENDED A UDIENCE Information Workers p.s. If you like Visual Studio you’ll probably be bored.

4. #SPSDEN W HAT IS A W ORKFLOW ? A series of tasks that produce an outcome. A SharePoint workflow is like an automated flowchart that takes a lot of the labor, guesswork, and randomness out of your standard work processes.

5. #SPSDEN B ENEFITS Help organizations adhere to consistent business processes Improve organizational efficiency and productivity “Processes are central to any organization and workflow is the orchestrator of processes.” From TechnetTechnet

6. #SPSDEN W ORKFLOW Q UESTIONS Is this the right workflow type? One list or library, or the whole site collection? and One content type, or all content types? What’s a good name? How (and by whom) can this workflow be started? Do content types that inherit from this one also get this workflow? Participants: Which people, in which order? What additional information do participants need? When are tasks due? When does this workflow end? Who needs to be notified? Will this workflow control content approval?

7. #SPSDEN S HARE P OINT 2013 W ORKFLOW My 1 techy slide… Video link: http://technet.microsoft.com/en- us/library/jj227177 (Video start at 1:30 to 1:51)http://technet.microsoft.com/en- us/library/jj227177

8. #SPSDEN W ORKFLOW O PTIONS VS 3 rd Party Tools SharePoint Designer 5 Pre-Programmed in SharePoint List and Library Settings

9. D ELIVERING W ORKFLOWS IN S HARE P OINT Empowerment and Agility Use out-of-the-box capabilities with configuration and customization. Rapidly build and deploy business solutions without having to write code. Sophistication and Control Build or buy tailored solutions to address strategic requirements. IT Managed SOLUTIONS Power User SOLUTIONS Information Worker SOLUTIONS

10. #SPSDEN D OCUMENT A PPROVAL W ORKFLOW

11. #SPSDEN I NFORMATION W ORKER S OLUTIONS What options? Alerts Content Approval Settings

12. #SPSDEN 5 P RE -P ROGRAMMED IN S HARE P OINT Approval – route a document or item for approval or rejection – http://office.microsoft.com/en-us/sharepoint-help/all-about-approval-workflows- HA102771433.aspx?CTT=5&origin=HA102771434 http://office.microsoft.com/en-us/sharepoint-help/all-about-approval-workflows- HA102771433.aspx?CTT=5&origin=HA102771434 Collect Feedback – route a document or item for feedback, consolidates and provides a record of the review process Collect Signatures – routes a Microsoft Office document to designated people for their digital signatures (Word, Excel, InfoPath) Three-State – track the status of a list item through three states (phases). It can be used to manage business processes that require organizations to track a high volume of issues or items — customer support issues, sales leads, or project tasks, for example. Publishing Approval – automate content routing for review and approval. Designed specifically for publishing sites where the publishing of new and updated web pages is tightly controlled.

13. I NFORMATION W ORKER S OLUTIONS DEMO

14. #SPSDEN I NFORMATION W ORKER S OLUTIONS ProsCons Any user can useNot intuitive Not flexible Cannot start a workflow using “conditions” Governance (users who start workflows can change workflow) Vague email notifications Rejection = completed

15. #SPSDEN I NFORMATION W ORKER S OLUTIONS Use Content Types to manage different types of documents and their approval cycles 2010 Example: http://bi.marquam.com/sites/workflows/pr ocurement/ http://bi.marquam.com/sites/workflows/pr ocurement/ (Sorry, ran out of time to recreate in 2013)

16. #SPSDEN S HARE P OINT D ESIGNER Information Worker or Power User? Risk: Exposes all site information to user. Many of these items your IT group do not want exposed, therefore many IT groups have not deployed SharePoint Designer. Risk: Be sure to add a “Stop Workflow” (from personal experience).

17. #SPSDEN S HARE P OINT D ESIGNER A WARENESS Difficult to code in exception handling and error trapping. If something does go wrong, difficult to determine exactly where/why, and what needs to be done to clean things up and get things going again. Cannot insert inline comments to better document logic. Cannot assign the same task more than once (to more than one person, or to the same person twice). Workflow runs using initiator’s credentials. Cannot make changes to a workflow that is already in progress. Cannot promote workflows from dev to test to production. Workflow task dialogs do not allow assignee to reassign to someone else. Cannot revert to an earlier version of a workflow (i.e. version control). Not easy to programmatically manage the permissions of an item throughout the lifecycle of a workflow. Need to use InfoPath (with Form Library) if request form is anything but very simple. No Lazy Approval Hard to fully clean out a reference to an old workflow task name. Being able to easily display info from request in task and vice-versa. Cannot build complex logical conditions using parenthesis.

18. S HARE P OINT D ESIGNER DEMO

19. #SPSDEN 3 RD P ARTY T OOL C OMPANIES

20. #SPSDEN 3 RD P ARTY T OOLS - Q UESTIONS Support – code upgrades – Bug fix availability Stability – Testing (load balanced, alternate browsers) – Impacts on core system Cost – Tool cost – Support cost – Internal support cost

21. #SPSDEN W ORKFLOW T OOLS I L IKE

22. #SPSDEN W ORKFLOW I SSUES IssuesOut of BoxSP Designer 3 rd Party Custom Intuitive/XX FlexibleXXX Conditional startXXX GovernanceXX Detailed EmailXXX Make changes while runningXX Error HandlingXX Promote from Dev-Test-ProdXX Version HistoryXX Allow workflow loop logicXXX LogsXX

23. #SPSDEN C USTOM Developers love this

24. #SPSDEN R ESOURCES Getting started with SharePoint 2013 workflow: http://technet.microsoft.com/en-us/library/jj227177 http://technet.microsoft.com/en-us/library/jj227177 About Workflows included in SharePoint: http://office.microsoft.com/en-us/sharepoint-help/about-the- workflows-included-with-sharepoint-HA102771434.aspx http://office.microsoft.com/en-us/sharepoint-help/about-the- workflows-included-with-sharepoint-HA102771434.aspx Setup and Configure SharePoint 2013 Workflow Manager: (techy link) http://technet.microsoft.com/en-us/library/jj163276http://technet.microsoft.com/en-us/library/jj163276 Workflow development in SharePoint Designer 2013 and Visio 2013: http://technet.microsoft.com/en-us/library/jj163272http://technet.microsoft.com/en-us/library/jj163272 Workflow Actions in SharePoint Designer 2013: http://msdn.microsoft.com/en- us/library/jj164026.aspx#bkm_WorkflowActions http://msdn.microsoft.com/en- us/library/jj164026.aspx#bkm_WorkflowActions Nintex: http://www.nintex.com/en- US/Products/Pages/NintexWorkflow.aspxhttp://www.nintex.com/en- US/Products/Pages/NintexWorkflow.aspx