Sharepoint designer 2013

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STUDENT EDITION

Microsoft®

SharePoint®

Designer 2013


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Microsoft®

SharePoint®

Designer 2013


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Microsoft

®

SharePoint

®

Designer 2013

Part Number: 091122

Course Edition: 1.0

Acknowledgements

PROJECT TEAM

Author Media Designer Content Editor

Patrick T. Lane Alex Tong Michelle Farney

Notices

DISCLAIMER

While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their

accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of

merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any

resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this

course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an

independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.

Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial

purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such

entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third

parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any

External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.

TRADEMARK NOTICES

Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.

Microsoft® Windows Server

® 2012, Microsoft

® SharePoint

® Server 2013, Microsoft

® SharePoint

® Designer 2013, Microsoft

® Visio

®

Professional 2013 and Microsoft® Internet Explorer

® are registered trademarks of Microsoft in the U.S. and other countries. All other

product and service names used may be common law or registered trademarks of their respective proprietors.

Copyright © 2013 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the

software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,

electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without

express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, 1-800-456-4677 in the United States

and Canada, 1-585-350-7000 in all other countries. Logical Operations’ World Wide Web site is located at

www.logicaloperations.com.

This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or

other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books

or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or

transmitted without permission, please call 1-800-456-4677 in the United States and Canada, 1-585-350-7000 in all other countries.


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Microsoft® SharePoint®

Designer 2013

Getting Started with SharePoint Designer 2013..............................1

Introduction to SharePoint Designer............................................... 2

Get Help and Support for SharePoint Designer..............................10

Customizing and Implementing Content Types............................15

Customize Content Types............................................................ 16

Implement Custom Content Types................................................21

Integrating Data Sources Using SharePoint Designer....................27

Access Data Sources.....................................................................28

Modify a Data Source in Data View............................................... 36

Creating Workflows with the Workflow Platform...........................43

Implement the Workflow Platform.................................................44

Design a Workflow....................................................................... 49

Creating Workflows with SharePoint Designer and Visio...............61

Design Workflows with Visio 2013................................................62

Transfer a Visio Workflow Design to SharePoint Designer............. 70

Publish a Visio Workflow Design Using SharePoint Designer......... 80

Packaging and Deploying Workflows............................................87

Package Workflows.......................................................................88

Deploy Workflow Packages........................................................... 90

Lesson Labs.................................................................................95


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Solutions.............................................................................................. 99

Glossary............................................................................................. 101

Index..................................................................................................103

| Microsoft ® SharePoint ® Designer 2013 |


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The LogicalCHOICE Home Screen

The LogicalCHOICE Home screen is your entry point to the LogicalCHOICE learning experience,of which this course manual is only one part. Visit the LogicalCHOICE Course screen both during and after class to make use of the world of support and instructional resources that make up theLogicalCHOICE experience.

Log-on and access information for your LogicalCHOICE environment will be provided with yourclass experience. On the LogicalCHOICE Home screen, you can access the LogicalCHOICE

Course screens for your specific courses.Each LogicalCHOICE Course screen will give you access to the following resources:

• eBook: an interactive electronic version of the printed book for your course.

• LearnTOs: brief animated components that enhance and extend the classroom learning experience.

Depending on the nature of your course and the choices of your learning provider, theLogicalCHOICE Course screen may also include access to elements such as:

• The interactive eBook.

• Social media resources that enable you to collaborate with others in the learning community using professional communications sites such as LinkedIn or microblogging tools such as Twitter.

• Checklists with useful post-class reference information.• Any course files you will download.

• The course assessment.

• Notices from the LogicalCHOICE administrator.

• Virtual labs, for remote access to the technical environment for your course.

• Your personal whiteboard for sketches and notes.

• Newsletters and other communications from your learning provider.

• Mentoring services.

• A link to the website of your training provider.

• The LogicalCHOICE store.

Visit your LogicalCHOICE Home screen often to connect, communicate, and extend your learning

experience!

How to Use This Book

As You Learn

This book is divided into lessons and topics, covering a subject or a set of related subjects. In mostcases, lessons are arranged in order of increasing proficiency.

The results-oriented topics include relevant and supporting information you need to master thecontent. Each topic has various types of activities designed to enable you to practice the guidelinesand procedures as well as to solidify your understanding of the informational material presented inthe course. Procedures and guidelines are presented in a concise fashion along with activities anddiscussions. Information is provided for reference and reflection in such a way as to facilitate

understanding and practice.

Data files for various activities as well as other supporting files for the course are available by download from the LogicalCHOICE Course screen. In addition to sample data for the courseexercises, the course files may contain media components to enhance your learning and additionalreference materials for use both during and after the course.

At the back of the book, you will find a glossary of the definitions of the terms and concepts usedthroughout the course. You will also find an index to assist in locating information within theinstructional components of the book.

| Microsoft ® SharePoint ® Designer 2013 |

| About This Course |

http://www.lo-choice.com


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As You Review

Any method of instruction is only as effective as the time and effort you, the student, are willing toinvest in it. In addition, some of the information that you learn in class may not be important to youimmediately, but it may become important later. For this reason, we encourage you to spend sometime reviewing the content of the course after your time in the classroom.

As a Reference

The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a firstsource of definitions, background information, and summaries.

Course Icons

Watch throughout the material for these visual cues:

Icon Description

A Note provides additional information, guidance, or hints about a topic or task.

A Caution helps make you aware of places where you need to be particularly careful with your actions, settings, or decisions so that you can be sure to get the desired

results of an activity or task.

LearnTO notes show you where an associated LearnTO is particularly relevant tothe content. Access LearnTOs from your LogicalCHOICE Course screen.

Checklists provide job aids you can use after class as a reference to performing skills back on the job. Access checklists from your LogicalCHOICE Course screen.

Social notes remind you to check your LogicalCHOICE Course screen foropportunities to interact with the LogicalCHOICE community using social media.

Notes Pages are intentionally left blank for you to write on.

| Microsoft ® SharePoint ® Designer 2013

| About This Course


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Getting Started with

SharePoint Designer

2013

Lesson Time: 1 hour

Lesson Objectives

In this lesson, you will:

• Describe SharePoint Designer 2013 and the benefits of using SharePoint Designer 2013.

• Identify and use technical support options for SharePoint Designer 2013.

Lesson Introduction

Welcome to Microsoft® SharePoint® Designer 2013. If you want to access data sources andcreate custom workflows in SharePoint without code, you've come to the right place.

Your colleagues will think you are a high-level programmer with years of experience whenthey see your work. They will never guess you used SharePoint Designer 2013. It is apowerful tool.

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TOPIC A

Introduction to SharePoint Designer

Imagine yourself creating automated business processes for SharePoint Server 2013 for yourcompany. You can create complex processes within a short time frame. Instead of weeks, you cancreate an application in days.

Before you start, you must be familiar with the SharePoint Designer 2013 interface. You must alsoknow how to get help. Custom workflows are unique and solutions are not always evident. Supportcommunities are essential to mastering SharePoint Designer 2013.

SharePoint Designer 2013

SharePoint Designer 2013 is primarily used to rapidly create customized workflows for SharePointServer 2013. Workflows are automated business processes, such as a travel request approval. The workflows can access data sources, such as a database of employees, to ensure the requiredpersonnel approve the request.

