2013 workflow basics
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A high level overview of new functionality for SharePoint Designer 2013 Workflow
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2013 workflow basics
- 1. 2013 Workflow Basics IN PLAIN ENGLISH FOR BUSINESS USERS
- 2. About Me SharePoint Solutions Specialist since 2001 Huge Gator Fan Graduated with BS in Advertising from University of Florida Consultant at in Chicago Twitter @KimFrehe Microsoft Certified: Passionate about SharePoint
- 4. An Example
- 5. What’s New?
- 7. How to turn it on
- 11. String Stuff 2010-RightpointProposalDraft_v3.2 Extract Substring from End of String Extract Substring from Index of String Extract Substring from Start of String Extract Substring from Index with Length
- 12. Stages
- 13. For Example
- 14. What it looks like
- 15. What it means Instead of this
- 16. You can do this
- 17. Or This
- 18. Or Even This
- 19. Loops
- 20. While Loop
- 21. While Loop While Day = True False
- 22. Loop n Times
- 23. For Example
- 25. What it looks like
- 26. Wait for Event in List item
- 27. Copy and Paste &
- 28. What it Looks Like
- 30. Variable vs. Dictionary Variable: Eye = Brown Dictionary: Eye = Brown Fur = Black Nose = Black Tongue = Pink Species = Canine Breed = Black Lab
- 31. What it looks like Important The Dictionary variable type is critical when you are using the Call HTTP Web Service action.
- 32. Example Blog Understanding Dictionary actions in SharePoint Designer 2013 http://msdn.microsoft.com/en-us/library/jj554504.aspx
- 33. Call HTTP Web Service
- 34. For Example
- 35. Example Blog How to work with web service using “Call HTTP Web Service” action in SharePoint Designer 2013 http://blogs.msdn.com/b/sharepointdesigner/archive/2012/09/05/how-to-work-with-web- service-using-call-http-web-service-action.aspx
- 36. Web Services Resource – odata.org
- 40. 2010 Task Process – Overall Task Process
- 41. 2010 Task Process – Single Task Behavior
- 42. 2010 Task Process Resources SharePoint 2010 Task Options: http://bit.ly/OjGtD8 SharePoint 2010 Task Advanced Properties http://bit.ly/M9Ab8r
- 45. 2013 Tasks
- 46. Assign a Task vs. Assign a Task Process
- 47. Set Task Due Date
- 48. Wait for Task Completion
- 49. Create Task Content Type
- 50. Create Custom Task Content Type
- 51. Task Outcomes
- 53. Initiation Form
- 54. Setting up the Initiation Form
- 55. Start Workflow Action Example Blog How to trigger a SharePoint 2010 workflow from a SharePoint 2013 workflow http://blogs.msdn.com/b/sharepointdesigner/archive/2012/08/18/how-to-trigger-a-sharepoint- 2010-workflow-from-a-sharepoint-2013-workflow.aspx
- 56. What’s been removed from 2013 workflow
- 57. 2010 – Lookup Manager
- 58. 2010 – Set Content Approval
- 59. 2010 – Record Management
- 60. 2010 – Copy List Item
- 61. 2010 – Work with Document Sets Document Set Actions: ◦Capture Version ◦Send Document Set to Repository ◦Set Content Approval for Document Set ◦Start Document Set Approval Set Process
- 62. 2010 – If Current Field Equals Conditions: If current item field equals value
- 63. 2010 Only - Associations ◦Association Column ◦Associate to Content Type
- 64. 2010 Only – Publish Globally ◦Globally reusable workflow type
- 65. 2010 Only – Workflow Visualization Workflow visualization option
- 66. Removed but not GONE….
- 67. The same but different Stop Workflow
- 68. The Same But Different Steps: ◦Impersonation Step ◦App Step
- 70. Stuff you can do in both Add Comment Add Time To Date Do Calculation Log to History List Pause For Duration Pause Until Date Send an Email Set Time Portion of Date/Time field Set Workflow Status Set Workflow Variable Check In item Check Out Item Create List Item Delete Item Set Field in current Item Update List Item Wait for Field Change in Current Item
- 71. Great Resources 2013 Workflow actions quick reference http://bit.ly/1IU6mpc 2010 Workflow actions quick reference http://bit.ly/1air5Hz
- 72. My Contact Info Email: kfrehe@rightpoint.com Twitter @KimFrehe LinkedIn Please add a note you are from SPS – or just say you’re awesome.
Hinweis der Redaktion
- Who’s here today? New to SharePoint Existing Users? Developers? Content Owners? End Users? 2010? 2007? 2003? Have created workflows 2007, 2010? Familiar with SPD2010 Here because you love SP? Here because you hate it?
