We all know that forms and workflows are essential for us in any SharePoint initiative. However, the ever evolving story around these technologies has confused a lot of people. Questions such as the following come to mind: What tools should I be using or should we be creating them from scratch? Will my forms and workflows continue to work when I upgrade? Are SharePoint Designer and InfoPath still alive or should I concentrate my efforts on PowerApps and Flow? Should I consider a 3rd party solution?

1. Are you wondering any of the following?
Which form and workflow solutions should I be using?
Should I continue to use InfoPath and SharePoint Designer?
Are Flow and PowerApps truly primetime ready? What about for my on-premises
environment?
If Yes, Great! you are in the right session!

2. Which version of SharePoint are you on?
2010 20162013
Online

3. Workflows and Forms in the
Microsoft world - when to use what
Asif Rehmani
SharePoint MVP
VisualSP
Download my presentations at:
http://bit.ly/asifconference

4. About me - Asif Rehmani
Trainer
Founder and CEO
VisualSP
Chicago, USA
Contact:
@asifrehmani
asif@visualsp.com
www.VisualSP.com
Author
Trainer & ConsultantSharePoint MVPConference Speaker
Ignite
ESPC
SPTechCon
SP Fest
SPC
Dev Intersection
And many more…
Since 2007

5. In-context Help/Training for end users

6. Agenda
Explore all existing tooling related to Workflows & Forms
Discuss case scenarios of what to use when
The answers to the frequently asked questions

7. Please help me understand who You are
Power Users Administrators
The infamous
SharePoint
Guy / Gal
Developers

8. Forms

9. The former ‘and current’ form solution from Microsoft
The story of InfoPath

10. Library form
InfoPath 2010 & 2013
Custom SharePoint list form
Workflow form

11. No more updates to InfoPath
Was never built for SharePoint anyway
Hit its limits in terms of spanning multiple devices (not Mobile enabled)
The XML foundation of the tool limited its growth potential

12. Access Web Apps
Quick form based application

13. Create web applications using Access
Build Access web apps and launch to SharePoint Online

14. Access web apps retiring - April 2018
• Just didn’t work for the required scenarios
• Needs outgrew capability of Access Services
• mobile device support, integration with line of business data,
and professional developer extensions.
https://techcommunity.microsoft.com/t5/Office-Retirement-
Blog/Updating-the-Access-Services-in-SharePoint-
Roadmap/ba-p/57148

15. Cool kids on the block:
PowerApps & Forms

16. Microsoft Forms
For non-technical power users
Quick data pull
Surveys, Quizzes, Polls, Information Gathering
MS Forms web part available in modern pages
Not end-all-be-all forms customization tool

17. PowerApps
The main Microsoft forms solution going
forward

18. PowerApps
Extremely extensible with lots of connectors
Built for mobile devices and the cloud in mind

19. 3rd party forms solution vendors

20. When to use What

21. Modern vs Classic pages in SharePoint

22. I am worried about all the forms we
are currently using in InfoPath.
What’s going to happen to them now
that Microsoft is not supporting
InfoPath?

23. InfoPath 2013
Supported till 2026

24. Guidance on InfoPath
Already working with InfoPath and have a Lot of working forms:
Continue working with InfoPath
Never used InfoPath and looking for a forms solution for SharePoint:
Consider PowerApps, MS Forms, ASP.NET forms, or 3rd party
vendor

25. I need a quick quiz/survey form in
Office 365

26. Quick forms
Microsoft Forms is the best to create quick forms in Office 365

27. I need to customize my
SharePoint list views

28. Customizing SharePoint list views
Create an App with PowerApps. Appears as a view on the list:
https://www.youtube.com/watch?v=JvUaYLaOi1c
InfoPath is still available as a backup option

29. The ‘not-so’ good experience
View does not appear within the SharePoint list interface. Yet…

30. I need to display a form on a
SharePoint page

31. Form on a SharePoint page
Page viewer web part or embed web part can be used to show
PowerApps form on a page
PowerApps web part is on its way…
MS Forms web part can be used to show those forms on any Modern
page
InfoPath web part still works and available in Classic mode

