Laura Rogers Senior SharePoint Consultant SharePoint911 Approval Process Best Practices... ·...
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Laura Rogers Senior SharePoint Consultant SharePoint911
Transcript of Laura Rogers Senior SharePoint Consultant SharePoint911 Approval Process Best Practices... ·...
Laura Rogers
Senior SharePoint Consultant
SharePoint911
About Me
• I live in Birmingham, Alabama
• Company: SharePoint911.com
• Email: [email protected]
• Author of SharePoint 2007 and 2010 books
• Blog: http://sharepoint911.com/blogs/Laura
• Follow me on twitter @WonderLaura
My Latest Books
Agenda
Introduction
The Product Components
Workflow Components
• InfoPath form?
• SharePoint List form?
• Document in a library?
Requirements
Security
User Interface
• Item to be approved
• List of Tasks
• KPI images
• Change History
Task Assignment
Methods of Approval
Content Approval
Collect Signatures
Out-of-Box Collect Signatures Workflow in 2007 & 2010
Tasks From Workflow
• Assign a Form to a Group
• Assign a To-Do Item
• Collect Data from a User
• Start Approval Process
• Start Custom Task Process
• Start Feedback Process
The Old Task Actions
ACTION RETURNS
TASK ID
VARIABLE
ASSIGN TO
MULTIPLE
GROUPS &
USERS
DESCRIPTION
Assign a Form to a
Group
Define task title and other
fields.
Assign a To-do Item Define task title.
Collect Data from a
User
Define task title and other
fields.
Task Process Designer
• Start Approval Process
• Start Feedback Process
• Start Custom Task Process
Task Process Designer in SharePoint 2010
InfoPath Forms
InfoPath 2010 Approval Process
Pros and Cons
Task Pros and Cons
Pros Cons
Automatic Content Type
Generation
Can create fields, but no variables
in default values in 2007 or 3 “old”
task actions.
Automatic Custom Forms Workflow must wait for task
completion
Task form UI is locked down to
assignee only editing certain
fields.
No title customization in 2007 or
3 “old” task actions.
Nice looking “Complete Task”
button
Extra place to click in the UI.
Can customize the form in 2010
Can’t complete other users’ tasks
The nag factor
InfoPath Pros and Cons
Pros Cons
Highly customizable Regarding InfoPath attachments,
they aren’t indexed/searchable
Disable controls per conditional
formatting
Hide and show sections per
conditional formatting
Did I mention highly customizable
with no programming needed?
Signatures Pros and Cons
Pros Cons
Very familiar UI Approval only consists of signature
and a note
Captures NT login of each signer No customization
If document is modified, signatures
become invalid
Assignee must take 2 actions: Sign
document and click “Sign” button
in task
Signer can optionally use a
scanned image of signature
Out-of-Box Pros & Cons
Pros Cons
It’s already there. Forms not customizable in 2007
Easy user interface Emails not customizable in 2007
No reliance on IT dept or “the
SharePoint guy”
Can copy and modify in 2010,
make it your own.
Determine Best Practice
• Less clicks is better
• Keep it simple
