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Workflow in SharePoint 2010An OverviewBarry BoudreauSharePoint Technology SpecialistMicrosoft Corporationbarryb@microsoft.com
AgendaOut of Box workflow
SharePoint Designer Workflow
Visio IntegrationWorkflow Solution SpectrumIncreasing FunctionalitySharePoint DesignerBrowserVisual Studio
Built-In Human WorkflowsApproval, Collect Feedback, Signatures
Track the process from start to finish
Workflow tasks assigned to people in stages
Specify due dates and other simple behaviors
Showcase platform enhancements
Reusable declarative workflows
Rich/reach forms leveraging InfoPath
Visualization of running workflow
Task process design (more later)Out-of-Box WorkflowsOut-of-Box CustomizationCustom DeclarativeCustom ActivitiesCustom Non-Declarative
Types of WorkflowsCan be associated to many Lists or Content TypesSite based – not associated to a List or Content TypeAttached directly to a List
Out of Box Workflow – Expense Reportsdemo
Tailor to Meet Your NeedsSimple IW customizations on the server
Adjust the association and initiation settings
Attach it to a list, library, or content type
If it still doesn’t do exactly what you want…
Open it up in SharePoint Designer!
Internal logic is fully customizable inthe revamped workflow designer
Update look & feel, add rules toforms using InfoPath DesignerOut-of-Box WorkflowsOut-of-Box CustomizationCustom DeclarativeCustom ActivitiesCustom Non-Declarative
Diving into SharePoint Designer – Modifying Expense Approvaldemo
SPD’s Rules-Based DesignerCore tooling improvements
New workflow types: site, c-type, reusable
Constructs: nested logic, impersonation step
Enhanced data binding, on-demand columns
Use new and improved actions
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Workflow in SharePoint 2010

Editor's Notes

  • #5: Create Expense Report libraryCreate Approval WorkflowKick off approval WF – assign to two peopleAdapting to specific scenarioOpen up SPDOpen up approval workflow – show forms associated and other propertiesCopy and Modify Approval – rename Expense Report ApprovalEdit WF – View Form Parameters – change to Association form (approver), Same with CCRepublish – View Initiation form, show Association form, change colors, etc.Click on Associate to List – select a doc library and test
  • #6: Visio to SPD
  • #8: SharePoint Designer has undergone a major change. As an application SharePoint Designer is much more focused on SharePoint with the new UI. The new capabilities of SharePoint Designer in the field of workflow will often negate the need for Visual Studio 2010. When you have requirements that need custom development SharePoint Designer is an awesome tool to prototype a workflow before taking it into Visual Studio, especially combined with using Visio as the starting point.
  • #9: The workflow designer is completely overhauled. By making use of the ribbon a more natural feel to the authoring of workflows is provided. Users of the existing SharePoint Designer 2007 product will have little difficulty applying what they know of authoring workflows. Note that the new designer still creates sequential workflows, but also note that there have been other investments in the field of creating workflows heavy on human interaction.Note that the new designer does not break any existing workflow investments you have made.
  • #10: SharePoint Designer 2007 had some limitations to nesting logical operations combined with parallel and sequential blocks of actions. These limitations have now been removed.
  • #11: The Task Process Designer is a workflow designer within a workflow designer. It allows you design a single workflow task type that you can assign to users and groups, who will execute these tasks sequentially or parallel to each-other. You can create more than one of these blocks of users:Assign to Group A, Group B, User A. Execute in parallelAssign to User B, User C. Execute sequential (B first, then C)Assign to Group C, User D. Execute in parallelAt each step within a task instance (creation, change etc..) you can model specific steps to be performed.You can declare at what point in time the mini-workflow completesYou can declare what happens when it completes. The general idea here is that this task designer gives a small state-machine like workflow within the sequential steps of the real workflow.
  • #12: Visio to SPD
  • #13: There is a new capability in Visio where it allows you to model a workflow using shapes. You can then export these shapes into SharePoint Designer. Note that SharePoint Designer does not link to the Visio source. Making changes to the Visio sheet after you have imported the sheet into SharePoint Designer does not update the designed workflow.
  • #14: A cool new feature of SharePoint 2010 is workflow visualization. This feature builds upon the Visio viewing capabilities of MOSS. In order to make use of this feature the workflow author needs to publish a Visio sheet along with the workflow.
  • #15: Show Different types of Workflows, list, reusable, etc.Reopen ExpenseReportApproval – if amount is less than an amount, auto approveAdd new association column – select site column, find amount, OKIf current item amount > 100 - normal approvalElse email – your expenses were auto approved (use workflow context to find “Initiator”) in text body, do same lookup, but change return field to display namePublish…Show Impersonation Step – Show Actions – like Set workflow status, etc doc sets, Show Export to Visio – open in Visio – add remove list item permissions and dd them back, export, reimportOptional – start with custom task process -
  • #30: There have been many improvements in the field of workflow. Of course Site workflows are now supported, but the real excitement lies in the field of tooling, and the support for external data.
  • #32: Creating ASP.NET workflow forms is a complex undertaking. There are many intricate steps you need to take to ensure that your workflow supports the rich features of the SharePoint workflow environment. Many of the settings that a user can configure on any workflow (like whether it will auto-start on change), need to be persisted through code in the workflow form. The new ASP.NET workflow form support in Visual Studio 2010 make creating Association and Initiation forms much easier. Hopefully the extensibility model of Visual Studio 2010 will enable the community to pick up on the Task and Modification forms.
  • #33: Important to note if there are questions about it, is that the events cannot be used to access workflows as they are re-hydrating after being persisted. So you cannot modify any running workflow instance.
  • #35: SharePoint 2010 now allows for pluggable external data exchange services. An EDE service lies at the core of the WF environment. It is the component that is called by a workflow to reach out into an external system and get a response back. Creating these services is not an easy task though and requires a solid understanding of the SharePoint workflow environment.
  • #36: From the Workflow perspective the flow of events when working with an external system are as follows.The workflow uses an CallExternalMethod activity which calls a method on the EDE Service (routed through the runtime based on .NET interface)The workflow does other thingsThe workflow uses a HandleExternalEvent activity to wait for a response from the external system. It uses the same correlation information as the first step to ensure the right event will be receivedFrom the perspective of the EDE ServiceThe EDE service receives a call from a workflow (method call)The EDE service calls into an external system. It either receives a response immediately or it will receive a response through a different communication channel such as a WCF service hosted in SharePointIt notifies the runtime that the event has arrived, which notifies the workflow (dehydrating it from the database)