Slide Deck of the session "Getting Started with SharePoint 2013 Workflows" Date : 25 October 2014 Event : SPSEvents Washington DC Reston Place : Microsoft Technology Center, 12012 Sunset Hills Road, Reston , Virginia USA 20190 Twitter Handle: #SPSDC

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Getting Started With SharePoint 2013 Workflows
Prashant G Bhoyar

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About Today’s Session
Image Source : http://onlyfreewallpaper.com/view/smiley-kitty-1280x1024.html

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•What are Workflows
•Limitations of SP2010workflows
•Architectural Changes in SP2013Workflows
•Workflow Manager
•Enhancement in SP2013Workflows
•SP2013OOTBWorkflows
•Enhancements in SPD2013
•Limitations of SPD2013workflows
•Workflows in Visual Studio 2012
•Limitations of Visual Studio Workflows
•Best Practices
•Forms in SP2013Workflows
•Third Party Products
Agenda
Outcome: Familiarity with SharePoint 2013 Workflows
Objective: Getting Stared with SharePoint 2013 Workflows

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Helps to Automate Business Processes
Helps to meet the Industry Standards
Helps Organizations to function Effectively
Important for success of SharePoint Implementations
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What are Workflows?

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Reliable–Last machine reboots
VisualizeWorkflow Graphically
Reportingis supported
ReusableWorkflows
Use of LOB Data
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Why Workflows with SharePoint?

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Types of Workflows
Sequential
State Machine
•Activities occur in sequence
•On rejection , begin from start
•Simple Business Processes example, Leave Request
•Activities are not sequential
•Can by pass activities based on business logic
•Complex business processes example, Financial Aid

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Typical SharePoint Workflow Life Cycle

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Started with MOSS 2007 -> Based on Workflow Foundation.
Workflow Foundation was introduced in the release .NET 3.0 and its capabilities updated in .NET 3.5 and .NET 3.5 SP1
In MOSS 2007 custom workflows can be created using SPD2007 and Visual Studio
No reusable workflows
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History of Enhancements in SharePoint Workflows

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Major Enhancements in SharePoint 2010 Workflows
Architecturally similar to MOSS 2007
Site Based Workflows
Modify OOTBworkflow templates by importing them into SharePoint 2010 Designer
Create Reusable workflow and using Visio Services visualize the status of the Workflow
Import SPD2010 workflows in Visual Studio 2010

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Limitations of SharePoint 2010 Workflows
Designed primarily for OnPremisedeployments
Workflows are not scalable, they are stored in Content Database
Looping is not supported out of the box
State Machine workflows can only be created using Visual Studio 2010
Extending Workflows usually requires full trust solutions
Performance and Scalability remained key challenge

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The SharePoint Forecast is …. Cloudy
“Craig Roth, Managing Vice President: Communication, Collaboration, and Content, Gartner Group”

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SP2013workflows are built using WF4.5 and run out of SharePoint
Workflow is separate server Product called Windows Azure Workflow and not part of SPInfrastructure
The name “Azure” is confusing….this Product runs on Premise 
SP2013workflows execute in an Azure service called Workflow Manager 1.0
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New SharePoint 2013 Workflows Architecture

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Architecture of SharePoint 2013 Workflows
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Types of Windows Azure Workflow
Windows Azure Workflow Server
•Provides scalable robust workflow capabilities for on-premisedeployment
Windows Azure Workflow Services
•Provides a scalable robust, workflow platform in Office 365 and cloud based solutions
Two

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Workflow Manager server application should be installed on separate server (Part of SP2013farm or separate)
SPWFEincludes Workflow client software that handles the integration between the manager and the SPFarm
Communication between manager and client occurs using REST API and Oauth
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New SharePoint 2013 Workflows Architecture

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Workflow Manager
Separate Product
Separate farm/Co locate with SPFarm
Installation
Disaster Recovery
1 or 3 server farms
Debugging
Fiddler
Maintenance

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SP2013workflows are not supported on SP2013Foundation
SP2013workflows are fully declarative
SP2013workflows are no longer compiled into .NET assemblies instead XAMLfiles defines workflow and their execution
No more custom code
Build WebServicesfor custom business logic
SP2013workflows are available in SharePoint Online
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New SharePoint 2013 Workflows Architecture

