28
Impersonating Important People And Other Sneaky SPD 2010 Tricks

Impersonate Important People and Other SharePoint Designer 2010 Tricks

Embed Size (px)

DESCRIPTION

includes step-by-step instructions to create a SharePoint Designer 2010 workflow using the impersonation setp, create a reusable workflow and how to customize the ribbon. Presentation delivered on 4/9/20111 at SharePoint Saturday Twin Cities.

Citation preview

Page 1: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Impersonating Important People

And Other Sneaky SPD 2010 Tricks

Page 2: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Who am I?

• Technical Instructor at Mindsharp– SharePoint 2007 Power End User– SharePoint 2010 Power End User– SharePoint Designer 2010– UserVersity Minion

• Code Free…Unless you count Copy and Paste

• Business User Perspective• SharePoint Junkie• Dog Mom

Page 3: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Poll – Raise Your Hand If…

• Use SharePoint

• Use WSS 3.0 or MOSS 2007

• Use SharePoint Designer 2007

• Use SharePoint Foundation or Server 2010

• Use SharePoint Designer 2010

• Love the Ribbon

?

Page 4: Impersonate Important People and Other SharePoint Designer 2010 Tricks

What are we going to do for 1.25 hours?

• Customize the SharePoint Designer 2010 Ribbon

Page 5: Impersonate Important People and Other SharePoint Designer 2010 Tricks

What are we going to do for 1.25 hours?

• Customize the SharePoint Designer 2010 Ribbon

• Impersonate Important People

Page 6: Impersonate Important People and Other SharePoint Designer 2010 Tricks

What are we going to do for 1.25 hours?

• Customize the SharePoint Designer 2010 Ribbon

• Impersonate Important People

• Create Reusable Workflow

Page 7: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Why Customize the SPD Ribbon

• Saves time and reduces frustration

• The Ribbon is Contextual

• Pin the tools you use to your own Ribbon Tab

• Create your own Tab or Tabs

• Create and Manage Groupings on a Tab

Page 8: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Customize the Ribbon

• Demo

• Step-by-step instructions on next slide

Page 9: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Customize the Ribbon1. In the SharePoint Designer Options

dialog box, select the Customize Ribbon option.2. On the right-hand side, Customize the Ribbon, near the

bottom, click the New Tab button.3. Right-click New Tab (Custom) and then select Rename.4. In the Display Name box, type My Actions,

and then click OK.5. Click the New Group button.6. Right-click New Group (Custom)

and select Rename.7. In the Display name box, type Site Actions. You may also select an icon.8. Click OK. The Rename dialog box closes.9. From the left-hand column, in the Choose Commands From drop-down

list, select File Tab to display the commandsshown by default on the File tab.

10. Select New Site and then click Addto add the command to yourSite Actions (Custom) group.

11. Click OK.

Page 10: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Customize the Ribbon

• Import and Export your customizations

• Save customizations to flash drive

• Your customized tabs are persistent

Page 11: Impersonate Important People and Other SharePoint Designer 2010 Tricks

?

Page 12: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Impersonate Important People

• Reduces work load of Site Administrator

• Automate adding users to a SharePoint Group

• Move documents to Restricted Library

• Move items to a Restricted List

• Change ownership of Workflow

Page 13: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Impersonated Workflow Actions

• Set Content Approval Status (as Owner)

• Create List Item (as Owner)

• Update List Item (as Owner)

• Delete List Item (as Owner)

• Add/Remove/Set/Inherit List Item Permissions(as Owner)

Page 14: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Scenario

• Working Library– Create and Edit Marketing Material– Has Doc Status choice field. In-Progress or Archived– Contributor Access

• Archive Library– Store Completed Marketing Material– Read Only Access

• Move Completed Documents to Archive– What are the issues?

Page 15: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Using Impersonation Step

• Demo• Step-by-step directions on next 2 slides

Page 16: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Impersonation Step1. Open SharePoint Designer.2. In the Navigation pane select Workflows.3. From the New Group of the Workflows Tab,

click List Workflow.4. From the List Workflow menu select Working (library).5. In the Name box type, Send Working to Archive.6. Click the OK.7. Move the curser above the Step 1 bar and click.8. From the Insert Group of the Workflow Tab, click .9. Place the curser below the text “The content of this step will run as

the workflow author:”10. From the Insert Group, click Action.11. From the Core Actions, select Add a Comment.12. Click on comment text and click the . 13. Type the name of the Workflow Publisher. Click OK14. Add If current item field equals value condition15. Click field and select Doc Status.16. Click value and select Archived.