SharePoint Designer 2013 provides a relatively simple solution for business needs by eliminating programming code, such as Microsoft® Visual C#® or Java®. Some common business needsinclude line-of-business data integration, human workflows, and business intelligence solutions.

SharePoint Designer 2013 works by accessing workflow building blocks that already exist inSharePoint. It presents them in an easier-to-use, customizable development interface. It can also beused with Microsoft® Visio® 2013 to provide a visual workflow development environment using flowchart shapes. Web developers use SharePoint Designer because it speeds up SharePointdevelopment projects.

Note: SharePoint Designer 2013 must be used with SharePoint Server 2013. It does not work on SharePoint Foundation 2013.

SharePoint Designer 2013 can be connected to a local or remote SharePoint Server 2013 installation

For example, a developer can install SharePoint Designer 2013 on his or her laptop and connect toSharePoint Server 2013 located in a server farm. SharePoint Designer 2013 can also be installeddirectly on a SharePoint 2013 server.

Note: SharePoint Designer 2013 is available at the Microsoft Download Center: www.microsoft.com/en-us/download/default.aspx.

2 | Microsoft ® SharePoint ® Designer 2013

Lesson 1: Getting Started with SharePoint Designer 2013 | Topic A

The SharePoint

Designer 2013 Opening

Screen

Before you start

teaching, ask your

students how much theyknow about SharePoint

Designer 2013. This will

give you an idea of what

the students know and

what they are expecting

to learn in this course.

You might even choose

to write down students’

expectations on the

whiteboard. Then, at the

end of the day, return to

the list and address any

expectations that were

not covered.


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Figure 1 1: The SharePoint Designer 2013 opening screen.

SharePoint Designer 2013 Opening

Screen Feature

Description

Sites link Allows users to open a site, customize a site, and create ablank or template site.

Account link Provides your user information, product information, andMicrosoft Office themes.

Options link Provides general options for working with SharePointDesigner 2013, such as page editor options, user interface

options, language, ribbon customization, and add-ins.Open Site button Browse to locate, select, and open a site.

Customize My Site button Opens and provides editing tools for the default My Site. You must specify which site is your My Site.

Recent Sites section Displays recently opened sites for quick access.

New Blank Web Site button Creates a new SharePoint web site at the location youspecify.

Add Subsite to My Site button Adds a subsite to your default My Site.

Site Templates section In addition to a blank site, you can create SharePoint sites with predefined web parts already added, such as a blog

site, team site, wiki site, and more.

Designing in SharePoint 2013

Contrary to what you might expect, SharePoint Designer 2013 lacks a web page designer. Microsoftstopped including one with the latest version. You can use any web page design program to edit webpages in SharePoint Server 2013. That means SharePoint Designer 2013 doesn't need one. Web pageediting includes custom tasks such as branding, layout, form customization, and theming. Programssuch as Microsoft® Expression® Web, Adobe® Dreamweaver®, and open source applications canbe used for these web design tasks instead.

Microsoft ® SharePoint ® Designer 2013 | 3


If you are teaching in a

blended environment,

encourage students,

especially remote

learners, to become

familiar with the features

of your web

conferencing application

before presenting

content. Encourage

students to use the chat

feature, use on-screen

markup tools, raise their hands virtually, and

answer sample poll

questions. You can use

this exercise as a way

for students to get to

know each other while

becoming comfortable

with the environment.

You may find this helps

with remote participation

throughout the class.

Non-Graphical Page

Editor in SharePoint

Designer 2013


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Web page design in SharePoint Designer 2013 is accomplished using a feature called the SharePointDesign Manager. The Design Manager allows web designers to customize SharePoint pages by exporting them to a preferred web design program, customizing them, and importing them back into SharePoint. Web designers don't need to leave the SharePoint site to accomplish third-party web page customization tasks.

Instead of providing a web page editor, SharePoint Designer 2013 includes a non-graphical pageeditor that only understands the unique features of SharePoint web pages. These unique featuresinclude data connectivity and workflow customization. Web page design is left to programs thatspecialize in web design.

Figure 1 2: Non graphical page editor in SharePoint Designer 2013.

The SharePoint Designer 2013 Interface

The SharePoint Designer 2013 user interface provides a developer environment to create,customize, and deploy SharePoint sites and solutions. The interface displays a site's components andthe relationships between those components. When a site is opened, a summary appears thatincludes the site description, title, subsites, and permissions.

The three main areas of the Designer interface are the ribbon, the Navigation pane, and theSummary pane.

• Ribbon: Similar to other Microsoft Office products. It allows the user to perform common tasks when a component is selected. The ribbon choices change depending on the componentselected.

• Navigation pane: Allows easy access to the various components of the site. These componentsinclude Data Sources, Workflows, Libraries and Lists, and Site Columns.

• Summary pane: Displays information about a selected component from the Navigation pane.For example, if you select an announcement component in the Navigation pane, the Summarypane will show the configuration, associated workflows, views and data sources of thecomponent. You can edit the component's associations in the Summary pane by clicking onthem.



SharePoint Designer

2013 Interface


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Figure 1 3: SharePoint Designer 2013 interface.

The SharePoint Designer 2013 interface is designed to easily locate a site component, view itsconfiguration, and edit it. Users can easily return to the main view using the Navigation pane.

The ribbon and the Summary pane will change depending on which site object is selected in theNavigation pane. You will learn about the ribbon and Summary pane throughout the course. Hereis an overview of the Navigation pane site objects:

Navigation Pane Site Object Description

Site Identifies the site currently active in SharePoint Designer,such as Home, Team Site, Payroll, etc.

Lists and Libraries Allows you to create and manage the site's lists and libraries.

Workflows Create and manage workflows to add to your site.

Site Pages Allows you to create and manage the site's web pages.

Site Assets Allows you to manage your site's assets, including Check Inand Check Out processes.

Content Types Create and manage content types that can be added to a site,such as Web Part Pages, Wiki Pages, and custom contenttypes.

Site Columns Allows you to create and manage columns for lists andlibraries.

External Content Types Add and export content types between SharePoint sites.

Data Sources Create connections to data sources and manage site datasources, such as lists and databases.

Site Groups Manage security groups to grant users permissions, such asmembers, owners, and visitors.

Subsites Create and manage your subsites.

No-Code Environments

SharePoint Designer 2013 provides a no-code, declarative authoring environment for developers tocreate SharePoint applications. It is called the Declarative Designer, and can be used by programmers and non-programmers.



No-Code Programming

Example


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Visual Designer

Visual Designer is the highlight of the SharePoint Designer 2013 no-code environment. It is the toolthat integrates Visio 2013 into SharePoint Designer 2013. Since most business analysts are familiar with Visio flowchart shapes, they can focus on business logic instead of the SharePoint Designer2013 interface.

SharePoint Designer 2013 users can create a workflow using Visual Designer and publish it to aSharePoint site. The most complicated part is when a workflow needs additional parameters using the non-graphical SharePoint Designer 2013 workflow text editor or the Visual Workflow Designer.

The Visual Workflow Designer is a Visio tool hosted in SharePoint Designer 2013 that addsparameters to workflows. You will learn more about Visual Designer and the Workflow ribbon laterin this course.

Figure 1 6: Creating a workflow using Visual Designer.

