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Automating Business Processes
Using SharePoint Designer, InfoPath and Workflow
Ron FettersSharePoint Solution ConsultantLDS Church
Little background
• My Team– Solutions Manager – Vision – Joel Oleson– Product Manager - – Developers – building solutions– Operations – installation, 3rd party tools, upgrade,
optimization– Designers – design look and feel, work on client
side work– Solutions Consultant – me :)
• ShareLove– Meet with Department / Division Leads– Discuss Strategy / Objectives with SharePoint– Discuss Automation Projects– Have initial design sessions– Coaching through first projects
• ShareLabs – – Weekly 1 hour question/answer sessions
My Role as a Solution Consultant
Taking a look at Automation Projects
• For this session – think about your processes• We want to change others processes• I CAN change my own
• Eliminate duplicate entry• Tedious work– Let a system handle it– You do what you do best
• Makes me think through the process• Streamline process
Benefits of Automation
• I do have some tools:– A team site on SharePoint 2010 Enterprise• Collaboration Platform
– Office Enterprise – Word, Excel, Outlook, InfoPath• Easy to build forms, integration to outlook
– SharePoint Designer• Easy tool for list library editing• Workflow editing
So I get the whole automation thing – Now what?
Today I’ll cover
• Basic components of SharePoint that we will use in most workflow solutions
• Designing a quick workflow solution• Building the solution
Request Automation
• Requirements– I am on the mobile team– We would like to make it easier for others to
request their services by filling out a form to select a service provider and phone
– The form will have some dynamic selections – On submitting the form a task will be created and
assigned to an appropriate team member based on the Service Provider.
Requirements Document
Designing a quick workflow solution• Quick Design Document– Flowchart
Designing a quick workflow solution• Quick Design Document
– Flowchart
– Define SharePoint Lists
Color List
Column Type Values InfoPath
Title Single Line Text Fill in Text
Color Choice Red,Green,Blue Drop Down
Number Number
Request
Column Type Values InfoPath
Title Single Line Text Fill in Text
Request ID Single Line Text R-UniqueID Calculate when new
Department Lookup From Department
Drop Down
Designing a quick workflow solution• Quick Design Document
– Flowchart– Define SharePoint Lists
– Workflow walkthrough PSEUDOCODEif Status = “Submitted” Create Task and assign to Agent Send Email to Agent Send Email to Customer Update Status = Assigned if Status = “Delayed” Send Email to Customer Send Email to Managerif Status = “Complete” Send Email to Customer Update Status to Closed
Designing a quick workflow solution• Quick Design Document
– Flowchart– Define SharePoint Lists– Workflow walkthrough
– UI Pages
Designing a quick workflow solution• Quick Design Document
– Flowchart– Define SharePoint Lists– Workflow walkthrough– UI Pages
– Reports/Views
Lets look at the solution
• Customer Page– Making a request– Getting email
• Service Tech Page– Seeing requests– Processing requests
• Customer– Final Email
Behind the scenes
• Lists– Settings
• InfoPath form– Request– Task
• Workflow– Request Update workflow
