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PRESENTED BY:
K2.COM
JUSTINE REILLY
SHAREPOINT WORKFLOW IN 2013
K2 Technical SpecialistNY/NJ [email protected]
K2.COM
AGENDA
• SharePoint Workflow Today• SharePoint 2013 Workflow Architecture• Workflow Manager• Design Tools with SharePoint 2013
• SharePoint 2013 Designer• SharePoint 2013 & Visio 2013• SharePoint 2013 & Visual Studio 2012
• SharePoint 2013 Workflow Demonstration• Q & A
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SHAREPOINT WORKFLOW TODAY
Workflow moved to Workflow Manager (formerly Azure Workflow Services) Does not run in SharePoint anymore
WM is built on WF 4 WF 4 is part of Microsoft .NET 4.5
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SHAREPOINT 2013 WORKFLOW AT A GLANCE
• 2 Distinct workflow platforms: 2010 and 2013• Complete redesigned workflow infrastructure with Workflow Manager
1.0 (WM)• Design Tool Enhancements• Call Web Services• Fully Declarative, no more code• Visual Designer (with SP Designer)
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WORKFLOW AND SHAREPOINT 2013
Installs OTB Requires Workflow Manager
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SHAREPOINT 2013 WORKFLOW DEPLOYMENT LOCATIONS
On-Premise Deployment:• WM can be installed on the WFE or separate server• Must be connected to the SharePoint 2013 farm• Cannot be on a Domain Controller
SharePoint Online / Office 365 (Off-Premise) Deployment:• No Deployment necessary, already installed• No configuration necessary
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KEY ARCHITECTURE CHANGES IN 2013
• Powered by Windows Workflow Foundation 4 (WF)• SharePoint 2013 workflow is now executed in the Workflow
Manager Client 1.0 server• Communicates with SharePoint using Azure service bus using
common protocols (I.E HTTP) • Based on .NET framework 4.5• Enhanced connectivity to enable cloud-based execution of
workflows. • SharePoint Events are routed to WM and returned via REST
API
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SHAREPOINT WORKFLOW TODAY
SharePoint 2013 Workflow Architecture
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WORKFLOW MANAGER
New host which introduces new capabilities for authoring, hosting and managing workflows. Also hosts the execution processes for workflow instances.
WHAT IS WORKFLOW MANAGER?
Key Points:
• High Density & Multi-tenancy• Elastic Scale• Activity / Workflow Artifact Management• Tracking and Monitoring• Instance Management• Fully Declarative Authoring (no code) • REST and Service Bus Messaging capable• Interop into SP 2010 Processes
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INTEROP BRIDGE
Allows for calling of 2010 workflows (List/Site) from SharePoint 2013 (Via new Coordination Actions)
Is put in place for backwards compatibility between SharePoint 2013 and SharePoint 2010 workflow engines
WM will delegate workflows or portions of workflows to the 2010 Interop engine and provide
Synch/Asynch mode available
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SHAREPOINT WORKFLOWS TYPES
Same as provided in 2010, which include: Reusable & Global Reusable
Associated with a Content Type and not a specific list Available anywhere within a Site Collection Recommended best practice approach for SharePoint Workflow
construction
Site Workflows Not associated to a List or Content Type As a result, not all Actions are available Can only be started manually or via code
List Workflows Associated only to a specific List Context is the List & Columns Not portable
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OUT OF THE BOX WORKFLOWS
• No native 2013 workflows come out of the box. However all 2010 can be activated.
Examples of SharePoint 2010 Workflow templates available to be activated:• Disposition Approval Workflow• Publishing Approval workflow• Three state workflow
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SHAREPOINT 2013 WORKFLOW DESIGNERS
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SPD 2013 & SHAREPOINT 2013
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IMPROVEMENTS IN SHAREPOINT DESIGNER 2013
• Introducing Stages.• Workflow doesn’t have to be serial• Provides for a state machine like experience
• Declarative workflows can now have loop like functionality.• Loop x # of times.• Loop while condition is true
• Workflows can now call REST/SOAP Services
• Improved Email editor• Now supports rich formatting
• Designer supports Cut, Copy, Paste, Undo, Redo, Select-all
• Improved Visual Designer. Visio is now embedded. Can switch between visual and text-style.