Access the Checklist tile on your LogicalCHOICE course screen for reference

information and job aids on How to Connect to SharePoint Server 2013



Creating a Workflow

Using Visual Designer


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ACTIVITY 1-1

Connecting to SharePoint Server 2013

Before You Begin

You are logged in to your Windows 8 computer with the Start page displayed.

Scenario

You are an IT Data Analyst at Develetech Industries. The company has recently migrated toSharePoint Server 2013 and SharePoint Designer 2013. Even though you and your colleagues arecomfortable working with SharePoint, the features of SharePoint Designer 2013 are new toeveryone. You need to get set up and start working in SharePoint Designer 2013.

1. Connect to SharePoint Server 2013 with SharePoint Designer 2013.

a) On the Windows 8 Start page, select the SharePoint Designer 2013 tile.

b) In the Open SharePoint Site section, selectOpen Site.c) In the left navigation menu, expand Microsoft SharePoint Designer and selectWeb Sites.

d) In the Site name box, typehttp://sp2013/ and selectOpen.

e) In the Windows Security dialog box, in theUser name box, typeStudentXX (whereXX is your

student number). In the Password box, enterP@ssw0rd

f) Again, in the Open Site dialog box, select theOpen button to open the site in SharePoint Designer

2013.

2. Create a SharePoint Server 2013 team site.

a) On the ribbon, select FILE and select theSites link. In theSite Templates section, selectTeam Site.

b) Type the location of your new subsite: http://SP2013/subsiteXX (whereXX is your student number).

For example, Student 1 enters http://SP2013/subsite01. Student 2 enters http://SP2013/subsite02.

Student 3 types http://SP2013/subsite03, etc.

c) Select OK. If required, enter your credentials.

d) When SharePoint Designer 2013 opens, select each item listed in the Navigation pane and view theitem's contents in the Summary pane. Identify the various buttons on the ribbon.



As indicated in the

Setting Up the Course

section, each student

has a unique student

account on the

SharePoint Server. The

first student is

student01, the second is

student02, student03,

student04, etc.,

depending on the

number of pupils. Each

account uses the same

password, P@ssw0rd,

for each student

account.


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e) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open.



Briefly explain the

various site objects

listed in the Navigation

pane. Encourage

students to explore the

ribbon, the Navigation

pane, and the Summary

pane.


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TOPIC B

Get Help and Support for SharePoint Designer

SharePoint Designer 2013 focuses on advanced tasks, such as data access and custom workflows. These tasks require skill, but they also require help from the SharePoint developer community andMicrosoft. As you develop your team sites using SharePoint Designer you will, undoubtedly, runinto problems that you can't solve yourself. When that happens, you'll need to know where to go forhelp. Fortunately, SharePoint Designer 2013 has support tools to get the answers you need.

SharePoint Designer Help

You will probably need to reach out to other SharePoint developers when working with theadvanced features of SharePoint Designer 2013. There isn't a help manual in the world that couldcover all the potential custom scenarios. You can open SharePoint Designer 2013 and access the

Microsoft SharePoint Designer Help button that links you to the Microsoft SharePointdeveloper support pages. The support site is called the SharePoint Dev Center.

Figure 1 7: The SharePoint Dev Center.

You should become familiar with the support pages because some tasks are challenging and may require assistance, especially custom workflows. The SharePoint Dev Center site is a great place tosolve issues.

Online Resources

Once you have accessed the SharePoint Dev Center, you can reach out to the SharePoint developercommunity. The SharePoint Dev Center is much different from the traditional Help menus found inOffice products. SharePoint developers can post questions to the community, read how-todocuments, view training materials, and seek other helpful tools.

The SharePoint Dev Center Support page allows you to get help from your peers. You can ask aquestion in a forum or answer someone else's question. There are SharePoint blogs from theMicrosoft SharePoint development team and conference announcements.


Lesson 1: Getting Started with SharePoint Designer 2013 | Topic B

The SharePoint Dev

Center

Demonstrate the

SharePoint Dev Center

for the students while

delivering the content.

Display the SharePointDev Center on your

projector.

SharePoint Dev Center Support Page


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Figure 1 8: SharePoint Dev Center support page.

If you scroll further down the support page, you can troubleshoot specific problems using searchfields. You can search by keywords, articles, events and errors. There are many other resources,including international and legacy support.


information and job aids on How to Get Help and Support for SharePoint Designer 2013




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ACTIVITY 1-2

Getting Help and Support for SharePoint

Designer 2013

Before You Begin

SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open.

Scenario

Before your development team uses SharePoint Designer 2013, you will need additional support incase something goes wrong. It will be important for you to navigate Microsoft SharePoint DesignerHelp and the SharePoint Dev Center. You will access support features of SharePoint Designer 2013 These features include the SharePoint Dev Center, which offers samples, how-tos, training, andsupport.

1. Locate SharePoint Designer Help.

a) Select the Microsoft SharePoint Designer Help button in the upper-right corner of SharePoint

Designer 2013. Your browser will open and the SharePoint Dev Center web site will appear.

Note: Microsoft SharePoint Designer 2013 automatically opens your browser

to access help and support tools on the Microsoft site.

2. Use online resources.

a) Select the following help options in the top menu: Samples, Tools, Training, How To, and Support.

Browse the contents of each help page.

b) Select Support and view the available support options:Get help from your peers, Get help from

Microsoft, and SharePoint blogs.c) On the Support page, in theGet help from your peers section, in theAsk a question in the forums

(or answer one) section, selectMore SharePoint forums.

d) On the left, in the Forums section, expandSharePoint Products and Technologies (if necessary).

Uncheck the Select all check box (if necessary). Scroll down and selectSharePoint 2013 - Using

SharePoint Designer, InfoPath and Other Customizations.

e) Scroll down the forums and browse common issues.

f) Return to theSupport page.

g) Locate the Get help from Microsoft section.

h) In the Troubleshoot an issue section, in theSearch all sources box, entersharepoint designer 2013

unable to open site then view the responses.

i) SharePoint Designer 2013, your SharePoint Server 2013 subsite, and your browser should remain

open.




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Customizing and

Implementing Content

Types

Lesson Time: 1 hour

Lesson Objectives


• Customize content types.

• Implement customized content types.

Lesson Introduction

The content generated by a company is usually stored in documents, folders, and lists.Content for each project is usually stored together. By defining content types, the contentcan be shared and reused in different ways. In SharePoint® Server 2013, content types canbe defined for any item type, such as documents, folders, and lists.

Custom content types allow SharePoint site owners to configure specific content types forsites, libraries, and lists that meet the specific needs of the company.

2


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Content Content Type

Digital asset Image, video, or audio.

These pre-defined content types can be used, but many times they do not provide the functionality you need. You can change these pre-defined content types to create custom content types.

Note: All content types are applied to a site and its subsites by default. They can also be

published across multiple sites and site collections.

Advantages of Using Custom Content Types

Your company probably uses reports, procedures, contracts, proposals, etc., that are unique. WhenSharePoint's built-in content types do not provide the functionality you need, you can create customcontent types. Custom content types allow new kinds of content to serve your company's uniquerequirements. They also provide consistency across the company and more efficient managementfor each piece of content.

You must always start from an existing content type when creating a custom content type. Yourcustom content type inherits the attributes of the original content type. For example, it could inherita document's template, columns, and read/write settings. You can change all of the attributes afteryou create the content type.

