This document discusses challenges with SharePoint workflows and the benefits of using K2 software to build business applications and workflows. It notes that the biggest challenges SharePoint users cite are user adoption and expanding use to more business processes. Most SharePoint organizations need workflow-driven apps but face challenges with integration, time/effort to build apps, and user interfaces. K2 provides a platform to build and run apps across on-premises and cloud environments using building blocks like data, forms, workflow, and reports. It also discusses K2 architecture, types of projects, feedback on using K2, and the new K2 AppIt cloud service.

1. Real World experience with
SharePoint and K2
Workflows
© 2015 Serial
24 March 2015

2. K2.COM
The biggest ongoing
challenges cited by
SharePoint
organizations are:
User adoption
Expanding
SharePoint use to
more business
processes
Source: AIIM Industry Watch Survey: SharePoint 2013,
conducted July 2013 n=538

3. K2.COM
73% of SharePoint
organizations cite they
need workflow driven
apps
But…
62% cite integration as a
challenge
30% say time & effort to build
business applications is a
challenge
21% End User interface is a
challenge
Source: MPS Partners SharePoint Adoption Survey 2012/2013,
n=143

4. K2.COM
A PLATFORM to BUILD AND RUN APPLICATIONS
< across multiple dimensions >
Apps across cloud and on-
premises
Apps de-coupled and fully
embedded in SharePoint
Apps that include reports,
forms, workflows and access
to information spanning
multiple LOB systems.
Apps you can access on your
Corp IT asset or BYOD, inside
and outside organizations

5. K2.COM
K2 BUILDING BLOCKS FOR APPS
K2.COM

6. - 6 -
BUILD AND RUN BUSINESS APPLICATIONS
+ + =
DATA
• Create business entities
• Connect to any system
• Leverage Existing Data
• Out-of-the box options
• SharePoint,
• SAP,
• Office 365,
• Dynamics CRM & more

7. - 7 -
SHAREPOINT
ORACLE
SAP
AD
OTHER
K2 PROCESS
INFO
WEB SERVICE
MS CRM
SQL
DATA IS NEVER IN A SINGLE PLACE
K2 PROVIDES A WAY
OF UNIFYING DATA ACCESS

8. - 8 -
SHAREPOINT SQL MS CRM AD OTHER
K2 PROCESS
INFO
WEB SERVICE
FORMS MOBILITY REPORTS PORTALS
Business Apps
WORKFLOW
K2 SMARTOBJECTS
First Name
Last Name
Email
Department
Employee
Department Name
Manager
HR Manager
Director
Department
Client Name
Email
Telephone
Web Address
Clients
ITFOCUSBUSINESSFOCUS

9. - 9 -
BUILD AND RUN BUSINESS APPLICATIONS
+ + =
FORMS
• Drag-and-Drop Design
• Build with rules
• Leverage Existing Data
• Tie to Workflow

10. Integration in K2 SmartForms
- 10 -

11. Re-use views in several forms
- 11 -
Manager approvalNew expense claim HR approval
FORMSVIEW
Employee details

12. K2 SmartForms are Responsive
- 12 -

13. Design forms in the browser
- 13 -

14. - 14 -
BUILD AND RUN BUSINESS APPLICATIONS
+ + =
WORKFLOW
• Deliver workflow to enterprise
• Stay flexible
• Scale to fit
• Intuitively design workflows

15. - 15 -
Workflows patterns
PRESCRIPTIVE ASSISTIVE
WORKFLOW BPM CASE
 Document
routing
 Approvals
 Simple forms
 Business
application
 Complex routing
 Dynamic logic
 Integrated
reporting
 Core processes
 Non-linear process
 Visibility by stage
 Performance metrics
 Adhoc
 Audit
 Checklists

16. K2 BlackPearl workflow sample
- 16 -
A Process
Is composed of Activities
Containing
Tasks (or events)
Assigned to
Users (or actors)
Following Rules

17. Multiple workflow designers
- 17 -

18. - 18 -
BUILD AND RUN BUSINESS APPLICATIONS
+ + =
REPORTS
• Monitor Progress &
Performance
• Deliver Business Insight
• Create reports from both
Process & LOB Data
• Utilize industry reporting tools

19. - 19 -
OOTB reports

20. - 20 -
Build your own reports

21. - 21 -
K2 supports hybrid infrastructure and deployment scenarios
LOB & WEB DATA SOURCES
CLOUD K2 SERVER
(ON-PREMISE OR CLOUD-HOSTED)
LOB DATA SOURCES
ON PREMISE
• Office 365
• MS CRM
• Salesforce.com
• …and more
MOBILE BROWSER API/TOOLS
Feature Parity

22. Demo

23. K2 - Architecture
Standalone farm
For development / Tests / Small Business
- 23 -

24. K2 - Architecture
Medium farm
- 24 -

25. - 25 -
Different kinds of projects
With or Without SharePoint
With SharePoint 2010 or with SharePoint 2013
Using SmartForms or not
Old projects with InfoPath
InfoPath 2013 is the last version
No replacement from Microsoft (FOSL has been canceled)
“K2 for SharePoint 2010” can generate ASP.Net forms
Be cautious if you have to upgrade to SP 2013
Also projects with other Web technologies (BootStrap, Jquery,
AngularJS)
Serial has developed a Toolbox on top of K2

26. - 26 -
Why our customers choose K2 ?
Error repairing
In case of error, a SP Workflow should be restarted
SP Workflows can impact the performance of SP pages
loading
SP workflows are running in the same IIS process
Simple to migrate from SP 2010 to SP 2013
K2 workflows and forms are loosely coupled to SP
Integration with other systems is easier
No usage of BCS
SmartObjects can be re-used across workflows

27. - 27 -
Feedback from our experience on K2
Complexity of workflows should be limited
Use « Sub-workflows » launched by the main one
Take care of the formatting of the workflow
Users can see it with the « View flow » feature
Add labels on each transition between activities
Use different colors…
It will be easier to maintain the workflow
To not forget the rules that have been implemented
Think reusability
On SmartObjects, on SmartForms views

28. - 28 -
Feedback from our experience on K2
On SmartForms
Only load tab if the user clicks on it
Use asynchronous loading for drop down lists
Difficult to localize labels in forms…
K2 just introduced language packs in 4.6.9
Deployment with Package and Deployment
Not necessary to check all dependances
You can use PowerShell

29. - 29 -
K2 AppIt
K2 as a service
Only in the cloud
App in SharePoint Online
Less features than K2 for SharePoint 2013 with K2 On Premises
Not yet available in Europa (in a few weeks)

30. Access to Worklist
Work on your tasks
Select an action
Redirect
Delegate
Available for
iOS
Android
BlackBerry
Offline forms in K2 4.6.9
- 30 -
K2 AppIt

31. Questions