SharePoint Workflow 2011

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SharePoint Workflow 2011

Transcript of SharePoint Workflow 2011

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SharePoint and WorkflowChris

Long time IT guyUsing SharePoint since 2001Author of multiple books and articles.Regular Speaker at SharePoint Saturday and conferencesAll around pretty good guyAbout Me

MostlyDefining our termsBusiness Process - A set of one or more linked procedures or activities which collectively realize an objective or policy goal, normally within the context of an organizational structure defining functional roles and relationships. Workflow - The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.3LastlyBusiness Process Management The practice of developing, running, performance measuring, and simulating Business Processes to effect the continued improvement of those processes. Business Process Management is concerned with the lifecycle of the Process Definition.

The Marketplace

CompaniesProductsFeaturesTechnologyIdeasMarketsGraphical Designers,Reporting, Task Delivery Logic,Rules Processing, Reportingand tracking, Integration, etcProcess and Task Automation,H2H and H2S Integration,EfficiencySourceCode,IBM, BEA, Global360Enterprise BusinessProcess Automationand WorkflowK2, Staffware,Lotus Notesand WebSphereLOB and LOA, WWF,.NET, J2EE, SQLMicrosoftSAPPortal and CollaborationSharePoint and Office.NET, SQL, WWF, RMSCollaboration and Information Worker EmpowermentSites, Docs, Rights Mgmt., Content Mgmt., Workflow, Document Mgmt., Lists, ChatMicrosoft, Siebel,SAP, Salesforce.comCRM, Service CentersMicrosoft CRM, SAP CRM,,SupportForce, SugarCubeBrowser, J2EE,SQL, Oracle, ExchangeCustomer Service,Sales ManagementPipeline, Campaigns,Document Management,Workflow5Dont fall into the NICHE Trap. If you do this right you can make it on your own terms and increase your business coverage.The difference with BPM is that

define the process to run based on our criteria, not necessarily on the applications defined workflow.

Gartner estimates that there are currently over 100 BPM vendors out there, and it seems that no two agree on what it is they're selling. So which definition is right? "They all are," says Eric Austvold, a research director at AMR research. "There are varying degrees of rightness." Behind the hype, BPM is a marketing buzzword for various software applications that are useful if you have a business process that needs improvement. But for a BPM product to be useful to you, rather than a waste of time and money, it's important to choose the right project and the appropriate software

To improve service

To introduce greater efficienciesor improved productivity

To reduce operational costs

To improve organizational agility

To improve the visibility ofProcesses

To meet regulatory requirementsor legal compliance issuesProductivityimprovements

Better customerservice

Improves knoweldgesharing

Greater accuracy

Cost savings

Improvedmanagement control

Enhanced team working

Helps with legalcompliance issues2.0 2.5 3.0 3.5 4.0 4.5 5.00% 20% 40% 60% 80% 100%4.043.923.603.243.123.0490%88%88%80%78%76%66%62%What are the main reasons your organization is using, or plans to use, workflow, business process management, document management or content management technology?What do you see as the key benefits of workflow, document management and content management technology?On a scale of 1 to 5, where 1 = "not important" and 5 = "very important"Percentage of respondentsNote: respondents could choose more than one optionSource: PMP ResearchWhy BPM / Why Workflow6ExampleOrganization average employee fully loaded cost $50,000Worker works an average of 46 weeks per year230 work daysTotal of $1086 per week$217 per day$27 per hour.45 per minuteIf you make a processes 1minute more efficient per day.You save $103.50 per year, per employeeWhen taking this by itself it does not seem like much, and you are probably thinking how does this help me? Let's take this a step further. If you automate a process that helps you be more efficient, and you gain insight into your processes that continually make it more so. Even 1 minute improvement makes a difference. How you ask?