Figure 2 2: Built in content types.


information and job aids on How to Customize Content Types


Lesson 2: Customizing and Implementing Content Types | Topic A

Built-In Content Types


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ACTIVITY 2-1

Customizing Content Types

Before You Begin


Scenario

The human resources department at Develetech needs to keep track of how many paid personaldays each employee has accrued. You have been asked to create a prototype content type thatincludes five employees and their accrued personal days. The content type will be customized using an existing built-in content type from SharePoint. Your supervisor has asked you to use SharePointDesigner 2013 to complete the task.

1. Create a new content type from a built-in content type.

a) In SharePoint Designer 2013, in the Navigation pane, selectContent Types. Select CONTENTTYPES→New→Content Type. If the Content Type button is greyed out, select anywhere in the

Summary pane, then try again.

Note: This course uses a streamlined notation for ribbon commands. They'll

appear as "[Ribbon Tab]→[Group]→[Button or Control]" as in "select

HOME→Clipboard→Paste." If the group name isn't needed for navigation or

there isn't a group, it's omitted, as in "selectFILE→Open." Occasionally you

may already be on the tab indicated in the notation, in which case you will not

need to select it.

b) In the Name box, typePaid Personal Days and in theDescription box, typeNumber of paid persona

days accrued by employee.

c) From the Select Parent Content Type from drop-down menu, selectList Content Types. From the

Select Parent Content Type drop-down menu, select Item.

Note: The Item list is the built-in content type that you will customize into the

Paid Personal Days custom content type.

d) In the Select a Sorting Group for this Content Type section, ensure theExisting Group radio button

is selected. Select List Content Types from the drop-down menu.




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e) Select OK. On the Quick Access Toolbar, select the Save button.

2. Create a new column for your custom content type.

a) In the Navigation pane, selectSite Columns. On the toolbar, select COLUMNS→New→New

Column→Number. If the New Column button is greyed out, select anywhere in theSummary pane

and try again.

b) In the Create a Site Column dialog box, typePaid Personal Days Left

c) In the Put this site column into section, ensure theExisting Group radio button is selected, then

select Custom Columns. Select OK.

Note: You just created a new column that will eventually include the number of

paid personal days left for each employee.

d) On the Quick Access Toolbar, select Save.

3. Add your customized column to your custom content type.

a) In the Navigation pane, selectContent Types. In the Summary pane, in theContent Types tab,

select the far-right arrow and select Paid Personal Days.




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b) In the Customization area, selectEdit content type columns. Select the Add Existing Site Column

button. In the Site Columns Picker dialog box, selectPaid Personal Days Left. Select OK.

c) On the Quick Access Toolbar, select Save. In the Summary pane, right-click thePaid Personal Days

tab and select Close.

d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.




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TOPIC B

Implement Custom Content Types

You now have the skills to create custom content types. But, once you have created a customcontent type, you need to implement it on your SharePoint site.

Similar to built-in content types, custom content types are implemented in many different ways. They are posted on site pages, such as team sites or blog sites, and used in workflows.Understanding how to implement a custom content type on a SharePoint site allows you to createautomated business processes.

Custom Content Type Applications

By default, content types are called site content types because they are defined at the site level. They can be used by any subsite of that SharePoint site.

Inheritance

When you create a custom content type, it inherits the attributes of the content type from which youbuilt it. In most cases, that will be a built-in content type from the parent site. The custom contenttype will inherit any columns, read-only settings, workflows, or item and document templates.

When a child site uses a content type from a parent site, only the shared attributes can be updated.For example, if you customize the child site with extra columns and attributes, it will not overwritethe parent's content type with the new attributes.

Also, once you add a content type to your SharePoint site, any changes you make do not affect theoriginal content type from which you built it.

Lists and Libraries

Content types are usually added to lists and libraries. Each list or library has a New selection to additems of the associated content type.

Lists and libraries can contain a single or multiple content types. This feature allows a single list orlibrary to host multiple content types.


Lesson 2: Customizing and Implementing Content Types | Topic B

A SharePoint List with

Multiple Content Types


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Figure 2 3: A SharePoin t list with multiple content types.

Note: To further explore custom content types, you can access the LearnTO Decide When toUse Custom Content Types animation from the LearnTO tile on the LogicalCHOICE

Course screen.


information and job aids on How to Implement Custom Content Types



You may want to show

LearnTO Decide When

to Use Custom Content

Types from the

LogicalCHOICE Course

screen or have students

navigate out to theCourse screen and

watch it themselves as a

supplement to your

instruction. If not, please

remind students to visit

the LearnTOs for this

course on their


screen after class for

supplemental

information and

additional resources.


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ACTIVITY 2-2

Implementing Custom Content Types

Before You Begin


Scenario

Your supervisor at Develetech reviewed and approved your prototype of the custom content type.She wants you to create a SharePoint custom list that includes the custom content type. She hasasked you to create the list on SharePoint Server 2013 using SharePoint Designer 2013.

1. Create a custom SharePoint list and name it Paid Personal Days.

a) In the Navigation pane, selectLists and Libraries. Select Lists and Libraries→New→Custom List.

b) In the Create list or document library dialog box, in theName box, typePaid Personal Days and

select OK.

2. Add your Paid Personal Days content type to your new list and customize the list.

a) In the Summary pane, in theLists section, select your newPaid Personal Days custom list.

b) In the Settings section, check theAllow management of content types check box.

c) In the Content Types section, selectAdd.

d) In the Content Types Picker dialog box, select thePaid Personal Days content type. SelectOK.

e) In the Content Types section, selectPaid Personal Days (the line, not the text). SelectCONTENT

TYPES→Actions→Set as Default.

f) In the Content Types section, selectFolder (the line, not the text). SelectCONTENT

TYPES→Edit→Delete. In the Confirm Delete dialog box, selectYes.

g) Select Item (the line, not the text). SelectCONTENT TYPES→Edit→Delete. In the Confirm Delete

dialog box, select Yes.h) In the Customization section, selectEdit list columns. Right-click Title and selectRename. Type

Employee and pressEnter.

i) On the Quick Access Toolbar, select Save.

j) Right-click the Paid Personal Days tab and selectClose.

3. Configure the list in SharePoint Server 2013.

a) In the Navigation pane, selectTeam Site. On the Quick Access Toolbar, select Preview in Browser.

If prompted, enter your credentials.

b) On your SharePoint Server 2013 Team Site home page, in the left navigation links, select Site

Contents.

c) Place your cursor over the Paid Personal Days icon. Select the three dots (...) and select Settings.



Explain to students that

a relationship between

the list and the content

type has been created.

Lists and libraries can

have multiple content

types associated with

them.


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d) Scroll down to the Views section and selectAll Items.

e) Scroll down to the Columns section. In theDisplay column, check thePaid Personal Days Left

check box, then change the Position from Left column to2. Scroll down and select OK.

4. Add five employees and their paid personal days left to your Paid Personal Days list on SharePoint.

a) On your Team Site home page, in the left navigation pane, ensure that Paid Personal Days is

selected.

b) Select new item. In the Employee box, enterSara Reinhart. In the Paid Personal Days Left box,

enter 13 . Select Save.c) Select new item and repeat the previous steps to add the following people and days: Leela Ramirez

(5), Jon Peabody (2), Devon Johnson (10 ), and Rosa Estelle (15 ).

d) View the SharePoint list. Ensure that the five employees names are correct. Ensure that the number

of paid personal days left are correct.



