share point - ??share point practical it strategies for enterprise collaboration /// august 2010...

Download SHARE POINT -  ??SHARE POINT PRACTICAL IT STRATEGIES FOR ENTERPRISE COLLABORATION /// AUGUST 2010 MANAGEMENT MasteringWorkflowReports ... Mastering Workflow Reportsin SharePoint2010

Post on 24-Mar-2018

215 views

Category:

Documents

3 download

Embed Size (px)

TRANSCRIPT

  • I

    M

    SHAREPOINTPRACTICAL IT STRATEGIES FOR ENTERPRISE COLLABORATION /// AUGUST 2010

    MANAGEMENT

    Mastering Workflow Reportsin SharePoint 2010Take advantage of SharePoints reporting and monitoringcapabilities to keep tabs on workflow processes. BY SHAWN SHELL

    IMPLEMENTATION

    Make the Most of InfoPath FormsLearn some best practices that can turn easy-to-use InfoPathforms into comprehensive enterprise solutions. BY PAUL GALVIN

    GOVERNANCE

    How to Stop SharePoint SprawlIts great that SharePoint has taken off in your organization,but how do you get a handle on the mega-proliferation of sites?BY BRIEN M. POSEY

    G

  • SO YOUVE BEEN a SharePoint administrator for a while now, but can you navigateall its functions? Sure, you can perform basic tasks and even answer user ques-tions, but do you have what it takes to be a SharePoint master? It doesnt takemuch to get to the next leveljust some knowledge about SharePoints newestfeatures and some skills to apply them in ways that add value to your organiza-tion.

    For example, Sharepoint 2010 offers some reporting and monitoring toolsthat keep tabs on workflow processes. Using these workflow functions, youcan get detailed information about what steps were taken during the workflow,who was involved and even what errors occurred during processing. This canbe a valuable resource for power users in your organization who want to followwhats happening with their documents. Learn how to flex your SharePointmuscles in Mastering Workflow Reports in SharePoint 2010 by Shawn Shell.A little know-how goes a long way.

    Once you get the hang of workflows, how about bulking up your expertise inInfoPath? Although its known as a versatile electronics form tool, InfoPath isnotoriously underused. Paul Galvin offers tips on how to do it right in Make theMost of InfoPath Forms.

    The good news is that users in your organization are gung-ho for SharePoint.The bad news is that the number of SharePoint sites is becoming unmanage-able. Take charge with Brien M. Poseys How to Stop SharePoint Sprawl.

    Whats your favorite SharePoint feature? Share it with us at ccasatelli@techtarget.com.

    2 SharePoint August 2010

    EDITORS NOTE++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Are You a SharePoint Master?BY CHRISTINE CASATELLI

    ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++Editors Note

    I

    Make theMost of

    InfoPath Forms

    G

    How to StopSharePoint

    Sprawl

    M

    MasteringWorkflowReports in

    SharePoint 2010

    Cathleen Gagne, Editorial Director, cgagne@techtarget.comChristine Casatelli, Editor, ccasatelli@techtarget.comMarthaMoore, Copy Editor, mmoore@techtarget.comLinda Koury,Art Director of Digital Content, lkoury@techtarget.comJonathan Brown, Publisher, jebrown@techtarget.comPeter Larkin, Senior Director of Sales, plarkin@techtarget.com

    TechTarget, 275 Grove Street, Newton, MA 02466; www.techtarget.com2010 TECHTARGET.ALL RIGHTS RESERVED.

    mailto:ccasatelli@techtarget.commailto:ccasatelli@techtarget.com

  • 3 SharePoint August 2010

    WORKFLOW IN BOTH SharePoint 2007and 2010 can be a powerful featureto help automate business processesand enforce best practices. But, with-out proper oversight, workflows canget bogged down by end users, haltedbecause of errors or simply ignoredby workflow participants. To avoidthese situations, administrators canrely on workflow reports and built-inmonitoring within SharePoint.

    To get started, you should knowsomething about workflows in Share-Point. Out of the box, workflows canbe tightly coupled with content types.Any time content of a particular typeis contributed to a project, the work-flow could be activated, regardless ofwhere the content is contributed.

    Alternatively, workflows can beactivated by contributing content to aspecific list or library. Finally, if config-ured to do so, end usersor contentcontributorscan activate a work-

    flow manually. Because of the varietyof methods used to initiate workflowprocesses, reporting on the status ofthose workflows can help administra-tors figure out whats going on.