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PowerShell Command to Register SharePoint Site collection
Register-SPWorkflowService-SPSitehttp://sp2013:80- WorkflowHostUri"http://sp2013:12291" -AllowOAuthHttp
Need to explicitly register the site collection
Good news….in SharePoint Online/Office 365 all steps are already done…
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New SharePoint 2013 Workflows Architecture

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How the workflows will run?
Workflow Starts
SP2010Style Workflow?
Use SP2010Workflow Engine
Use New Workflow Manager
Workflow Executes
Workflow Ends
Workflow Executes
Yes
No

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DEMO

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Major Enhancements in SharePoint 2013 Workflows
Multi-Tenancy
Fully Declarative Authoring
SP2013workflows call SP2010workflows and vice versa
SP2010workflows will continue to work in SP2013but will not be upgraded to SP2013workflows
Option of manual upgrade 

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SharePoint 2013 Workflows Associations
List/Libraries
No Content Types
Solution :
Check the content type column and then initiate the workflow
Use SP2010workflow & attach that to Content Type. Call SP2013workflow from SP2010workflow
Sites
SPD2013 Workflows
Visual Studio Workflows

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DEMO

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Which option to select?

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SharePoint 2013 OOTBWorkflows
Approval -SharePoint 2010
Collect Feedback -SharePoint 2010
Collect Signatures -SharePoint 2010
Disposition Approval
Three-State
Note: Uses Workflow Engine Inside SharePoint 2013

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DEMO

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Workflow Manager is installed
Site Collection is registered with Workflow Manager
User Profile Service is setup and sync has run at least once
To execute the workflow, we will need valid upn( User Principal Name)
In SharePoint Online everything is already setup for you. 
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Before we start creating SharePoint 2013 in SPD2013

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Major Enhancements in SharePoint 2013 Designer
A visual Workflow development experience that uses Visio 2013
A new action that enables no-code web service calls from within a workflow
New Actions for creating a task and starting a task
A new Dictionary data type for working with complex data type
New workflow building blocks such as Stage, Loop, and App Step

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Improved Workflow Logic & Control SharePoint 2013 Designer
Stages –Can create State Machine workflows using Stages
Loop : Repeat one or more actions a specified number of times
SP2010Workflow Re-Use: SPD2013enables starting an existing SP2010workflow, including passing initiation parameters. Reuse SP2010workflows.

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DEMO

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Improved Design Features in SharePoint 2013 Designer
Visual Workflow Designer –SPD2013 includes both a text based designer and a visual designer
Copy and Paste : SPD2013supports copy and pasting logic and actions within the text designer
Better Packaging : Save list workflows as template and reuse.

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DEMO

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Limitations of SharePoint 2013 Designer Workflows
Can not create full trust solutions
Can not deploy workflows as SharePoint Apps
No Source Control

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SharePoint 2013 Workflows Using Visual Studio 2012
Full access to the Workflow Foundation in .NET Framework 4.5
Supports deployment as full trust solutions, Sandbox Solutions as well as SPApps
You can use Source Control
Create Custom Activities
Create Custom Forms for workflows
Set Breakpoints on Activities

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DEMO
Rich Set of Actions/Activities in VS Toolbox

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Limitations of Visual Studio Workflows
Steep learning curve
Deployment Risks
Costly Bugs
Management/Resourcing

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Guidance for forms -InfoPath
•InfoPath will continue to be supported for a long time
•Don’t invest more on InfoPath
•Consider other alternative for the short-term/long-term
•Wait until Microsoft guidance materialized
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Forms Options
Source : http://formsquo.com/solution-matrix/

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Third Party Tools

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Third Party Tools

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•Requirements
•Limitations
•Life Cycle
•Functionality
•Budget/Resources
Factors to Consider

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•Don’t use OOTBTask List and History List as audit log
•For large lists, don’t remove the workflow, but set to no new instance
Do it in non business hours
•Don’t let the workflow manager cert expires
•Keep workflow initiation activity to minimum
•Use logging-
“Log to History List”
Best Practices

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Q&A

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References
Appendix/Resources
MSDN/TechNet:
http://msdn.microsoft.com/en-us/library/office/jj163181(v=office.15).aspx
Blogs :
http://www.harbar.net/
Training Videos (Paid):
http://www.Pluralsight.com

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