Datapolis workbox how to cut workload and minimize risks

Human–Centric Workflows

How to cut workload and minimize riskswhen deploying workflow in SharePoint environment

Tomasz Głogosz


About me

• Certified Project Manager (PMP) and Developer (MCTS)• 5 years of experience with SharePoint (2007, 2010)• 4 years of experience with SharePoint workflows • Project manager and main architect for Datapolis Workbox –

workflow product for SharePoint• Managed, consulted and developed projects for mid to large

workflow implementations


I’d like to convince you that

• SharePoint is a great platform for workflows• Many problems can be avoided during planning• Usability for business is the main factor of project success


Topics

• Workflows in SharePoint• Workflow tools• Main challenges• Tackling the challenges


Workflows in SharePoint

• Used to:• Ensure process compliance• Automate tasks• Streamline processes• Track processes

• Based on Windows Workflow Foundation• Run on the front-ends in IIS process• The load is automatically transferred to SharePoint Timer• Workflow data is stored in database


Workflow tools


Microsoft SharePoint OOB Workflows

• Ready to use• Tested and tuned

• Very limited• Simple scenarios• No modifications

Workflow tools


Microsoft SharePoint Designer

• Free• Integrated with Visio and InfoPath• Allows automation of common tasks• Can modify OOB Workflows

• Only current site data and activities• Limited activities and data

modifications• No loops• Hard to manage larger flows

Workflow tools


Microsoft Visual Studio

• „Anything is possible”• Can use data from entire SharePoint and LOB apps• Full control over the process

• Requires developers• Requires licenses• Long development cycle

Workflow tools


3rd party tools Workflow tools


3rd party tools

• Graphical process definition• Multiple activities• Highly customizable• Can use data from other sites/site collections• Connects to LOB

• Requires licenses• Can have unexpected limitations• Requires fine tuning in enterprise

deployments

Workflow tools


Decision factors

Functionality

Development costs

SupportLicense

costs

Optimal


Decision factors

License costs

Functionality

Development costs

Support

Real life


Optimal tool

Optimal tool does not exist


Optimal tool• In 80% of cases 3rd party tools

• One-time investment in licenses• Shorter deployment time than SPD and VS• Much more powerful than OOB and SPD• Ready to use interfaces• Easier process modification and tuning than OOB, SPD and VS• Easier to share with business

• Other 20%• Simple processes (if not already owned) – OOB and SPD are cheaper• Extremely efficient and highly customized workflows –

VS gives more control


Main challenges


Functionality and UX

• SharePoint OOB interface and behavior• Forms• Workflow tool limitations• Process maturity

Main challenges


Permissions

• Access to SharePoint data• Access to workflow information• Decisions in workflow

Main challenges


Data structure

• Relationships• External data

Main challenges


Performance

• Number of starting workflows• Number of concurrent workflows• Number of items

Main challenges


Tackling the challenges


General advice

• Standard software development rules apply!• Work with the business

• Model the process with business • Find and take care of power users on the business side• Share the process as often as possible

• Expect and prepare for change• Always think about performance • Optimize the process after every change• Don’t forget about the testing and deployment phase




• Do not assume that standard SharePoint UX is enough• Think about:

• Workflow start• Decisions in workflow• Showing users their items of interest (tasks, filtered views)

• Forms• Double check if advanced forms are required• Choose the right tool (SPD, Infopath, 3rd party, custom) • Know the limitations




• Workflow tools• Know your tools and their limits• Don’t use workflows for everything• Test your workarounds – performance and influence on the

process• Think about coding custom activities/functions

• Process maturity• Get an analyst• Understand the process• Help the users understand the process• Try not to adjust the process to the tool



Permissions

• Get the requirements first• Plan for security – embed it in the architecture• Know SharePoint limitations :

• Per item permissions (!)• Column permissions• Permissions to launch and terminate workflow• Permissions to tasks and decision interface• Workflow context

• Remember about substitutions and admin• Use AD and groups



Data structure

• Try to define all the objects as soon as possible• Know SharePoint limitations:

• Relationships• User interface• Related fields• Performance

• Plan for external data• External lists – know the limits• Be careful with synchronization• Limit the number of queries



Performance

• Know the expected load• Items – main objects, related objects and versioning policy• Users – how many, what load• Processes

• Know the recommended limits (Technet, MSDN)• Plan, Test, Optimize• Remember - workflow uses lot of resources• Optimize your farm

• Front-ends, database, timer location• Pool recycling, timer recycling

Tacking the challenges


Performance

• Workflows• Change management - analyze and remodel or rewrite your

workflows• Look out for:

• Queries• Loops• Cascading workflows

• Archive• Items• History



Summary

• Workflows in SharePoint are great tools• SharePoint has its limitations• Well planned solution and good communication with

business – nearly 100% guarantee of success


Questions?

Tomasz GłogoszProject Manager and Main Architect

[email protected]

Download free Datapolis Workbox trial: www.datapolis.com/freetrial

Create online demo site: www.datapolis.com/demosite

mailto:[email protected]

http://www.datapolis.com/freetrial

http://www.datapolis.com/demosite

Documents

Datapolis workbox how to cut workload and minimize risks