• Can build 2010 or 2013 workflows
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SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS
Stage
Action
Step
Action
Condition
- Stage
- Step
- Loop- Action- Condition
- Gates
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STAGES AND GATES
Stage
Gate
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NEW TASK ACTIONS
Assign a task - This action is to assign a task to a single user that outputs a variable and a TaskId. You can use the people picker to select the person or group to whom you are assigning the task.
Start a Task Process – This action allows you to assign multiple tasks to multiple users and then use the results in a task process.
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CALL HTTP WEB SERVICE
• Accesses SharePoint 2013 via CSOM• Expects JSON format• HTTP Methods:
• Get• Delete• Merge• Put• Post
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VISIO 2013 & SHAREPOINT 2013
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VISIO 2013 & SHAREPOINT 2013
• Must be Microsoft Visio Professional 2013
• Carries through traditional method of building workflows
• Contains a dedicated SharePoint workflow stencil set
• Matches SPD with Stages and Gates
• Can still go back and forth between Visio and SPD
• Custom actions now can appear in the stencil pane
• Still unable to add workflow properties to shapes.
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WORKFLOW DESIGN IN VISUAL STUDIO 2012
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Action Description
Assign a Task Assigns a single workflow task to a user or group.
Start a Task Process Initiates execution of a task process.
Go to This Stage Specifies the next stage in a workflow to which flow control should be handed.
Call HTTP Web Service Functions as a method call to a (REST) endpoint
Start List Workflow Starts a list scoped workflow (2010)
Start a site workflow Starts a site scoped workflow (2010)
Build Dynamic value Creates a new variable of type DynamicValue.
Get Property from Dynamic Value
Retrieves a property value from a specified variable of type DynamicValue.
New Actions in SPD
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Action Description
Count Items in DynamicValue Returns the number of rows in a variable of type DynamicValue.
Trim String Removes all leading and trailing white-space characters from the current string.
Find Substring in String Returns 1-based index of the first occurrence of one or more characters, or the first occurrence of a string, within a string.
Replace Substring in String Returns a new string in which all occurrences of a specified character or string are replaced with another specified character or string.
Translate Document Functions as a wrapper around the HTTP activity that calls the synchronous translation API. You must configure a Machine Translation Service Application for the SharePoint site on which you run the workflow.
New Actions in SPD
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Action Description
Set Workflow Status Updates workflow status as specified in message string.
Create a Project from Current Item [Microsoft Project]
Creates a Project Server project based on the current item.
Set the current project stage status to this value [MS Project]
Sets the two status fields within the current stage of the project.
Set the status field in the idea list item to this value [MS Project]
Updates the status field of the original SharePoint list item.
Wait for Project Event [MS Project]
Pauses the current instance of the workflow to await a specified Project event
Set this field in the project to this value [MSProject]
Sets the value for the enterprise custom field for a specified project.
New Actions in SPD
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COMPARING DESIGNERS
SharePoint Designer
Visual Studio 2012
Create Declarative Workflow Yes Yes
Reusability Create Reusable Workflows
Create Templates
Build into SharePoint App No Yes
Use Custom Code No YES
Custom Actions Consumer of Actions
Yes, using custom project
Visio Integration Yes No
Debugging No Yes
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Actions
Stop Workflow
All Document Set Actions
All Records Management Actions
All Permissions Actions
Lookup Manger of user function
Collect Data From User
Start Approval Process
Start Custom Task Process
Start Feedback Process
Copy List Item
WHAT’S MISSING IN SHAREPOINT 2013 WORKFLOW??
Conditions
If Current Item Field Equals Value
Check List item permissions levels
Check List Item Permissions
Features and Functions
Association Columns
Content type association
Globally reusable workflow type
Workflow visualization option
Require Manage List/Web Permission' feature for list/site workflow
InfoPath is not supported for SharePoint Designer 2013 workflows.