Remember to check on

student progress. Reach

out to remote students

and encourage screen

sharing to keep students

on track, if necessary.

Make sure all lists are

complete before

proceeding.


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e) Minimize the browser window.

f) SharePoint Designer 2013, your SharePoint Server 2013 site, and your browser may remain open.




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Summary

In this lesson, you learned how to customize and implement content types. Custom content typesallow new kinds of content to serve your company's unique requirements. You must always startfrom an existing content type when creating a custom content type.

In your experience, how would you compare the process of creating lists and libraries in SharePoint

Designer 2013 versus SharePoint Server 2013? Compare and contrast both methods.

A: Answers will vary, but may include the end result is similar, but the interfaces are different. SharePoint

Designer allows advanced customization tools for lists and libraries that are not found in the

SharePoint Server 2013 interface.

When would it be appropriate to apply customized content types to SharePoint data? When would it be

appropriate for multiple SharePoint sites to share the same content type?

A: Answers will vary, but may include customized content types allow consistency across an

organization. Instead of each department creating their own content type, one content type can be

used across the entire site.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with yourclassmates, peers, and the larger LogicalCHOICE online community about the topics covered in

this course or other topics you are interested in. From the Course screen you can also accessavailable resources for a more continuous learning experience.


Lesson 2: Customizing and Implementing Content Types |

Encourage students to

use the social

networking tools

provided on the


screen to follow up with

their peers after the

course is completed for

further discussion and

resources to support

continued learning.


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Integrating Data Sources

Using SharePoint

Designer

Lesson Time: 1 hour, 15 minutes

Lesson Objectives


• Link to data sources using SharePoint Designer 2013.

• Modify a data source in data view using SharePoint Designer 2013.

Lesson Introduction

Microsoft® SharePoint® Designer 2013 allows you to access, integrate, and display datasources. The data source can be a SharePoint list or library, Microsoft® SQL Server®,Oracle® database, or almost any other data source.

Connecting to data sources is an extremely valuable skill for SharePoint developers. Itallows an organization to share the data from a single data source. Information from thedata source can be used to create reports, proposals, and process requests. The data can bepresented in SharePoint using different views, depending on the data's purpose.

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TOPIC A

Access Data Sources

Accessing data sources in SharePoint Designer 2013 greatly expands the usefulness of SharePointServer 2013. Of all the SharePoint Designer 2013 features, the ability to connect to data sources without code is one of the most useful.

Before you integrate a data source, you need to learn about various data sources, data views,authentication and access methods. You do not need to be a database administrator or developer tolink a data source using SharePoint Designer 2013.

Data Sources

A data source is typically a database or file that contains data used in a report. Each data source isdefined by a data connection, a data source type, and the authentication type.

• Data connection : includes the name, location, and connection properties of a data source.

• Data source type : a Microsoft SharePoint list, databases such as Microsoft SQL Server, Microsoft®

Access®, Oracle, XML files and web services, server-side scripts, and linked data sources.• Authentication type : the permission required to access the resource, usually through a user name

and password or Windows authentication.

A shared data source is independent of any application that uses the data. Many different reports usethe data. An embedded data source is defined and used by only one type of report.

Figure 3 1: The Data Sources tab with a database connection.

Data Views

A data view is a web part used to display data in SharePoint Server 2013. They are used to display data sources from the SharePoint Designer Data Source Library. Data views can be manipulated inSharePoint Designer 2013 and viewed in a browser.


Lesson 3: Integrating Data Sources Using SharePoint Designer | Topic A

The Data Sources Tab

with a Database

Connection

Data View in SharePoint

Server 2013


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Figure 3 3: Data source authentication.

For example, to connect to a data source on a network server, you must be granted access toconnect to the server. In most cases, you also receive read-only permission to access the databasethat resides on the server.

Note: Authentication is separate from the data source connection process. For example, you cancreate and preview a report on your local system, but not view the published report until your

credentials are changed on the SharePoint site.

A connection string typically contains authentication credentials. Connection objects use thesestrings with any data provider to authenticate a data source connection. There are two types:

• Explicit authentication : the connection string contains a user name and password.

• Implicit authentication : the connection string uses Windows credentials; also called integratedsecurity.

Access Methods

You can access data sources using several different methods. It varies depending on the type of database you are connecting to, such as a Microsoft SQL Server or an Oracle database. Once a data

source is connected, you can choose the database fields to display on your SharePoint site.



Choosing a Data Field to

Display from a Database


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Figure 3 4: Choosing a data field to display from a database.

SharePoint connects to any database supported by Microsoft's ADO.NET, which uses XML toaccess data from a database, including:

• Microsoft SQL Server

• Oracle databases

• OLE DB (Object Linking and Embedding, Database): A Microsoft API (Application ProgramInterface) for accessing different data sources.

• ODBC (Open Database Connectivity): A standardized API written in C for accessing differentdata sources.

• SharePoint lists, forms, libraries, site pages, and site assets.

Data Source Ribbon

The Data Source ribbon provides the configuration tools to set up and manage data sources. Eachtype of data source you connect to requires a different set of configuration requirements. Thedifferent buttons on the toolbar correspond to the different data sources that SharePoint 2013 canconnect.

Figure 3 5: The Data Source ribbon in SharePoint Designer 2013.



The Data Source Ribbon

in SharePoint Designer

2013


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Data Source Ribbon Option Description

Linked Data Source Combines multiple connections into a single data source.

Database Connection Creates a connection to a database.

SOAP Service Connection Creates a connection to a Simple Object Access Protocol(SOAP) web service.

REST Service Connection Creates a connection to a Rich Site Summary / Really Simple Syndication (RSS) feed or a Representational State Transfer (REST) web service.

XML File Connection Imports an Extensible Markup Language (XML) file orcreates a connection to an XML file.

Import Options

SharePoint Designer 2013 allows you to import a database data source with built-in import options.Import options appear when the database data source is selected. Data can be imported fromrelational databases, XML files, Access databases, and even site maps.

Note: To further explore data sources, you can access the LearnTO Identify Compatible

Access Methods animation from the LearnTO tile on the LogicalCHOICE Course screen.


information and job aids on How to Access Data Sources




LearnTO Identify

Compatible Access

Methods from the



navigate out to the

Course screen and


supplement to your




course on their



supplemental

information and



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b) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.




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TOPIC B

Modify a Data Source in Data View

Once a data source is connected in SharePoint, how do end users view the data on a SharePointpage? Is it presented as a spreadsheet? Is it alphabetized? Are certain fields hidden to removesensitive information? Does every department in the company need to see every data field, or only the ones important to their jobs? How many data results should be shown on each page? As you cansee, data views are very important. They filter the information that end users can view.

Data Manipulation

Once a data source is connected, SharePoint Designer 2013 allows you to bind the data source to adata view. The data view is a SharePoint web part that defines how your data is displayed on aSharePoint page.

You can manipulate a data view to display only the necessary data. This manipulation allows you tohide specific fields from the data source that don't need to be displayed. For example, in a data view customer database, you can hide sensitive information such as social security numbers.

