1. PRESENTED BY: K2.COM GREG SANDERSON TECHNICAL SPECIALIST, K2 GREGS@K2.COM @G_SANDERSON SHAREPOINT WORKFLOW IN 2013

2. K2.COM AGENDA Workflow and SharePoint Through the Years SharePoint Workflow Today SharePoint 2013 Workflow Architecture Workflow Manager Design Tools with SharePoint 2013 SharePoint 2013 Designer SharePoint 2013 & Visio 2013 SharePoint 2013 & Visual Studio 2012 SharePoint 2013 Workflow Demonstration(s) Q & A

3. K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS

4. K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS Out of box Microsoft built and is hosting some common workflows that ship with SharePoint, these workflows are easily configured and usable upon installation of MOSS – attach a template to a list/library and go! Partially Customized Utilizing a combination of Visio/SharePoint Designer to implement SharePoint actions/conditions to build rules-based, non-code process Fully Customized Build it all from scratch in Visual Studio; have to manage security, reporting, deployment

5. K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS

6. K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS Conditions: With Specifics words in the title or other fields Modified (either in a specific time window or by a person) Created by or in a specific time frame File type File size ADVANCED Condition

7. K2.COM SHAREPOINT WORKFLOW THROUGH THE YEARS Actions: Create task Update task Delete task Send email Prompt for values Change Item Status

8. K2.COM SHAREPOINT WORKFLOW TODAY  Workflow moved to Workflow Manager (formerly Azure Workflow Services)  Does not run in SharePoint anymore  WM is built on WF 4  WF 4 is part of Microsoft.NET 4.5

9. K2.COM SHAREPOINT 2013 WORKFLOW AT A GLANCE 2 Distinct workflow platforms: 2010 and 2013 Complete redesigned workflow infrastructure with Workflow Manager 1.0 (WM) Design Tool Enhancements Call Web Services Fully Declarative, no more code Visual Designer (with SP Designer)

10. K2.COM WORKFLOW AND SHAREPOINT 2013 Installs OTB Requires Workflow Manager

11. K2.COM SHAREPOINT 2013 WORKFLOW DEPLOYMENT LOCATIONS On-Premise Deployment: WM can be installed on the WFE or separate server Must be connected to the SharePoint 2013 farm Cannot be on a Domain Controller SharePoint Online / Office 365 (Off-Premise) Deployment: No Deployment necessary, already installed No configuration necessary

12. K2.COM KEY ARCHITECTURE CHANGES IN 2013 Powered by Windows Workflow Foundation 4 (WF) SharePoint 2013 workflow is now executed in the Workflow Manager Client 1.0 server Communicates with SharePoint using Azure service bus using common protocols (I.E HTTP) Based on.NET framework 4.5 Enhanced connectivity to enable cloud-based execution of workflows. SharePoint Events are routed to WM and returned via REST API

13. K2.COM SHAREPOINT WORKFLOW TODAY SharePoint 2013 Workflow Architecture

14. K2.COM WORKFLOW MANAGER New host which introduces new capabilities for authoring, hosting and managing workflows. Also hosts the execution processes for workflow instances. WHAT IS WORKFLOW MANAGER? Key Points: High Density & Multi-tenancy Elastic Scale Activity / Workflow Artifact Management Tracking and Monitoring Instance Management Fully Declarative Authoring (no code) REST and Service Bus Messaging capable Interop into SP 2010 Processes

15. K2.COM INTEROP BRIDGE  Allows for calling of 2010 workflows (List/Site) from SharePoint 2013 (Via new Coordination Actions)  Is put in place for backwards compatibility between SharePoint 2013 and SharePoint 2010 workflow engines  WM will delegate workflows or portions of workflows to the 2010 Interop engine and provide  Synch/Asynch mode available

16. K2.COM SHAREPOINT WORKFLOWS TYPES  Same as provided in 2010, which include:  Reusable & Global Reusable  Associated with a Content Type and not a specific list  Available anywhere within a Site Collection  Recommended best practice approach for SharePoint Workflow construction  Site Workflows  Not associated to a List or Content Type  As a result, not all Actions are available  Can only be started manually or via code  List Workflows  Associated only to a specific List  Context is the List & Columns  Not portable

17. K2.COM OUT OF THE BOX WORKFLOWS No native 2013 workflows come out of the box. However all 2010 can be activated. Examples of SharePoint 2010 Workflow templates available to be activated: Disposition Approval Workflow Publishing Approval workflow Three state workflow

18. K2.COM SHAREPOINT 2013 WORKFLOW DESIGNERS

19. K2.COM IMPROVEMENTS IN SHAREPOINT DESIGNER 2013 Introducing Stages. Workflow doesn’t have to be serial Provides for a state machine like experience Declarative workflows can now have loop like functionality. Loop x # of times. Loop while condition is true Workflows can now call REST/SOAP Services Improved Email editor Now supports rich formatting Designer supports Cut, Copy, Paste, Undo, Redo, Select-all Improved Visual Designer. Visio is now embedded. Can switch between visual and text-style. Can build 2010 or 2013 workflows

20. K2.COM SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS Stage Action Step Action Condition - Stage - Step - Loop - Action - Condition - Gates