32. I need to fetch info from multiple
services into my form

33. PowerApps connections

34. I need to customize SharePoint
list forms

35. Customize SharePoint list forms
PowerApps can be used to customize list forms
PowerApps -> Customize Forms
https://youtu.be/Dv6NnE00HcA
InfoPath is still available as an option to customize list forms
List Settings -> Forms Settings

36. I need my forms to be fully
mobile enabled

37. Mobile enabled forms
PowerApps is the answer for mobile enabled forms.

38. We are completely On-Premises and
will be staying there for the
foreseeable future
What are our Form options?

39. On-Premises forms options
If the on-prem environment is connected to the internet
Install a gateway on the web server so you can use PowerApps
and Flow
https://docs.microsoft.com/en-us/powerapps/maker/canvas-
apps/gateway-reference
If environment is completely behind firewall
Continue to use InfoPath or go with a 3rd party forms provider

40. Workflows

41. 41
Workflow tools
Browser
SharePoint Designer 2013
Visio 2013
Flow
Visual Studio
3rd party applications

42. Browser based SharePoint Workflows

43. SharePoint Designer 2013 workflows
Stages
• New base level concept of
stages
Visual Designer
• Direct Visio incorporation
• Stage-Level Diagrams
New Task Actions
• Quick and easy to create
tasks and approval
processes
Web Services
• Able to call into Rest/HTTP
web services
Loops!
• Able now to loop indirectly
with stages or directly with
the new Loop actions
Copy/Cut and Paste
• Core copy/cut and paste
abilities now introduced

44. Visio 2013

45. Cool way to do workflow:
Flow

46. Flow
The Main process automation solution by Microsoft
Automated workflows between apps and services to synchronize files,
get notifications, collect data, etc.

47. Workflow Vendors

48. I am worried about losing all the
work I put in creating workflows in
SharePoint Designer over the years

49. SharePoint Designer 2013
Supported till 2026

50. What would I want to use
SharePoint Designer for still?

51. Flow limitations
• Flow cannot run under the user who triggers it
• No PowerShell to report on existing Flows, what site they
have access to, etc
• Cannot change item permissions with Flow
• The flow is owned by a user instead of being owned by the
site. If user leaves you can lose it
• Create Team Flows to prevent that by adding others to your Flow
• No way to elevate permissions (impersonation step)

52. Guidance on SharePoint Designer
Already working with SharePoint Designer and have a Lot of working
workflows:
Continue working with SharePoint Designer for existing
workflows
Use Flow or a 3rd party vendor for new workflows
Never used SharePoint Designer and looking for a forms solution:
Use Flow or a 3rd party vendor

53. I need a quick approval workflow

54. Approval workflows in Flow

55. I need to automate processes in
my SharePoint lists

56. Flow in SharePoint Lists
Example: send a customized email when a SharePoint list item is added:
https://www.youtube.com/watch?v=8-3bxdnv35c

57. I need to fetch info from multiple
services into my workflow

58. Flow connectors

59. We are completely On-Premises and
will be staying there for the
foreseeable future
What are our Workflow options?

60. On-Premises workflow options
If the on-prem environment is connected to the internet
Install a gateway on the web server so you can use PowerApps
and Flow
https://docs.microsoft.com/en-us/flow/gateway-reference
If environment is completely behind firewall
Continue to use SharePoint Designer or go with a 3rd party
workflow provider

61. Bottom Line
Use the Forms and Workflow solution(s) that
works for Your use case!

62. Go for Quick Wins – Increases adoption and
confidence!
Identify real pain points and focus in on them

64. Call to Action
Download my presentations at:
http://bit.ly/asifconference
Watch video tutorials at:
VisualSP.com
Thank You!
@asifrehmani
asif@visualsp.com
www.visualsp.com