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PRESENTED BY: K2.COM JUSTINE REILLY SHAREPOINT WORKFLOW IN 2013 K2 Technical Specialist NY/NJ Region [email protected]

SharePoint Workflow in 2013

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Page 1: SharePoint Workflow in 2013

PRESENTED BY:

K2.COM

JUSTINE REILLY

SHAREPOINT WORKFLOW IN 2013

K2 Technical SpecialistNY/NJ [email protected]

Page 2: SharePoint Workflow in 2013

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

Page 3: SharePoint Workflow in 2013

K2.COM

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)

Page 5: SharePoint Workflow in 2013

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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

Page 8: SharePoint Workflow in 2013

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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

Page 11: SharePoint Workflow in 2013

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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

Page 16: SharePoint Workflow in 2013

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SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS

Stage

Action

Step

Action

Condition

- Stage

- Step

- Loop- Action- Condition

- Gates

Page 17: SharePoint Workflow in 2013

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STAGES AND GATES

Stage

Gate

Page 18: SharePoint Workflow in 2013

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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.

Page 19: SharePoint Workflow in 2013

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CALL HTTP WEB SERVICE

• Accesses SharePoint 2013 via CSOM• Expects JSON format• HTTP Methods:

• Get• Delete• Merge• Put• Post

Page 20: SharePoint Workflow in 2013

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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.

Page 22: SharePoint Workflow in 2013

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WORKFLOW DESIGN IN VISUAL STUDIO 2012

Page 23: SharePoint Workflow in 2013

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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

Page 24: SharePoint Workflow in 2013

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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

Page 25: SharePoint Workflow in 2013

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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

Page 26: SharePoint Workflow in 2013

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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

Page 27: SharePoint Workflow in 2013

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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.

Page 28: SharePoint Workflow in 2013

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

Page 29: SharePoint Workflow in 2013

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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

Page 30: SharePoint Workflow in 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

Page 31: SharePoint Workflow in 2013

PRESENTED BY:

K2.COM

JUSTINE REILLY

[email protected]

Page 32: SharePoint Workflow in 2013

K2.COM

Enterprise LOB Systems

ENTERPRISE SYSTEMS TODAY

Data

Workflow

Reports

Page 33: SharePoint Workflow in 2013

K2.COM

Enterprise LOB Systems

ENTERPRISE SYSTEMS TODAY

Finance

Marketing

Human Resources

Departm

ents

Page 34: SharePoint Workflow in 2013

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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

Page 35: SharePoint Workflow in 2013

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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.

Page 36: SharePoint Workflow in 2013

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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?

Page 37: SharePoint Workflow in 2013

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K2 BUSINESS APPLICATIONS

Page 38: SharePoint Workflow in 2013

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FORMS WORKFLOW

DATA REPORTS

Faster Forms. More Control. Deliver outcomes.

One truth. Multiple sources. Visibility matters.

Page 39: SharePoint Workflow in 2013

I want to

__________ .

Page 40: SharePoint Workflow in 2013

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

Page 41: SharePoint Workflow in 2013

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

Page 42: SharePoint Workflow in 2013

K2.COM

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.

Page 43: SharePoint Workflow in 2013

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

Page 44: SharePoint Workflow in 2013

K2.COM

Justine ReillyTechnical Specialist

Email: [email protected]

Questions?