21. K2.COM STAGES AND GATES Stage Gate

22. K2.COM SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - STAGES  A word about Stages:  A Workflow must have at least one Stage  An Start shape is required outside the Stage (but not Terminate shape)  Stages cannot be nested  Stages cannot be executed in parallel  Only Stages can be contained at the highest level of the Workflow – Steps, Actions, etc. are contained within Stages  No looping across Stages

23. K2.COM SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - STEPS Steps are a logical grouping of Activities that get performed as a single unit of work Caveats:  Steps must be within a Stage  Steps can be used within a Loop  Steps may have only one entry and one exit point.  Steps can have Steps nested within

24. K2.COM SHAREPOINT 2013 WORKFLOW BUILDING BLOCKS - LOOPS Visio 2013 and SharePoint Designer 2013 support two types of Loops:  Loop n Times  Loop with Condition Caveats:  Loops must be within a Stage, and Stages cannot be within a Loop.  Steps may be within a Loop.  Loops may have only one entry and one exit point.

25. K2.COM ActionDescription Assign a TaskAssigns a single workflow task to a user or group. Start a Task ProcessInitiates execution of a task process. Go to This StageSpecifies the next stage in a workflow to which flow control should be handed. Call HTTP Web Service Functions as a method call to a (REST) endpoint Start List WorkflowStarts a list scoped workflow (2010) Start a site workflowStarts a site scoped workflow (2010) Build Dynamic valueCreates a new variable of type DynamicValue. Get Property from Dynamic Value Retrieves a property value from a specified variable of type DynamicValue. New Actions in SPD

26. K2.COM ActionDescription Count Items in DynamicValue Returns the number of rows in a variable of type DynamicValue. Trim String Removes all leading and trailing white-space characters from the current string. Find Substring in String Returns 1-based index of the first occurrence of one or more characters, or the first occurrence of a string, within a string. Replace Substring in String Returns a new string in which all occurrences of a specified character or string are replaced with another specified character or string. Translate Document Functions as a wrapper around the HTTP activity that calls the synchronous translation API. You must configure a Machine Translation Service Application for the SharePoint site on which you run the workflow. New Actions in SPD

27. K2.COM ActionDescription Set Workflow Status Updates workflow status as specified in message string. Create a Project from Current Item [Microsoft Project] Creates a Project Server project based on the current item. Set the current project stage status to this value [MS Project] Sets the two status fields within the current stage of the project. Set the status field in the idea list item to this value [MS Project] Updates the status field of the original SharePoint list item. Wait for Project Event [MS Project] Pauses the current instance of the workflow to await a specified Project event Set this field in the project to this value [MSProject] Sets the value for the enterprise custom field for a specified project. New Actions in SPD

28. K2.COM NEW TASK ACTIONS Assign a task - This action is to assign a task to a single user that outputs a variable and a TaskId. You can use the people picker to select the person or group to whom you are assigning the task. Start a Task Process – This action allows you to assign multiple tasks to multiple users and then use the results in a task process.

29. K2.COM CALL HTTP WEB SERVICE Accesses SharePoint 2013 via CSOM Expects JSON format HTTP Methods: Get Delete Merge Put Post

30. K2.COM Workflow Example using SharePoint Designer 2013 and Visio 2013

31. K2.COM VISIO 2013 & SHAREPOINT 2013

32. K2.COM VISIO 2013 & SHAREPOINT 2013 Must be Microsoft Visio Professional 2013 Carries through traditional method of building workflows Contains a dedicated SharePoint workflow stencil set Matches SPD with Stages and Gates Can still go back and forth between Visio and SPD Custom actions now can appear in the stencil pane Still unable to add workflow properties to shapes.

33. K2.COM VISUAL STUDIO 2012 & SHAREPOINT 2013 Office Developer Tools for Visual Studio 2012 Workflow Manager 1.0 Tools for Visual Studio 2012 Can still import from SPD reusable workflows o Both 2010 and 2013 New project types, examples include: o Custom Activity o Workflow (SharePoint 2013 / Workflow Manager style) All declarative New project item templates Custom Activities Allows for richer debugging capabilities

34. K2.COM WORKFLOW DESIGN IN VISUAL STUDIO 2012

35. K2.COM COMPARING DESIGNERS SharePoint Designer Visual Studio 2012 Create Declarative WorkflowYes ReusabilityCreate Reusable Workflows Create Templates Build into SharePoint AppNoYes Use Custom CodeNo Custom ActionsConsumer of Actions Yes, using custom project Visio IntegrationYesNo DebuggingNoYes

36. K2.COM Actions Stop Workflow All Document Set Actions All Records Management Actions Add List item All Permissions Actions Lookup Manger of user function Collect Data From User Start Approval Process Start Custom Task Process Start Feedback Process Copy List Item WHAT’S MISSING IN SHAREPOINT 2013 WORKFLOW?? Conditions If Current Item Field Equals Value Check List item permissions levels Check List Item Permissions Features and Functions Association Columns Content type association Globally reusable workflow type Workflow visualization option Require Manage List/Web Permission' feature for list/site workflow InfoPath is not supported for SharePoint Designer 2013 workflows.

37. K2.COM GregSanderson Technical Specialist gregs@k2.com @g_sanderson Questions?