1. Best Practices: Workflow and Forms
Development
April 5, 2012
David Gwyn
VP, Research & Development and Collaboration
Jonathan Matcho
Solution Architect
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2. Agenda
• Workflow
• Overview
• Initial Approach
• Design
• Forms
• Design
• Creation
• Information Architecture
• Workflow Authoring Tools
• Form Authoring Tools
• Summary
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3. Workflow Overview
Workflows consist of two elements:
• Forms that a workflow uses to interact with its
users
• Logic that defines the workflow’s behavior
Workflows in SharePoint 2010:
• Reduce dependency on human interaction
• Provide repeatable processes beyond static paper-
based standard operating procedures
• Allow scaling of activities across multiple personnel
• Integrate process automation in other line of
business applications
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4. Initial Workflow Approach
• If not carefully managed, the “simple workflow”
project can become as complex as a custom-
developed application
• Approach a new toolset and newly minted
development team with caution:
• Significant benefits can be achieved by
segmenting a large program into multiple
releases as both business and development team
learn about workflow
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5. Workflow Design
• Bridge the language of the business with the
language of the developers
• The method for depicting business processes can
be vastly different from the workflow techniques
used to deliver the process
• Select method for capturing the processes and
flow
• Traditional classic workflow diagram (Visio Stencil)
• Cross-functional swim lane diagrams
• UML Activity Diagrams
• UML Sequence Diagrams
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6. Workflow Design (continued)
Two views of the same problem…
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7. Workflow Design (continued)
• Do not rush to build – invest the time to walk
through the workflow before building the solution
and get sign-off (blueprints vs. spec. homes)
• Utilize tools such as Balsamiq Mock-ups to
illustrate the user interaction with the system
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8. Form Design
• The tendency exists to include every conceivable
option within a form
• Paper forms have different requirements than
electronic forms
• A User Experience person might suggest
improvements, but…
• Verify form design is possible (practical) with the
assigned development team
The phrase “Don’t confuse Sales with Delivery”
doesn’t apply here.
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9. Form Creation
Use InfoPath (instead of Visual Studio)
• InfoPath does a good job in browser-only
deployment (no desktop tools required) and
integrates nicely with SharePoint
• InfoPath allows the creation of forms without
requiring Visual Studio expertise (which is time
consuming and expensive)
• InfoPath provides for a declarative rule-based
environment for controlling the user interface
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10. Form Creation (continued)
• An InfoPath form is actually just an XML file,
allowing for easy access to its information
throughout workflow processing. Visual rendering
is handled through a separate “xsn” file, built using
InfoPath Designer.
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11. Form Creation (continued)
InfoPath Forms can be…
• Standalone in a forms library –
very useful, and often the best
way to begin this journey
• Attached to the start of a
workflow, allowing collection
of data to drive the workflow
• Used to replace out-of-the-box
SharePoint list forms
• Used to replace out-of-the-box
workflow task forms
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12. Information Architecture
Establish a comprehensive information architecture
• Define enterprise content types and meta data and
publish across sites
• Create Enterprise Managed Metadata (EMM)

13. Information Architecture (continued)
• The structure, navigation, and contents of the
underlying SharePoint site is paramount
• It is critical to manage the data structures as you
would with any other database initiative
• Changing these structures after development
begins will require increased time to deliver
• Understand the way SharePoint manages its data.
While somewhat analogous to a database, it is
notably different (with content types and site
columns)
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14. Information Architecture (continued)
• While not required, managing SharePoint Content
Types and Site Columns (“record types”) allow for
reusability and provide for a common set of form
components.
 For example, imagine dealing with a system with unique
Program, Project, and Task lists, each having different
names for “start date” (ex. StartDate, Start Date,
ProjectStartDate, etc.)
 Define a common data dictionary to promote reuse
across forms and sites
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15. Workflow Authoring Tools
SharePoint
• Native SharePoint 2010 workflow enhanced to include integration
with Visio for graphical workflow creation and status reporting
• Basic review and approval capabilities are included but advanced
functionality requires programming skills
K2
• Extensive Business Process Management suite that includes a
component for SharePoint
• SharePoint workflow solutions can be extended to support
enterprise process management needs
Nintex
• SharePoint-only solution for complex workflow management
• Integrates with InfoPath to support review and approval of forms
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16. SharePoint Designer
• Free download to enable information to
SharePoint sites
• Focused on less
technical
information
workers to
develop logic
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17. Visual Studio
• Workflow Designer runs inside Visual Studio 2010
Professional Edition and provides a graphical
environment for organizing activities into
workflows
• Developer-centric
platform
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18. Workflow – K2
K2 blackpoint is a
subset of broader
product capability
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19. Workflow - Nintex
Nintex graphical
workflow editor is
designed for
trained end-users
to develop
complex review
and approval
workflows.
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20. Workflow – Nintex (Continued)
Nintex provides many
integration tools, such as
Active Directory, Exchange,
CRM, and external systems
connectivity.
Nintex provides the LazyApproval® System,
which allows a user to respond to requests in real
language, even when mobile and without
SharePoint portal access
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21. Forms Authoring Tools
InfoPath 2010 integrates with
SharePoint 2010 and InfoPath
Form Services 2010 to deliver
robust business solutions
Nintex Forms 2010 is a web-
based forms designer that
allows forms to be consumed
on most mobile devices.
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22. Workflow Examples
Recommended platform for deployment
Use Case Native SharePoint Third Party
 
Document Approval

Leave of Absence Approval and
Tracking

Help Desk Tickets
 
Recruiting

Content Publishing

New Employee Onboarding
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23. Summary
• Do NOT rush to build
• Obtain sign-off on workflow design prior to build
• If your user community is unable to approve
designs, keep refining illustrations
• Keep your initial workflows and forms as simple as
possible and use a phased approach
• Avoid the concern that if the solution isn’t
perfect no one will use it
• If SharePoint will be the platform for workflow-
based solutions, strongly consider a third-party
tool
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24. Thank you
www.highpoint-solutions.com
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