This document discusses the power and limitations of using SharePoint Designer for workflows. It begins with an agenda that covers terminology, the SharePoint environment, limits of SharePoint Designer, common pitfalls, and other workflow options. The document warns that SharePoint Designer has limitations in modeling complex business logic and approval processes. It provides tips for using SharePoint Designer effectively and highlights new features in SharePoint Designer 2010 like reusable workflows and integration with Visio. It emphasizes the importance of properly planning and releasing workflows to solve business problems.

1. The true power of SharePoint Designer for workflows. Presented By Peter Ward - Business Collaboration Manager July 31st 2010

2. Thank you sponsors!!

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4. Before We Begin Thank You Q&A – We will have time at the end of the presentation for questions A copy of this presentation can be sent to you

5. Disclaimer Only discussing SharePoint Designer workflows…..Nothing else

6. Value of the session Level 3 Level 2 Level 1

8. Your SharePoint environment

9. Limits of SharePoint Designer

10. Pitfalls

11. Easter eggs

12. SharePoint Designer 2010

13. Other workflow options

16. Drug Discovery

17. Treasury / Cash Management

18. Supply Chain Management

19. Customer Acquisition

20. Mergers and Acquisition

21. Trade Show Process

22. Airline Operation Maintenance

23. Contract Risk Mitigation

24. Harmonized Tariff Scheduling

25. Federal Audit Control

26. Cataloging & Distribution

28. Resource Planning

29. Procurement & subcontracts

30. Initial Public Offering

31. Enrollment & Administration

32. ISO 9000/9001 Control

33. Safety & Regulation Control

34. Cataloging & Distribution

35. Product Engineering

36. Claims Processing

37. Facilities Management

38. Bill Consolidation & Control

40. Order Fulfillment

41. Inventory Management

42. Logistics

43. Wills / Estates / Incorporations

44. Quotation & Contract Costing

45. Exploration & Appraisal

46. Check Request Approval

47. Real Estate Buy/Sell

48. Collections

49. Internal Audit

50. Purchase Orders

52. Vacation Request

53. Monthly Report

54. News Release

55. Hiring Request (Web)

56. Interview Process

57. Hiring/Intake Process

58. “On-Exit” Process

59. Helpdesk Process

60. Financial Planning

61. Proposal/Sales Process

62. Contract Approval

64. Excitement of your first day on the job Formal Process Formal Results Here is a new desk.

67. Can handle more complex workflows

68. K2 – No code solutions

70. Network administrator is coding the workflows

71. The transition from SharePoint Designer to Visual Studio is a large leap.

72. Governance is important to workflows.Workflows should not be a haphazard undertaking There’s no such thing as a simple workflow

73. Common workflow requirements START START START START START START Rework Rework Rework Rework Rework Approval Approval Approval Approval Approval SharePoint Designer DO NOT have a simple solution for this basic requirement. Approved Approved Approved Approved Approved Declined Declined Declined Declined Declined

74. The ability to model business logic as part of the workflow decision making Common workflow requirements 3 people in the group select “Approved” 1 person in the group selects “Declined” Incorporate business rules OR Incorporate business rules All users in a group must select “Approved,” one after another Rework Approval Declined Approved Serial approval Parallel approval Approved Approved Approved Declined Declined Declined SharePoint Designer DO NOT have easy solutions to basic business requirements.

75. A simple workflow … START $$ > 2K False True $$ < 8K True False > 8K < 2K High Approval Medium Approval Approved Approved Low Approval Declined Clean up Declined Clean up Update List Update List START Declined Approved (Serial) Clean up Update List Medium Approval Low Approval High Approval Approved Declined … can become quite complicated

77. Approval limited to “Approved” or “Declined”

78. Duplication of business logic

79. Processes not representing the business problem

80. Manual creation of workflow user interfaces$$ > 2K False True >> Maintenance nightmare >> Reporting no longer accurate $$ < 8K >> Expensive!! True False High Approval Medium Approval Limited to “True” or “False” Approved Approved Low Approval Declined Clean up Declined Clean up Update List Update List Limited to “Approved” or “Declined” Declined Approved Clean up Update List Duplication of business logic

81. The risk of reaching the end of the road Requirements 80% Development 20% What if your needs outgrow the capabilities of your approach? A new platform? Custom development? Will you have to start over?

83. Workflows is front end activity

84. Empty field values ?????

85. Can not copy and paste between steps

86. Nested conditionals

87. Space characters – e.g. space in URL

90. -Dynamic url in the email body

91. -Mixing workflow and Alerts

92. Workflows are event driven

94. Use the task list for approvals

96. SharePoint Designer 2010 Workflows Lists Site Reusable

97. Integration with Visio

98. Import into Visual Studio

99. Event Handlers

100. Other 2010 Features

101. Other workflow options

102. Assemble workflows that solve business problems

104. 1 st meeting questions

105. -Workflow Name

106. -How it starts, ends, milestones

107. -What is being approved? Excel doc? submitted form?, PDF?

108. -Number of approval steps

109. -Number of approvers (people) in the process

110. -Number of submitters

113. Your SharePoint environment

114. Limits of SharePoint Designer

115. Pitfalls

116. Easter Eggs

117. Other workflow options

118. Release processSummarize

119. e-peterward@wardpeter.com b-www.wardpeter.com p- 862 220 6080 Questions? Be part of the experience