- What can you do with Workflow? Any business process, such as approvals, changing fields on save (populate title on docs, MMD, etc), onboarding Lookup most popular workflows Why it’s important to understand what’s possible…. Whether you’re doing the work yourself in SharePoint Designer or
- Global Meeting Policy to Track Spend Approvals - Currency Conversion - Changes to Estimates / conversion rates - Global Travel Estimator Preferred Vendors – track, contract Global Reporting - Estimates / Actuals - Review What’s in Pipeline for Approvals/Planning
- What it means: You can create workflows using shapes, similar to creating it in Visio, but with extra abilities to edit properties
- You must have Visio 2013 Professional Installed on Your Machine
- Not Really New, but better! This means you can import / export with Visio
- Requires a pre-configured Machine Translation Service Application
- Find Substring in String Replace Substring in String Trim String I.E. – Uploading documents from another source and you want to get rid of very long names and replace MyDocument2013ContractClientName with shorter name and use that information to tag information instead. Still have Extract Substring from End, Index, Start,
- If uploaded this document, can replace into a meaningful name and use OOB Versioning
- If Approved, Go to Stage
- There are some restrictions when using loops: Loops must be contained within a stage You cannot add a stage inside a loop Loops can only have one entry and one exit point Nested loops are also supported if the need for executing a series of actions in an inner loop is desired.
- While Status = In Process Do Send Approval Request
- When an item is Changed or Added
- What it means: No longer have to manually retype steps AND it’s available in 2010! Woohoo!
- Variable (computer science), a symbolic name associated with a value and whose associated value may be changed Dictionary = Array
- Use Call HTTP Web Service to get information from a web service to collect information about something. Count items in a Dictionary: Count how many items are in your dictionary to use for loops Get an Item from a Dictionary: For example Get the value of the variable “Amount” and then do something with it.
- Odata.org
- SharePoint Designer team member HyongGuk Kim gives a great example of connecting with ebay to get Daily Deals
- There are now two options…Assign a Task or Start a task process Task = 1 person Task Process = Assign to multiple people
- Creating Tasks is much simpler!
- This wasn’t available in 2007/2010 Assign a Task
- No longer have to wait for someone to complete a task to take next steps in workflow. For example, assign a task, then update list items or send notifications.
- Set up Task Content Type before workflow Use new Task Action field Content Type: Parent = 2013 Workflow Task
- Developer Term: What it means: You can start your 2010 workflow Start a List Workflow: 3 parameters: The Sharepoint List, Initiation Form Parameters, the 2010 Workflow to be triggered. Start a Site Workflow: 2 parameters: SharePoint 2010 Workflow, Initiation Form Parameters When: When you want to access task actions that have been deprecated for 2013 My Example is myApproval Workflows that cost me a lot of time and get managers, move document sets, archive, etc. Insert “Start a List Workflow” action when the target workflow to be triggered is a List Workflow or a Reusable Workflow associated to a list.
- Make sure you populate any fields you need if you have a workflow start another workflow.
- Chong Youn (John) Choe, a PM in SharePoint Designer team details how to start a 2010 workflow
- Lookup Manager of user Set Content Approval Status Copy List Item Changed to Copy Document???? Still copy list item?
- Set Content Approval Status
- You can still Copy Document, but not a List Item
- Capture a Version of the Document Set Send Document Set to Repository Set Content Approval Status for the Document Set Start Document Set Approval Process
- Assign a Form to a Group Assign a To-Do Item Collect Data from a User Start Approval Process Start Custom Task Process Start Feedback Process
- Conditions: If current item field equals value Check list item permission levels Check list item permissions
- Other features: Association Column – Grayed out for 2013 Workflow Content Type Association for reusable workflow – Grayed out for 2013 'Require Manage List/Web Permission' feature for list/site workflow Globally reusable workflow type – Publish globally is grayed out for 2013 Workflow
- Workflow visualization option – does not exist
- The options from the previous slides have been removed, but can be accessed by starting a 2010 workflow Variables from 2010 workflow available to 2013 workflow
- Actions: Stop Workflow – Go to end Declare Record – Records Management Undeclare Record Lookup Manager of a User– web service – user profile service Set Content Approval Status
- Steps: Impersonation Step: Replaced by giving access to list to Workflow designer – not available to Workflow 2010 workflows in 2013. Impersonation gives you check and change simple words “App Step” provides all the workflow actions added to it, with Read from and Write to Permissions to all the Items in the Site. Data sources: User Profile lookup Lookup Manager of User vice
- In simple words “App Step” provides all the workflow actions added to it, with Read from and Write to Permissions to all the Items in the Site.
- Not available to Workflow 2010 workflows in 2013. 1. Check list item permissions - The condition simply says the below : If permissions for these users are at least these permissions on item in this list. The usage : If permissions for WFApprovers Members are at least Read on item in Current Items For the above condition to evaluate as true, the users must have at least the permissions that the Read Permission levels provide. This step can very well be used to check that the WFApprovers should have read access to the items. 2. Check list item permission levels - The condition simply says the below : If permission levels for these users are at least these permission levels on item in this list. The usage : If permission levels for ikapoor Members are at least Read on item in Current Items. Please note that : The users can be a single user, multiple users, but you cannot use a group in this condition. Important Things to remember Notes : Impersonation steps can only be added to the root of a workflow and cannot be nested in another step.
- In Both: Add Comment Add Time To Date Do Calculation Log to History List Pause For Duration Pause Until Date Send an Email Set Time Portion of Date/Time field Set Workflow Status Set Workflow Variable Check In item Check Out Item Create List Item Delete Item Set Field in current Item Update List Item Wait for Field Change in Current Item
- In 2013 – could not find impersonate or check permissions Save as Template