Note: The data view must be viewed in a browser. SharePoint Designer 2013 does not provide agraphical-user interface web editor, such as Microsoft® Expression® Web, to view it. Once you

have configured the data view in SharePoint Designer 2013, you need to preview it in yourbrowser.

Conditional Formatting

You can define criteria to create a data view. This technique is called conditional formatting . Forexample, you can set criteria based on a data value. When the data value matches this criteria, it willdisplay. If it does not match, the data remains hidden.

Data Filters

Database filtering is used to refine a data query. It allows end users to refine query results that meetspecific criteria. Only data meeting the criteria appears in the results. The database filtering processdoes not organize data. It only pulls data that meets your criteria. You use data filtering each timeyou run a search on Google or Bing. SharePoint Designer 2013 allows you to set up database filtersfor your data source. You can use just a few fields from an enormous enterprise database using thisprocess.

Sorting

Data sorting organizes data based on specific criteria. For example, you can organize dataalphabetically, by field name, or from lowest to highest.

Unlike data filtering, data sorting does not affect the number of query results; it only organizes thedata for presentation.

SharePoint Designer 2013 allows you to sort information in data view. The query results can besorted in ascending or descending order, depending on the specifications you configured.


Lesson 3: Integrating Data Sources Using SharePoint Designer | Topic B


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Paging

Data paging allows you to specify the number of results displayed on a page, such as a SharePointpage or a search engine web page. If the number of results exceeds the specified number, additionalpages are used. Page indicators are generated to allow users to navigate to the additional result pages.

SharePoint Designer 2013 allows you to specify the number of page results from your data sourcequeries. This process is helpful and commonly used in search results. For example, the query pagemay display ten results. The bottom of the page then displays hyperlinks to page 2 results, page 3results, etc.


information and job aids on How to Modify a Data Source in Data View




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ACTIVITY 3-2

Modifying a Data Source in Data View

Before You Begin


Scenario

Your company recently acquired another company and the data systems continue to merge. Yousuccessfully connected the new company's employee database to your Develetech SharePoint Server2013 site. However, now your Human Resources department needs the Paid Personal Days dataavailable to them on SharePoint for the acquired employees. The data is a SharePoint list. You mustcreate a custom data view in SharePoint Designer 2013 for Human Resources to access the data.

1. Create a view.

a) In the Navigation pane, ensure thatData Sources is still selected. In theSummary pane, select yourPaid Personal Days list.

b) On your Paid Personal Days tab, in theSummary pane, in theViews section, select theNew button

c) Type StudentXX view (whereXX is your student number). Do not select theMake this the default

view check box. Select theOK button.

2. Enable HTML parsing.

a) In the Views section, select yourStudentXX view (whereXX is your student number).

b) At the top of the page, in the Code View Tools section, select theEdit tab and select theParse

HTML button.

3. Insert a view to display the data.

a) In the Summary pane, place the cursor on the blank line at line35.

b) Select the INSERT tab on the ribbon, select theData View button andMore Data Sources. In the

Data Sources Picker dialog box, selectPaid Personal Days. Select OK.

4. Customize the data view.

a) On the LIST VIEW TOOLS contextual tab, selectDesign→Toolbar→Options→Full Toolbar.

Note: If the List View Tools do not appear, scroll through the code and select

the snippet XsltListViewWebPart and try again. Also, below theSummary

pane at the bottom right portion of the screen, on theCode bar, ensure that

is selected. This issue is a SharePoint

Designer 2013 bug.

b) In the View Style group, select theShaded design.




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c) Select the OPTIONS tab.

d) Select the Sort & Group button. In theSort and Group dialog box, in theAvailable Fields box, select

Paid Personal Days Left. Select the Add button. In theSort Properties area, selectDescending.

Select OK.

e) On the OPTIONS tab, select thePaging button and selectMore Paging Options. Ensure the Display

items in sets of this size radio button is selected. Change the number of sets to3. Select OK.

f) On the OPTIONS tab, select theFilter button. From theField Name drop-down list, selectPaid

Personal Days Left. From the Comparison drop-down list, selectGreater Than Or Equal. In the

Value box, enter1. Select OK.

5. Preview the data view in a browser.

a) On the Quick Access Toolbar, select the Save button.

b) On the Quick Access Toolbar, select the Preview in browser button.



This activity is not

necessary for successfu

course completion.


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c) Minimize the browser window.

d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.




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Creating Workflows with

the Workflow Platform

Lesson Time: 1 hour, 15 minutes

Lesson Objectives


• Explain the SharePoint Designer 2013 workflow infrastructure and platformarchitecture.

• Create a workflow with SharePoint Designer 2013 and the SharePoint 2013 Workflow platform.

Lesson Introduction

If you want to focus on work performance instead of performing the same task over and

over, then workflows are for you. Many businesses with redundant tasks, such as accounting approvals and vacation requests, can improve efficiency and ensure consistent processes with them. If you can create a workflow, then you can create new ways to improveproductivity at your workplace.

4


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TOPIC A

Implement the Workflow Platform

Workflows allow people to collaborate and manage tasks using automated business processes.Documents, lists, and projects can be managed using workflows in SharePoint Server 2013.

SharePoint Server 2013 uses a complex workflow system called the SharePoint Workflow platform. The platform consists of the software, hardware, and configurations needed to set up and run workflows.

The most important component of the SharePoint Workflow platform is the Workflow Manager. The service is centralized and required when implementing workflows across an enterprise. It is builon the Windows Workflow Foundation components of the Microsoft .NET Framework 4.5.

To implement a workflow, you must understand its infrastructure and platform architecture. Thisknowledge will help you implement workflows using Microsoft® SharePoint® Designer 2013.

Workflow Overview

Workflows are a series of tasks that produce an outcome. In SharePoint, they are best described as theautomated movement of items or documents through a sequence of tasks or actions.

Businesses use SharePoint workflows to add business logic to items or documents in a SharePointlibrary or list. Business logic is a broad term used in SharePoint to describe a set of instructions thatdefines and controls various actions. The actions usually control a SharePoint document or item. Workflows allow businesses to consistently manage common business processes across theorganization.


Lesson 4: Creating Workflows with the Workflow Platform | Topic A

Workflow Example


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Figure 4 1: Workflow example.

SharePoint Designer 2013 is the most common tool used to develop workflows in SharePointServer 2013. The alternative is Microsoft® Visual Basic®, which requires months or years of training to master. SharePoint Designer 2013 is specifically designed to develop workflows in the SharePoint2013 Workflow platform.

Platform Architecture

The SharePoint 2013 Workflow platform uses Workflow Manager. It is based on .NET Framework 4.5, which is a Windows development platform for building apps for Windows®, Windows Server®, Windows Azure®, and Windows® Phone.

SharePoint Designer 2013 is designed specifically for Workflow Manager, which in turn powers theSharePoint 2013 Workflow platform.



SharePoint Server 2013

Workflow Platform

Technology Stack


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Figure 4 2: SharePoint Server 2013 Workflow platform technology stack.

SharePoint Designer 2013 integrates with Microsoft® Visio® 2013 (not shown) to provide a visual workflow development environment. A Visio add-in allows no-code web service calls to begenerated from a Visio flowchart.

Developers can build diagrams with Visio shapes and connectors to develop workflows based onthe SharePoint 2013 Workflow platform. Workflows can then be transfered between Visio 2013 andSharePoint Designer 2013.