Page 17: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Impersonation Step Continued1. Click below the Condition just added.2. From the Insert Group of the Workflow Tab, click Action.3. From the List Actions Group in the drop-down menu,

select Copy List Item.4. In the Copy List Item action, click the first this list.5. Leave List: Current Item selected and click OK.6. Click on the remaining this list, select Archive from drop-down.7. Click below the then Copy item action.8. Click Action in the Insert Group of the Workflow Ribbon.9. From the List Actions Group, select Delete Item.10. Click on this list, select Current Item.11. From the Save Group in the Workflow Ribbon, click

Check for Errors.12. In the breadcrumb, click Send Working To Archive.13. In the Start Options box, select Start Workflow

automatically when an item is changed.14. From the Save Group, click Save.15. From the Save Group, click Publish.16. Test your new Workflow.

Page 18: Impersonate Important People and Other SharePoint Designer 2010 Tricks

?

Page 19: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Reusable Workflow

• Reusable Workflow Available within Site Created

• Globally Reusable Workflow– Approval– Collect Feedback– Collect Signature

• Single Content Type• All Content Types

Page 20: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Reusable Workflow

For the Demo assume the following:

• FAQ List

• FAQ Content Type

• Topic Site Column

Page 21: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Reusable Workflow

• Demo• Step-by-step directions on next 2 slides

Page 22: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Create a Reusable Workflow1. In the Site Tab New Group, click Reusable Workflow2. Type a name for the Workflow in the Name box3. Leave Content Type set to All or select a specific Content Type.4. Click Condition button in Ribbon and Select If current item field

equals value.5. Click on Association Columns in the Variables Group of the

Ribbon.6. Select the Site Column to use(Topic).7. Click the field link in Condition and select Topic from the drop-

down.8. Click value and select IT.9. Click below the condition statement and type log.10. Click the enter key to select Enter or insert Log to History List.11. Click on this message and type IT.12. Publish workflow.13. Add FAQ Content Type to FAQ list.

Page 23: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Create a Reusable Workflow1. In the Navigation Pane, click Lists and Libraries.2. Open FAQ List.3. In the Settings box, select Allow management of content types.4. In the Content Types box click the Add button.5. Select FAQ from the Content Type Picker.6. In the List Settings Ribbon in the Manage Group, select Workflow

Associations.7. From the These workflows are configured to run on items of this

type:, select FAQ.8. Click Add a workflow.9. Select new workflow from the Select a workflow template box.10. Give the workflow a name.11. In the Start Options section, select Start this workflow

when a new item is created.12. Click OK.13. Test your workflow.

Page 24: Impersonate Important People and Other SharePoint Designer 2010 Tricks

?

Page 25: Impersonate Important People and Other SharePoint Designer 2010 Tricks

What did we learn?

• Customize SPD Ribbon– Saves time and reduces frustration– Pin the tools you use to your own Ribbon Tab– Create your own Tabs and Groupings

• Impersonate Important People– Reduces work load of Site Administrator– Automate adding users to a SharePoint Group– Move items to a Restricted List– Change ownership of Workflow

• Create Reusable Workflow

Page 26: Impersonate Important People and Other SharePoint Designer 2010 Tricks

?

Page 27: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Contact Information

Tamara Bredemus

Email: [email protected]: @TamaraBredBlog: http://sharepoint.mindsharpblogs.com/Tamara/

Page 28: Impersonate Important People and Other SharePoint Designer 2010 Tricks

Photo Credits

http://the-weddingvendors.com/elvis-impersonator-in-a-wedding-chapel-in-las-vegas/

Jill Stanton

http://chemistry.about.com/od/healthsafety/ig/Laboratory-Safety-Signs/Recycling-Symbol.htm

http://www.realsimple.com/home-organizing/organizing/tips-techniques/gift-ribbon-storage-solutions-10000001018240/page2.html