SharePoint 2007: Workflow and
Digital Forms
Neil Iversen
Inetium
Overview
• SharePoint Crash Course
• Collecting Data
– SharePoint Lists
– InfoPath
– Mobile
• Workflow
– Out of the Box Workflows
– SharePoint Designer
– Visual Studio Workflow
• Putting It All Together
• Questions
SharePoint 2007 Crash Course
•
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Business Intelligence
Collaboration
Portal
Search
Content Management
Business Forms
Business Intelligence
Collaboration
Portal
Search
Content Management
…and Business Processes
Forms
• Or How Do I Collect Things?
• Collect discrete user data
• Not major data collection
– Not your GL System
SharePoint Lists
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Easy to create
Good for simple data
Limited UI options
Supports Mobile Data Access
Demo: Using SharePoint Lists
Introducing InfoPath
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Separate form editing application
Simple Drag-and-drop experience
Forms are stored in XML
Multiple Storage Options
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SQL Database
Web Service
File System
SharePoint List
Demo: Basic InfoPath
Key InfoPath Features
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Web capabilities
Mobile capabilities
Integration with Outlook
Word and Excel conversion
Template Parts
Multiple deployment options
Connection to workflow
Document Information Panel (DIP)
InfoPath – Getting Some Motion
• Validation
– Create custom validation scenarios
• Formulas
– Compare Fields
– Perform mathematical functions
• Views
– Different layouts possible
– Still based on the same data
– Not all fields need to be displayed
Demo: InfoPath and Real Forms
Web Based Forms
• Fill out forms via the web
• InfoPath Client NOT required
• .NET code-behind supported
• Requires publishing to forms server
• Smart Client Only Features:
• Some Controls
• Filters, Roles, ADO Adapter
• Some Script, Custom Task Panes
InfoPath – Enabling Web Forms
• Compatibility Checker
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Checks for feature compatibility
Browser checker
AND InfoPath 2003 compatibility
InfoPath and Mobile
• Support for mobile browsers
InfoPath and Office – The DIP
• InfoPath fragment usable
inside of Office
• Facilitates metadata entry
• Associate InfoPath form
with a content type
• Associate a content type
with a document library
• New documents will
contain the custom DIP
InfoPath and Outlook
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Yet another way to see forms!
InfoPath Forms Folders
Published columns show up in Outlook
Form is embedded in Outlook
InfoPath – Connecting to the Outside World
• Can be connected to multiple data sources
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Web Service
SQL Database
Xml Document
SharePoint List
• Pull in dynamic data
• Connection Library
– Uses Office Data Connection
– SharePoint can host many connections
Extending InfoPath
• Web Service Calls to LOB data
– Ability to use familiar development tools
• JScript coding
– Easy to deploy in InfoPath client
– Lacks the power of .NET
• .NET Code Behind
– Full .NET connectivity
– More difficult to deploy
– Visual Studio and Source Control issues
Demo: External Data in InfoPath
Break
We’ve collected all this data…now what?
• Workflow!
• SharePoint 2007
– Perform actions against the collected data
– Gather additional data
– Workflow is linked at the List/Library or Content Type level
Basic Workflow Capabilities
• Ability to start a workflow
– Workflows
can
be
automatically as well
started
• Visibility into running workflows
• Collection of historical workflow data
– Status of approval, errors,…
• Stop (or Terminate) a running
workflow
• Tight integration with Office
Understanding The Workflow Timeline
• Association
– When a workflow is associated with a list
– Data can be associated with the workflow
• Initiation
– When the workflow is first started on a list item
– Data can be associated with the instance of the workflow
• Running
– Status page reflects state of the workflow
– User primarily interacts via Tasks
• Termination
– End an instance of a workflow
• Remove Association
Structured
Workflow – Different Approaches
Visual Studio and
Workflow SDK
SharePoint
Designer
Workflows
LOB
Integration
(BizTalk)
Purchase Order
Processing
Custom Tracking Apps
Service Requests
Asset Tracking
Document Processes
Spec Review
Weekly Status Report
Custom Form Actions
Email Notification
Exception Handling
Server Features
(parallel)
Out-of-the-Box
Solutions
(with customization)
List Moderation
Publishing Process
Document Expiration
Translation Process
Ringi (eApproval)
Document Approval
Task & Issue Tracking
(WSS, Access, & Project)
(serial)
Signature Collection