    The first indication that a workflowhas run or could run on content willbe in the standard document libraryview, shown in Figure 1 (see page 4).Along with the columns (metadata)in that library for any given view,

    Editors Note

    I

    Make theMost of

    InfoPath Forms

    G

    How to StopSharePoint

    Sprawl

    M

    MasteringWorkflowReports in

    SharePoint 2010

    MANAGEMENT++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Mastering Workflow Reportsin SharePoint 2010Take advantage of SharePoints reporting and monitoringcapabilities to keep tabs on workflow processes. BY SHAWN SHELL

    ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Any time contentof a particular type iscontributed to a project,the workflow could beactivated, regardlessof where the contentis contributed.

    http://office.microsoft.com/en-us/sharepoint-server-help/introduction-to-workflows-HA010154424.aspx

  • there is a column for every workflow.The column shows the status of the

    workflow running against the specificdocument. In this example, the GearsSales History Excel workbook has hadan approval workflow started andcompleted.

    The last step in that process isan approval step, and the status isshown in the column corresponding

    to the workflow. If you click on thestatus, you get additional informationrelated to that specific workflowinstance, shown in Figure 2.

    The additional information on theworkflow represents the outcome thelast time that workflow ran on thatdocument. The basic data tells whenthis specific instance of the workflowstarted and when it was last run.

    4 SharePoint August 2010

    MANAGEMENT++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Editors Note

    I

    Make theMost of

    InfoPath Forms

    G

    How to StopSharePoint

    Sprawl

    M

    MasteringWorkflowReports in

    SharePoint 2010

    Figure 1

    Workflow status in a document library

    Figure 2

    Workflow details on the Gears document

  • It also shows you the status of thedocument. In this example, the laststep was an approval, and the docu-ment was indeed approved. If addi-tional information is required, you canlook at the workflow history shown inFigure 3, which is a complete recordof this instance of the workflow. Itprovides detailed information show-ing what steps were taken during the

    workflow, who was involved andinthis casewhat errors occurred dur-ing processing. Although its unlikelythat an administrator with farm-levelvisibility would access workflow his-tory in this way, it does show whatsavailable and whats tracked bySharePoint.

    If all youre interested in is onedocument, this method works fine.

    5 SharePoint August 2010

    MANAGEMENT++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Editors Note

    I

    Make theMost of

    InfoPath Forms

    G

    How to StopSharePoint

    Sprawl

    M

    MasteringWorkflowReports in

    SharePoint 2010

    Figure 3

    Approval workflow history for the Gears document

  • In fact, it could be an excellentresource for power users who wantto understand whats happening withtheir documents. But for the site orfarm administrators of the world,this method isnt really that usefulbecause the scope is too narrow.

    Fortunately, there are facilitieswithin SharePoint that can shed lighton the broader view of workflowswithin a site collection. At a basiclevel, site administrators can viewwhich workflows are associated withthe site collection. In the Site Settingsmenu for a site collection, theres aWorkflows link in the Site Adminis-tration category. In Figure 4, you cansee that this link takes you to the listof workflows currently associatedwith the site.

    Although the interface has a some-what limited use, it does give you anoverview of every workflow and tellsyou whether its associated with con-

    tent and whether or not its active.In this way, administrators can get abroad overview quickly. Unfortunate-ly, none of the information on thisinterface is clickable, so drilling inmore deeply is not possible.

    6 SharePoint August 2010

    MANAGEMENT++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

    Editors Note

    I

    Make theMost of

    InfoPath Forms

    G

    How to StopSharePoint

    Sprawl

    M

    MasteringWorkflowReports in

    SharePoint 2010

    At a basic level, siteadministrators canview which workflowsare associated withthe site collection.

    Figure 4

    Workflows associated with the current site

  • When you need additional detail,you can drill down into workflowreports, shown at the list manage-ment level, through the WorkflowSettings option located on the farright of the ribbon. Workflow settingstell you which workflows are associat-ed with specific content within thelist. The last option on that interfaceis View Workflow Reports, whichgives you the ability to report on thespecific workflows associated withinthe list. The menu will display all ofthe currently associated workflows,

    giving you an option to report onactivity and cancellations/errors.

    If you select an individual report,youll be walked through a report cre-ation wizard (see Figure 5). The wiz-ard immediately prompts you tospecify the library where the reportwill be stored when completed.

    In all cases, SharePoint dynamicallycreates