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SharePoint Saturday Bend
            presents:
 Advanced Workflow
Creation in SharePoint
      2007-2010
  Streamlining Your Business
 Processes AND Making Users
Happy with Task Less Workflows
Agenda
•   SharePoint Workflows – High Level
•   Differences - Tasks Workflow and Taskless
•   Demo: Standard Approval Tasks Workflow
•   Tools List
•   Demo: How to Build a Taskless Workflow
•   Benefits/Constraints of Taskless Workflows
•   Conclusion and Questions/Answers




              Advanced Workflow Creation in SharePoint 2007-2010
What are SharePoint workflows?
        “Workflow is a term used to describe the tasks,
        procedural steps, organizations or people
        involved, required input and output information,
        and tools needed for each step in a business
        process.” – WhatIs.com

        SharePoint workflows allow organizations to
        move any SharePoint business artifact (Word
        document, InfoPath form, etc.) through a series
        of steps and approvals.

        SharePoint 2007 has this ability built into the
        engine and comes with several out of the box
        workflows: Approval, Collect Feedback, etc.

          Advanced Workflow Creation in SharePoint 2007-2010
What are SharePoint workflows good for?
       •   Publishing documents
       •   Gathering approvals
       •   Garnering feedback on work
       •   Interdepartmental business processes
       •   Automating manual paper driven processes
       •   Controlling / Auditing processes
       •   Eliminate human error
       •   Performing tedious manual work
       •   Saving your company money!




            Advanced Workflow Creation in SharePoint 2007-2010
Why create Taskless workflows in SharePoint?
       • Allows busy users to complete tasks faster

       • Further streamlines business processes

       • Still allows for auditing/workflow processing

       • Keeps the „bounce‟ factor to a minimum

       • All the power of SharePoint workflows without
         all the messy tasks!




           Advanced Workflow Creation in SharePoint 2007-2010
Demo

Task Workflow
What tools are required to build workflows?
       Environment:
       • Critical - VMWare or Virtual PC

       • Windows Server 2003/2008

       • SharePoint Server 2007/2010

       • InfoPath 2007 Forms Services

       • Visual Studio 2008/2010

       • Office 2007/2010
           Advanced Workflow Creation in SharePoint 2007-2010
How do we create Taskless workflows
       Magic. Well, even better than Magic actually…
       The concepts of creating task less workflows:
          • Create two site columns to keep track of your
            workflow „actions‟ and your workflow „state‟
          • Add the two columns into your InfoPath form.
          • InfoPath form reads the workflow state
            column and displays the appropriate UI
          • InfoPath form sets the workflow action as the
            user selects what they want to do with the
            form.
          • The workflow reads the workflow action and
            depending upon what it says performs the
            next action in the workflow.
           Advanced Workflow Creation in SharePoint 2007-2010
Demo

Taskless Workflows
What workflows have we created like this?
       • Capital Expenditures

       • Employee Status Changes V2

       • Store Management Performance Evaluations

       • S&SP List and Hiring Applications

       • Assistant Manager List and Hiring Applications

       • Store Manager List and Hiring Applications


           Advanced Workflow Creation in SharePoint 2007-2010
How much time does it cut from the process?
       Comparing two projects we have recently done,
         we have achieved at least a 25% improvement
         in time spent processing forms by eliminating
         tasks!

       25% for this process equated to a savings of 40
         hours of time each month!

       A final step of the process cut out several human
          interventions as well, which further automated
          the process.

       Depending on your process, of course.
           Advanced Workflow Creation in SharePoint 2007-2010
Why do users like task less workflows?
       • Users have the information right in front of them
         that they are going to process.

       • Eliminates bouncing from one item to another
         and all processing happens right in the form.

       • Users can see what has been done prior by
         other users in an Audit Trail.

       • Greater control on their User Experience
         compared to Tasks.



           Advanced Workflow Creation in SharePoint 2007-2010
What are the constraints for task less workflows?
         • Constraints? What Constraints?

         • Only works with InfoPath forms and not other
           artifacts that might need to run through a
           workflow like Word documents, images, etc.

         • Multiple people cannot be tasked at the same
           time. Well…maybe.

         • Tasks are good for activities that don‟t directly
           relate to the item the workflow is running on like
           gathering feedback from multiple people.


