get more from spd workflow #spsatx 2013

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Empowering Users Jim Adcock, The SharePoint Therapist Solutions Architect, GSD&M Get More From SPD Workflows

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The slide deck for my Ligntning Talk at SharePoint Saturday Austin 2013 - a lot to cover in 10 minutes! This presentation is aimed at business users who want to make workflow work better for them, and covers options and pitfalls to make SPD workflows do more and give them the flexibility to control workflow and keep it in sync with the business processes at they evolve (because we all know business processes NEVER change, right?)

TRANSCRIPT

Page 1: Get more from SPD workflow   #spsatx 2013

Empowering Users

Jim Adcock, The SharePoint TherapistSolutions Architect, GSD&M

Get More From SPD Workflows

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• Please turn off all electronic devices or set them to vibrate• If you must take a phone call, please do so in the hall• Wi-Fi is available, you will need your Guest ID/password

(at registration desk)• Feel free to tweet and blog during sessions. Remember to follow

@SPSATX and tag #SPSATX in your tweets!

THANK YOU FOR BEING A PART OF SHAREPOINT SATURDAY AUSTIN!

SharePoint Saturday Austin is hosted bythe Austin SharePoint User Group

(@AustinSPUG)

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SharePoint Designer Workflows allow the workflow process to be controlled by the

owners of the process – the business users!

• Custom code workflows require a developer resource to change a workflow to match a changed business process

Business processes never change, right?

WHY SPD WORKFLOW?

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SOME THINGS THAT CAN MAKEA DIFFERENCE

(SOME SIMPLE, SOME LESS SO)

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• Workflows can be easily designed in Visio then imported into SharePoint Designer

• Your Business Users are probably already familiar with Visio! (Low barrier to entry!)

• However, you need Microsoft Visio Premium 2010 to design workflows!

DESIGN YOUR WORKFLOWS IN VISIO

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Allow end users to see where they are in the workflow process

VISUALIZE WORKFLOWS

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• Requires SP2010 Enterprise with Visio Services enabled

VISUALIZE WORKFLOWS

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• SPD thinks calculations are hard.• SPD 2010 is much smarter than SPD 2007• But still not as smart as InfoPath or SharePoint calculated columns

• REFERENCES:• http://dlairman.wordpress.com/2010/07/07/use-calculated-columns-to-close-technical-gaps-in-spd-workflows-anothe

r-solution/

• http://sharepointbriefing.com/features/article.php/3866646/Use-Calculated-Columns-to-Close-Gaps-in-Workflows.htm?comment=37229-0

• http://office.microsoft.com/en-us/windows-sharepoint-services-help/examples-of-common-formulas-HA010105479.aspx

• http://office.microsoft.com/en-us/windows-sharepoint-services-help/introduction-to-data-calculations-HA010121588.aspx

• http://dlairman.wordpress.com/2010/10/14/limiting-sharepoint-workflow-due-dates-to-business-days/

CALCULATIONS

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• 0 = 5 • Minimum wait times not to exceed five minutes (by default)… it’s a

timer job!• But that means an hour is not exactly an hour…

TIMING IS EVERYTHING

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• http://spdactivities.codeplex.com/Available Activities• Send Email with HTTP File attachment - Allows sending emails with attachments retrieved using

a web request • Send Email with List Item attachments - Allows sending list item attachments as files attached to

an email• Start Another Workflow - Starts another workflow associated with a list item• Grant Permission on Item - Allows granting of specified permission level on a specified item• Delete List Item Permission Assigment - Allows deleting of specified permission level assignment

for a given user• Reset List Permissions Inheritance - removes any unique permissions assigned to an item by

inheriting list permissions• Is User a member of a SharePoint group - Checks if a given user is part of given SharePoint group• Is Role assigned to User - Checks if a user role is already assigned on the current list item• Lookup user info - allows to lookup properties in site's user information list for a given login• NEW! Copy List Item Extended Activity - Allows copying/moving list items and files cross site.• NEW! Send Email Extended - Enhanced version of the OOTB activity. Allows you to specify the

sender. Also does not break links in body.

CUSTOM ACTIVITIES

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• Requires a Developer• But, as long as the activity is appropriately configurable, it can be

reused around the organization, and its placement in the workflow can be adjusted by the business users as the business processes change

• Engage a business analyst to help design your activities• http://

msmvps.com/blogs/sundar_narasiman/archive/2010/12/26/develop-custom-workflow-activity-for-sharepoint-2010-workflow.aspx

HYBRID APPROACH – DIY CUSTOM ACTIVITIES

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QUESTIONS?

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PLEASE FILL OUT SESSION EVALUATIONS AND

THANK YOU FOR ATTENDING!

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THANKS TO OUR SPONSORS!