Advanced Workflow Concepts using SharePoint Designer 2010 · Create all lists you will need and all fields in lists Create and define Document Sets If you wish to use Content Approval,

Welcome to this segment!

Advanced Workflow Concepts using SharePoint

Designer 2010

© 2011 Applied Knowledge Group, Inc. 1

About the Presenter

Applied Knowledge Group

4 Pillars Approach

People

Process

Learning

Technology

Susan Hernandez, AKG Senior Developer

MCSD, MCTS, MCAD (SharePoint 2010 Development)


Introduction

What will we cover today?

Workflows Basic – A Recap

Will be in your handout – may not be covered in this presentation due to time constraints

Workflows Advanced Concepts

Other Things to Consider

Briefly mention concepts not covered in session but worth looking up


Workflow Basics – A Recap

Out-of-the-Box Workflows

Approval

Publishing Approval

Collect Feedback

Collect Signatures

Only functions with Word, Excel, and InfoPath

Disposition Approval

Three-State


Workflow Basics – A Recap Steps, Conditions, and Actions

Steps

Logical group of one or more actions

Conditions

Limitations on running the actions – like IF statement

Actions

Single unit of processing, such as sending an Email, Checking in an Item, or Collecting Data from a User



Actions Core Actions

Mostly manipulation of a particular piece of info

List Actions

Work on an entire list item at one time

Task Actions

Manipulate the associated Tasks list and pauses the workflow until complete

Document Set Actions

Work on complete Document Set at once

Utility Actions

Let you preform functions such as working with string values

Relational Actions

Includes one action – finding a user’s manager



Other Workflow Concepts Save vs. Publish

Else-If Branch

Parallel Block

Impersonation Step

Publishing Globally

Initiation Form Parameters

Local Variables

Association Columns

Start Options



Best Practices BEFORE creation of workflows:

Create all lists you will need and all fields in lists

Create and define Document Sets

If you wish to use Content Approval, turn it on

If you’re using InfoPath, “Promote” appropriate fields

BEFORE saving your workflow:

If you’re using a List Workflow, change the association of the Task List

NEVER modify OOB workflows



Tips & Tricks Try to use Reusable workflows – if you

don’t then you can’t move the workflow

Use the “Log to History List” action often

At Beginning

At End

Once per step (at least)

Once per condition

Do not hard-code user names – use Lists © 2011 Applied Knowledge Group, Inc. 9

Workflow Advanced Concepts

Define Workflow Lookup Dialog box

Used with:

Conditions (compare Any value to Any value)

Setting workflow variables

Looking up data from Task List (i.e. Collect Data From a User or Start Approval Process actions)


Working with “Define Workflow Lookup” Data Source

Current Item

Workflow Variables and Parameters

Workflow Context

Association: History List

Association: Task List

Current List

User Profiles

[Other Lists and Libraries in your site]

SELECT [Assigned To] FROM Tasks WHERE Tasks.ID = 2


Working with “Define Workflow Lookup”

Field From Source

Choice of the field (or parameter or variable) you want to retrieve from the Data Source chosen above

This is your return value

SELECT [Assigned To] FROM Tasks WHERE

Tasks.ID = 2



Return Field As

Often Disabled

Person type Field

As String (116;#Susan Hernandez)

Display Name

Email Address

Login Name

User Id Number



Find the List Item / Field

The field, from the Data Source chosen above, that you want to use for filter criteria


Tasks.ID = 2



Find the List Item / Value The value that you want

to use for filter criteria

Can press the fx button and use another Lookup

Will be a dropdown box if it’s a Choice field you’re filtering on


Tasks.ID = 2


“Define Workflow Lookup” In Action

DEMO


Working with the Start Approval Process Action

Like the OOB Approval Process

Several New Variables Added












Approval Process – Change the completion conditions


Approval Process – Change the behavior of a Single Task


Approval Process – Change the behavior of overall process


“Approval Process” In Action

DEMO


Other Things to Consider

DON’T USE WORKFLOW HISTORY FOR LEGAL TRAIL

Can be tampered with – it’s just data stored in a list

Things not covered due to time constraints, but worth looking into

Writing Workflows using Visio

Exporting workflows from Visio

Importing Visio workflows into SharePoint Designer

Modifying Workflow Forms using InfoPath 2010

Initiation Forms, Task Forms, and Association Forms

Saving as a template – exporting to a WSP file (SharePoint Solution Package)


Q & A


Thank You!

Visit http://suehernandez.wordpress.com for materials and presentation

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http://info.akgroup.com/blog-0

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Advanced Workflow Concepts using SharePoint Designer 2010 · Create all lists you will need and all fields in lists Create and define Document Sets If you wish to use Content Approval,

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