Custom Routing
Ad Hoc
Document Review
Workflows – Out of the Box (MOSS)
• Lists and Libraries
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Approval
Collect Feedback
Collect Signatures
Disposition Approval
• List – All above and
– Three State (formerly Issue
Tracking)
– Translation Management
Demo: Our First Workflow
OOB Workflows – Main Limitations
• Limited options to change
– Very powerful and well designed, but only if you need a similar
scenario
• Dynamic User Assignment is difficult
– Hard to use if different instances need different ‘approvers’
Structured
Workflow – Different Approaches
Visual Studio and
Workflow SDK
SharePoint
Designer
Workflows
LOB
Integration
(BizTalk)
Purchase Order
Processing
Custom Tracking Apps
Service Requests
Asset Tracking
Document Processes
Spec Review
Weekly Status Report
Custom Form Actions
Email Notification
Exception Handling
Server Features
(parallel)
Out-of-the-Box
Solutions
(with customization)
List Moderation
Publishing Process
Document Expiration
Translation Process
Ringi (eApproval)
Document Approval
Task & Issue Tracking
(WSS, Access, & Project)
(serial)
Signature Collection
Custom Routing
Ad Hoc
Document Review
SharePoint Designer 2007
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Formerly Front Page 2003
Designed with SharePoint in mind
Allows users to create new workflows
Associate workflow to a list or library
Demo: SharePoint Designer
SharePoint Designer Workflow – Main Limitations
• Limited set of actions
– New actions can be added, but not UI elements
• Not Redeployable
– Locked to the list instance they were created on
Structured
Workflow – Different Approaches
Visual Studio and
Workflow SDK
SharePoint
Designer
Workflows
LOB
Integration
(BizTalk)
Purchase Order
Processing
Custom Tracking Apps
Service Requests
Asset Tracking
Document Processes
Spec Review
Weekly Status Report
Custom Form Actions
Email Notification
Exception Handling
Server Features
(parallel)
Out-of-the-Box
Solutions
(with customization)
List Moderation
Publishing Process
Document Expiration
Translation Process
Ringi (eApproval)
Document Approval
Task & Issue Tracking
(WSS, Access, & Project)
(serial)
Signature Collection
Custom Routing
Ad Hoc
Document Review
Custom .NET Workflow
• Bring in the Reinforcements!
• You are here because:
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Default Flows might lack specific feature
SharePoint designer missing action
Custom data or actions needed
Existing Windows Workflow investment
Expose the full power of .NET
• Word of Warning – There is a steep learning curve
Custom .NET Workflow – The Platform
• Windows Workflow Foundation
• Its not just a SharePoint Platform
– Built into .NET 3.0
Workflow – Platform Implications
• Workflow now a core .NET feature
– Workflow can be ‘hosted’ anywhere
– SharePoint is Microsoft’s first host
• Custom applications can host it as well
• Standardized Format
– XML based file format (XOML)
• Widespread Availability
SharePoint Designer 2007
Visual Studio 2005
Designer for Windows Workflow
Can write workflows for Windows SharePoint Services or
SharePoint Server
Can write workflows for Windows SharePoint Services or
SharePoint Server
Workflow is authored against and data-bound to specific list at
design time
Workflow is authored as a template, which can be associated
with multiple sites and lists
Workflow markup, workflow rules, and supporting file are
stored, uncompiled, in a specific document library on the site
Workflow markup file, or markup and code-behind files, are
compiled into workflow assembly
Automatically generates ASP.NET forms, which you can then
customize
Can use any forms technology. For example, ASP forms for
Windows SharePoint Services workflows, or InfoPath forms for
SharePoint Server workflows
InfoPath forms integration not available
Can use custom symmetrical InfoPath forms, which enables
Office client integration of custom workflow forms
Must use activities provided
Can author custom activities for inclusion in workflows
Automatically handles deployment to specific list
Package workflow assembly and workflow definition as a
SharePoint feature, and deploy to the site
Can author only sequential workflows
Can author both sequential and state workflows
.NET Workflow – Easing into it
• Workflows can be packaged into Features
• Custom Actions can be created for SharePoint Designer
• 3rd Party Support
– K2, Skelta, Nintex
Demo: Visual Studio Workflow
Workflow – Who’s responsible for What?
In Review
• Forms
– SharePoint Lists
– InfoPath
• Client
• Web
• Workflow
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OOB Flows
SharePoint Designer
Custom Workflow (Visual Studio)
3rd Party
Break
Questions?
Thanks!
Please Fill Out Evals
Neil Iversen
Inetium