System Requirements

SharePoint 2013 offers three different types of installations:

• Single server with built-in database installations• Single-server farm installations

• Multiple-server farm installations

In addition to SharePoint 2013, the installations use additional servers, such as Microsoft® SQLServer® and Exchange Server. All these servers require specific hardware and software to functionefficiently.

Hardware Requirements

Two common installations require the following hardware:

• Single server with a built-in database or single server that uses SQL server: Used fordevelopment environments. This course uses this installation method. It requires a minimum of 8 GB RAM, a 64-bit, 4 core processor, and 80 GB hard disk space.

• Three-tier farm: Used for pilots and smaller production deployment environments. It requires aminimum of 12 GB RAM, a 64-bit, 4 core processor, and 80 GB for each system.

Larger enterprise rollouts vary widely depending on the enterprise solution. For more informationon their requirements, visit the SharePoint Dev Center.

Software Requirements

Similar to hardware requirements, software requirements vary widely for the SharePoint 2013 Workflow platform. At a minimum, you need Windows Server 2012, SharePoint Server 2013, and Workflow Manager.




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There are three general steps for setting up the SharePoint 2013 Workflow platform, assuming Windows Server 2012 is already installed. A single server with a built-in database requires you to:

1. Install and configure SharePoint Server 2013 by using the stand-alone installation with a built-indatabase. This process installs an instance of SQL Server.

2. Install and configure Workflow Manager. Use the same SQL Server instance as SharePoint.

3. Configure SharePoint to use Workflow Manager.

Note: The single server with built-in database installation of SharePoint is designed fordevelopment, evaluation, and training purposes. In an enterprise deployment that includes

hundreds or thousands of end users, you would configure a server farm, such as Windows Azure.

SharePoint Designer 2013 is used to configure SharePoint Server 2013 and Workflow Manager, butit is not essential to the functionality of the SharePoint Workflow platform. Provided you havepermissions, you can use SharePoint Developer 2013 to log on to a SharePoint Server 2013 site overa local or remote network and develop workflows.

Network Requirements

As most businesses use TCP/IP and reliable high-speed networks, network requirements are oftenthe last worry of a developer. For a development team or a small company using a single server

installation, a 100 Mbps network will probably suffice.Enterprise deployments that use a server farm need high-bandwidth fiber optic links between thesystems. Due to potential latency issues between the systems, you need a minimum of 1 Gbpsbandwidth speeds.




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ACTIVITY 4-1

Determining SharePoint Designer 2013

Requirements

Scenario

Your company is adopting SharePoint Server 2013 in six months. Your team must plan for theadoption by determining the prerequisites required to successfully implement the product. Yoursupervisor has put together a short quiz to find out which employees are the most familiar withSharePoint Server 2013 and its family of products.

1. What solution does SharePoint use to provide a set of instructions to define and control various

actions?

○ Workflows

○ Content types○ Tasks○ Business logic

2. What are two components included with the SharePoint 2013 Workflow platform technology stack?

☐ SharePoint Designer 2013☐ SQL Server ☐ Oracle☐ SharePoint Server 2010

3. True or False? SharePoint Designer 2013 includes a Visio 2010 add-in for transferring diagrams.

☐ True☐ False




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TOPIC B

Design a Workflow

Where do you start when designing SharePoint Server 2013 workflows in SharePoint Designer2013? There are three basic steps to consider:

1. Choose the type of workflows you want to create: list, reusable, or site.

2. Select and assemble the actions and conditions to define the workflow steps.

3. Publish the workflow.

Consider the workflow as a traditional flowchart. It should have a sequence of steps from start tofinish. Understanding the various types of workflows, actions, and other components allows you tocreate a useful workflow with SharePoint Designer 2013 and the SharePoint Workflow platform.

Workflow Design Overview

Before you create your workflow, you must select the type of workflow to use. Three types of workflows are available in SharePoint: List, Reusable, and Site. The WORKFLOWS ribbon

includes other helpful tools as well.

Figure 4 3: The WORKFLOWS ribbon in SharePoint Designer 2013.

WORKFLOWS

Ribbon Button

Description

List Workflow A workflow created and assigned to a specific list. It cannot be reused withany other list.

Reusable Workflow A workflow created and assigned to many lists or content types. It can bereused with all items in a content type or list.

Site Workflow A workflow created and available for an entire site. Can be assigned to any list or content type.

Workflow Settings Displays the settings page for viewing and editing a workflow.

Edit Workflow Opens Workflow Designer for declarative environments, or Visual Designerfor Visio environments, so you can edit the workflow.

Delete Delete the selected workflow.

Save as Template Saves the workflow as a template for use on other SharePoint sites;templates are saved as SharePoint solution package (.wsp) files.

Copy & Modify Creates a duplicate of the current workflow for editing; a good strategy forexperimentation.

Import from Visio Import a Visio 2013 diagram.

Export to Visio Export a SharePoint Designer 2013 workflow to Visio 2013.

Associate to List Associates the workflow to a specific SharePoint List.


Lesson 4: Creating Workflows with the Workflow Platform | Topic B

The WORKFLOWS

Ribbon in SharePoint

Designer 2013


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The Dictionary variable type can hold a collection of variables, not just one. It is a container that canhold many variables that include the employee name, address, mobile phone number. Without theDictionary variable you would have to create a separate instance for each data type.

Note: To further explore the Dictionary variable type, you can access the LearnTO Decide

When to Use the Dictionary Variable Type animation from the LearnTO tile on theLogicalCHOICE Course screen.

Task Actions

Task actions assign work to a person or group. The work can then be tracked over time to manageprogress. There are two types of task actions:

• Assign a task: creates a task and assigns it to a single participant.

• Start a task process: assigns a task to multiple participants.

Task actions assign tasks to people because most business processes are conducted by employees.For example, the human resources department can assign tasks to a new employee. The employee'sprogress can be tracked as he or she goes through various paperwork, orientations, and training.

Eventing Actions

An eventing action can be generated in SharePoint when an item is added or changed. Workflows waitfor the specific event before proceeding with an action. It is accomplished by subscribing to anevent action defined in the workflow.

SharePoint Designer 2013 uses the following Eventing actions:

• Wait for Event in List Item: An item must be created or changed to trigger the event.

• Wait for Field Change in Current Item: A field must be changed in the current item to triggerthe event.

• Wait for Project Event: A project must be checked in, committed, or submitted to trigger theevent.

For example, an Eventing action can be assigned to a list. When an item is added to the list, theevent is triggered and SharePoint performs a defined workflow action.


information and job aids on How to Create a Workflow




LearnTO Decide When

to Use the Dictionary

Variable Type from the



navigate out to the

Course screen and


supplement to your




course on their



supplemental

information and



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ACTIVITY 4-2

Creating a Workflow

Before You Begin


Scenario

Now that you have set up data sources, your supervisor wants you to implement automated businessprocesses around them. Your company has never used Workflow Manager and wants to ensure itfunctions properly. You have been assigned the task of setting up a basic workflow using SharePointDesigner 2013 and Workflow Manager.