7How does this relate to SharEPoint?SharePoint can be a repository, but can also be process enabledAdding process to SharePoint can improve collaboration and make life easier for Knowledge workersInsights and Auditing Collaboration is key to decision making. But after the process is over how do you capitalize and use that information used in the collaboration? What did they do? Why? What notes did they take? What information did they have access to?Do your workers have access to the right information at the right time. How do you GUARENTEE it is the right info

8Where have we beenWorkflow Foundation (WF)For developers, and ISVs Microsoft has introduced Windows Workflow Foundation as part of the .Net framework. Windows Workflow Foundation is a programming model/ framework for building workflows into your applications. The goal of WF is to provide a general framework that supports workflow, and make it a standard part of the Windows environment.

Microsoft Office SharePoint Server (MOSS)The office team has seen a significant advantage in leveraging WF and hosting it inside of the SharePoint process to facilitate new functionality. For the 2007 release of SharePoint,(MOSS) Microsoft had a goal of providing an infrastructure that would drive work processes around what SharePoint does best: share and collaborate on documents. With this in mind you will see that there was a focus on document-centric workflows, processes that a particular document needs to go through during its lifecycle, such as being reviewed and edited or being approved for publication

9The Microsoft PictureMoss Workflow Out of boxMicrosoft has built and is hosting some common workflows that will be shipping with MOSS, these workflows are easily configured and usable upon installation of Moss. We will touch more on these in a bit.SPDSharePoint Designer(SPD), will be released as part of the Office suite of products replacing the long standing FrontPage as the web designer. SPD can be used to create workflows that will be hosted in MOSS. Again more on this functionality and what to expect and WF Build it all from scratchOffice ClientThe office 2007 and 2010 client supports and integrates with workflow right out of the box. Providing a somewhat seamless workflow interaction ability with the workflows that run in your MOSS deployment. This is a fantastic ability that will greatly increase the use of and success of workflows being deployed in a Moss environment.

Out of the boxApproval: Routes a document for approval. Approvers can approve or reject the document, reassign the approval task, or request changes to the document. Collect Feedback: Routes a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner when the workflow has completed. Collect Signatures: Gathers signatures needed to complete an Office document. This workflow can be started only from within an Office client. Disposition Approval: Manages document expiration and retention by allowing participants to decide whether to retain or delete expired documents. Group Approval: Similar to the Approval workflow, but uses a designated document library and offers a personalized view of the approval process(es) in which a user is participating. This workflow provides a hierarchical organization chart from which to select the approvers and allows the approvers to use a stamp control instead of a signature. This solution was designed specifically for East Asian Markets. Translation Management: Manages document translation by creating copies of the document to be translated and assigning translation tasks to translators. Issue Tracking: Manages the issue tracking process by creating tasks for Active issues assigned to users who own to a given issue. When the task related to an issue is complete hence resolving the issue, the creator of the issue is assigned a review task so that the issue can be closed.

OOB Benefits and drawbacksBenefits:Pre-made workflows you can just configure and go.Based solely in the office environment, no custom GUI to learn or deploy.Ability to change parameters during execution, such as add more approvers, redirect to a different approver, and request changes from the originator.Drawbacks and limitations: Each workflow is site bound, so no actions such as creating task or copying document can take place outside of the site that it is running onThese workflows cannot be extended or significantly modified since they are compiled DLLS on the SharePoint server.

SharEPoint Designer 2007Benefits:Workflows can be created very quicklyDeployments are not complex and can be executed quicklyCan be created by non development focused peopleRisks from deployments are minimal because of the trusted list of conditions and actions.Created from a finite list of conditions and actions, trusted by the system and its administrators, making the creation of workflow easier.Drawbacks and limitations Actions are site bound to the site they are run from.Need for IT skill sets, cannot be done by normal Business UsersLimited support for advanced complexity and scope in building out workflow.No re-use capability, is authored against a specific list of document library cannot then be used again on another list.No ability to modify in flight.Must use ASPX pages. Limited customizability of these ASPX forms.Cannot be accessed directly from Office 2007 applications, must be accessed with a web browser other