             Advanced Workflow Creation in SharePoint 2007-2010
Conclusion and Questions/Answers
      • You can have the best of both worlds with task
        less workflows – streamlined processes and
        usability.
      • It does save users time even though it‟s a bit of
        investment to build.
      • Almost any process can be automated using
        this approach.



                               Questions?




          Advanced Workflow Creation in SharePoint 2007-2010

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Advanced workflow creation in share point 2007 spsbend 2011

  • 1. SharePoint Saturday Bend presents: Advanced Workflow Creation in SharePoint 2007-2010 Streamlining Your Business Processes AND Making Users Happy with Task Less Workflows
  • 2. Agenda • SharePoint Workflows – High Level • Differences - Tasks Workflow and Taskless • Demo: Standard Approval Tasks Workflow • Tools List • Demo: How to Build a Taskless Workflow • Benefits/Constraints of Taskless Workflows • Conclusion and Questions/Answers Advanced Workflow Creation in SharePoint 2007-2010
  • 3. What are SharePoint workflows? “Workflow is a term used to describe the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process.” – WhatIs.com SharePoint workflows allow organizations to move any SharePoint business artifact (Word document, InfoPath form, etc.) through a series of steps and approvals. SharePoint 2007 has this ability built into the engine and comes with several out of the box workflows: Approval, Collect Feedback, etc. Advanced Workflow Creation in SharePoint 2007-2010
  • 4. What are SharePoint workflows good for? • Publishing documents • Gathering approvals • Garnering feedback on work • Interdepartmental business processes • Automating manual paper driven processes • Controlling / Auditing processes • Eliminate human error • Performing tedious manual work • Saving your company money! Advanced Workflow Creation in SharePoint 2007-2010
  • 5. Why create Taskless workflows in SharePoint? • Allows busy users to complete tasks faster • Further streamlines business processes • Still allows for auditing/workflow processing • Keeps the „bounce‟ factor to a minimum • All the power of SharePoint workflows without all the messy tasks! Advanced Workflow Creation in SharePoint 2007-2010
  • 7. What tools are required to build workflows? Environment: • Critical - VMWare or Virtual PC • Windows Server 2003/2008 • SharePoint Server 2007/2010 • InfoPath 2007 Forms Services • Visual Studio 2008/2010 • Office 2007/2010 Advanced Workflow Creation in SharePoint 2007-2010
  • 8. How do we create Taskless workflows Magic. Well, even better than Magic actually… The concepts of creating task less workflows: • Create two site columns to keep track of your workflow „actions‟ and your workflow „state‟ • Add the two columns into your InfoPath form. • InfoPath form reads the workflow state column and displays the appropriate UI • InfoPath form sets the workflow action as the user selects what they want to do with the form. • The workflow reads the workflow action and depending upon what it says performs the next action in the workflow. Advanced Workflow Creation in SharePoint 2007-2010
  • 10. What workflows have we created like this? • Capital Expenditures • Employee Status Changes V2 • Store Management Performance Evaluations • S&SP List and Hiring Applications • Assistant Manager List and Hiring Applications • Store Manager List and Hiring Applications Advanced Workflow Creation in SharePoint 2007-2010
  • 11. How much time does it cut from the process? Comparing two projects we have recently done, we have achieved at least a 25% improvement in time spent processing forms by eliminating tasks! 25% for this process equated to a savings of 40 hours of time each month! A final step of the process cut out several human interventions as well, which further automated the process. Depending on your process, of course. Advanced Workflow Creation in SharePoint 2007-2010
  • 12. Why do users like task less workflows? • Users have the information right in front of them that they are going to process. • Eliminates bouncing from one item to another and all processing happens right in the form. • Users can see what has been done prior by other users in an Audit Trail. • Greater control on their User Experience compared to Tasks. Advanced Workflow Creation in SharePoint 2007-2010
  • 13. What are the constraints for task less workflows? • Constraints? What Constraints? • Only works with InfoPath forms and not other artifacts that might need to run through a workflow like Word documents, images, etc. • Multiple people cannot be tasked at the same time. Well…maybe. • Tasks are good for activities that don‟t directly relate to the item the workflow is running on like gathering feedback from multiple people. Advanced Workflow Creation in SharePoint 2007-2010
  • 14. Conclusion and Questions/Answers • You can have the best of both worlds with task less workflows – streamlined processes and usability. • It does save users time even though it‟s a bit of investment to build. • Almost any process can be automated using this approach. Questions? Advanced Workflow Creation in SharePoint 2007-2010