1. Modify an existing custom SharePoint list for employees to request paid personal days.

a) In the Navigation pane, selectLists and Libraries.

b) In the Summary pane, selectPaid Personal Days (the line, not the text).c) Select LISTS AND LIBRARIES→Edit→Rename.

d) Type Paid Personal Day Request and press Enter.

e) Select within the text Paid Personal Day Request.

f) In the Summary pane, in theCustomization section, selectEdit list columns.

g) Select Columns→New→Add New Column→Number. Type Paid Personal Days Requested and press

the Enter key. On theQuick Access Toolbar, select Save.

h) To activate the Quick Access Toolbar's Preview in Browser button, in theSummary pane, select the

Paid Personal Day Request tab. Select thePreview in Browser button. Enter your credentials if

required.

i) Select the edit link. In theRosa Estelle row, in the Paid Personal Days Requestedfield, type 10 and

press the Enter key. Select theStop link. Minimize your browser.




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2. Create and configure a List Workflow using SharePoint Designer 2013 and Workflow Manager.

a) Switch to SharePoint Designer 2013.

b) In the Navigation pane, selectWorkflows. Select WORKFLOWS→New→List Workflow→Paid

Personal Day Request.

Note: You can use these same procedures to create a Reusable or Site

workflow, but select the Reusable Workflow orSite Workflow buttons insteadof the List Workflow button.

c) In the Create List Workflow dialog box, in theName box, typePaid Personal Day Request Workflow .

d) From the Platform Type drop-down menu, ensureSharePoint 2013 Workflow is selected.

e) Select OK.

3. Use actions to create workflow variables.

a) In the Summary pane, delete theStage 1 text and typeCheck if any paid personal days e xistb) Place the cursor in the Stage box where it states "(Start typing or use the Insert group on the

Ribbon.)." The cursor appears directly below the text.

c) Select WORKFLOW→Insert→Action→Set Workflow Variable.

d) Select the workflow variable text and selectCreate a new variable.

e) In the Name box, typeRemainingPaidPersonalDays. In the Type box, selectNumber and selectOK.

Note: Variables cannot have spaces. For example, you must type

RemainingPaidPersonalDays instead ofRemaining Paid Personal Days.

f) Select the value text and select theDefine Workflow Lookup button. In theLookup for Number

dialog box, from the Data source drop-down menu, selectPaid Personal Day Request. From the

Field from source drop-down menu, selectPaid Personal Days Left.



If the SharePoint 2013

Workflow does not

appear, then the

Workflow Manager has

not been configured.

Contact your System

Administrator. The

SharePoint 2010

Workflow is available,

but these activity stepsare written specifically

for the SharePoint 2013

Workflow.


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g) From the Field drop-down menu, selectEmployee.

h) In the Value box, select theDefine Workflow Lookup button.

i) In the Lookup for Single line of text dialog box, from theData source drop-down menu, ensure

Current Item is selected.

j) From the Field from source drop-down menu, selectEmployee. Select OK.

Note: An alert box may appear stating the lookup you defined is not

guaranteed to return a single value. It will use the first value if multiples exist.

Select Yes to proceed. This alert box will appear each time you exit theDefine

Workflow Lookup properties.

k) Select OK.

l) Place the cursor directly below the variable you just created.

m) Select WORKFLOW→Insert→Action→Set Workflow Variable.

n) Select the workflow variable text and selectCreate a new variable.

o) In the Name box, enterRequestedPaidPersonalDays.

p) In the Type box, selectNumber and selectOK.

q) Select the value text and select theDefine Workflow Lookup button.

r) In the Lookup for Number dialog box, from theData source drop-down menu, selectPaid Personal

Day Request.

s) From the Field from source drop-down menu, selectPaid Personal Days Requested.

t) From the Field drop-down menu, selectEmployee. In the Value box, select theDefine Workflow

Lookup button. From theData source drop-down menu, ensureCurrent Item is selected. From the

Field from source drop-down menu, selectEmployee. Select OK twice to exit.

4. Perform calculations on the workflow variables.

a) Place the cursor in the first blank line after the variable you just created.

b) Select WORKFLOW→Action→Do Calculation.

c) Select the value text and select theDefine Workflow Lookup button.

d) From the Data source drop-down menu, selectWorkflow Variables and Parameters.

e) From the Field from source drop-down menu, selectVariable: RemainingPaidPersonalDays and

select OK.

f) Select the plus text and selectminus.

g) Select the value text and select theDefine Workflow Lookup button.




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h) From the Data source drop-down menu, selectWorkflow Variables and Parameters.

i) From the Field from source drop-down menu, selectVariable: RequestedPaidPersonalDays and

select OK.

j) Select the Variable: calc text and selectCreate a new variable.

k) In the Name box, enterNewRemainingPaidPersonalDays.

l) In the Type box, selectNumber. Select OK.

5. Create a condition for the workflow.

a) Place the cursor in the Transition to stage section.

b) Select WORKFLOW→Insert→Condition→If any value equals value.

c) Select the first value text and select theDefine Workflow Lookup button.

d) From the Data source drop-down menu, selectWorkflow Variables and Parameters.

e) From the Field from source drop-down menu, selectVariable: NewRemainingPaidPersonalDays and

select OK.

f) Select the equals text and selectis less than. Select the value text and enter0. Press Enter.

g) Place the cursor in the first blank line after the text (Insert go-to actions with conditions for

transitioning to the stage). Select WORKFLOW→Insert→Action→Go to a stage.

Note: You will complete this substep later in the activity.

h) Place the cursor in the first blank line after Else. Select Workflow→Insert→Action→Go to a stage.

Note: You will complete this substep later in the activity.

i) To create a new stage, place the cursor below your first stage. Select WORKFLOW→Insert→Stage.

Select the Stage 2 text, typeDeclined , and press Enter. j) Place the cursor below your second stage. Select WORKFLOW→Insert→Stage. Select the Stage 3

text, type Approved, and press Enter.

k) In your first stage, in the Transition to stage section, select the first instance of thea stage text and

select Declined. Select the second a stage text and selectApproved.



Remember to check on

student progress. Reach

out to remote students

and encourage screen

sharing to keep students

on track, if necessary.


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p) Select OK again.

q) Place the cursor directly below the Update Item in Paid Personal Day Request action that you just

created. Select Insert→Action→Log to History List. Select the message text. TypeEmployee is

approved. PressEnter.

r) In the Approved stage, place the cursor in theTransition to stage section. Select

WORKFLOW→Insert→Action→Go to a stage. Select the a stage text and selectEnd of Workflow.

s) On the Quick Access Toolbar, select Save.




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7. Manually test the workflow.

a) Select WORKFLOW→Save→Check for Errors. If successful, a dialog box appears stating The

workflow contains no errors. Make any necessary changes to your workflow until the workflow is free

of errors.

b) Select WORKFLOW→Save→Publish.

c) In the Navigation pane, selectLists and Libraries. Select Paid Personal Day Request. On the Quick

Access Toolbar, select the Preview in browser button.

d) In the Paid Personal Day Request list, selectedit.

e) In the Rosa Estelle row, in thePaid Personal Days Requested column, ensure that10 is entered.

Select the Stop button. Select the three dots (...) displayed between Rosa's name and her remaining

days. From the drop-down menu, select Workflows.

f) In the Start a New Workflow section, select yourPaid Personal Day Request Workflow. Refresh

your browser by right-clicking the browser window and selecting Refresh. You may need to refresh

your browser twice. Rosa Estelle's number of paid personal days

Sharepoint designer 2013

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