PRINCETON SHAREPOINT USER GROUP
• Different SharePoint discussions each month on various topics. Announced on meetup.com
• Meets 4th Wednesday of every month
• 6pm – 8pm
• Infragistics Office
• 2 Commerce Drive, Cranbury, NJ
• http://www.meetup.com/princetonSUG
• http://www.princetonsug.com
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WHAT’S NEW/CHANGED CONCERNS AND LIMITATIONS
SHAREPOINT 2013 CHANGES
• Two SharePoint workflow platforms• Workflow Manager V1.0• SharePoint 2010 Workflow platform
• A visual workflow development experience that uses a Visio 2013 Pro add-in
• A new action that enables no-code web service calls from within a workflow
• New coordination actions that let you start a workflow built on the SharePoint 2010 Workflow platform from a workflow built on the SharePoint 2013 Workflow platform
• New workflow building blocks such as Stage and Loop
• Two workflow platforms, both needed due to features that are no longer available in 2013 Workflow
• Workflow forms creation limited to ASP.NET, no support for InfoPath 2013
• Workflow Visualization with Visio no longer available for 2013 style workflows
• Support for External Lists (BCS), Records Management and Document Sets no longer available in 2013 workflows
• No improvements made to Management and Reporting, this will remain a challenge in SharePoint 2013
K2.COM ”
“Microsoft had the opportunity to do significant improvements to their Windows workflow process management… however, process management remains a challenge in 2013.1
…there are no stated enhancements to the forms engine, InfoPath, which calls into question the role it will play going forward. 1
Buyers looking to enhance SharePoint workflow for much richer human interactions and document flows that extend beyond SharePoint user groups should consider K2 blackpearl. 2
1. Source: Gartner, SharePoint 2013: Good Progress but Missed Opportunities. 2/6/20132. Gartner: BPM Vendor Insights: SourceCode Technology Holdings' K2 blackpearl 6/8/2012
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Enterprise LOB Systems
ENTERPRISE SYSTEMS TODAY
Data
Workflow
Reports
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Enterprise LOB Systems
ENTERPRISE SYSTEMS TODAY
Finance
Marketing
Human Resources
Departm
ents
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Enterprise LOB Systems
ENTERPRISE SYSTEMS TODAY
Finance
Marketing
Human Resources
Departm
ents
Employee O
nboarding
New Custo
mer Intake
Incident M
anagement
Processes
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SOLVING BUSINESS PROBLEMSSharePoint should be seen as a platform to solve business problems. K2 and SharePoint combined deliver a comprehensive platform to rapidly deliver a broad range of solutions that drive all elements of your organization.
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Software Development is a Painful
InformationWeek’s IT staffing report shows developers are single largest talent need over the next 2 years.
$173M on average, is allocated to application projects in 2013. (IDG)
84% of IT Leaders polled by IDG said they find it challenging to deliver app development projects on time and on budget.
THERE’S AN APP FOR THAT?
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K2 BUSINESS APPLICATIONS
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FORMS WORKFLOW
DATA REPORTS
Faster Forms. More Control. Deliver outcomes.
One truth. Multiple sources. Visibility matters.
I want to
__________ .
K2 FOR SHAREPOINT LETS YOUR PEOPLE GET MORE DONE IN SHAREPOINT
SharePoint | Office 365
I want to automate
workflows around items
that originate in SharePoint.
I want to create business apps with workflows and
forms in SharePoint.
I want to create business apps that
incorporate SharePoint data
and items.
Business AppsWorkflow Forms + Workflow
K2 FOR SHAREPOINT LETS YOU FULLY MANAGE AND REPORT ON PROCESSES
Enterprise Process Management
I want to centrally manage
all workflow versions,
instances and security.
I want to report on workflow task history and
perform process analysis.
I want to integrate across all my LOB systems as part of
my process.
LOB IntegrationManage Workflows
Report & Audit
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K2 + SHAREPOINT
Build and run full-featured forms within SharePoint.
Build and run workflows from within SharePoint using your browser.
Tie together line-of-business systems with K2's patented SmartObjects.
K2 provides built-in reporting capabilities that allow for full visibility into applications.
THANK YOU EVENT
SPONSORS• Platinum & Gold
sponsors have tables here in the Fireside Lounge
• Please visit them and inquire about their products & services
• To be eligible for prizes make sure your bingo card is signed by all Platinum/Gold