Workflow Basics in Sharepoint 2010

Workflows:

What is a workflow?

It is a feature in SharePoint Server 2010 that can be automated to business processes and provides consistency in the way business processes are run.

 It enables solution designers, architects and administrators to improve business processes.  Workflow consists of two things: the forms that a workflow uses to interact with its users and the logic that defines the workflow’s behavior.

For example, you can create a workflow to route a document for review, track an issue through its various stages of resolution, or guide a contract through an approval process.

The primary benefits of using workflows are to facilitate business processes and improve collaboration.

We can create Workflows using the SharePoint Designer, Viso and Visual Studio.

Reusable and Non Reusable workflows:

We have workflows in SharePoint 2007 as well. But these were not reusable. Once you have defined a workflow, you cannot move that workflow to any other list or reuse it anywhere else.

In SharePoint 2010 it is possible. It will allow you to create reusable workflows and attach them to more than one list.

You will find out 2 different terms Reusable Workflows & Globally Reusable Workflows.

When you create a Reusable workflow in SharePoint Designer 2010, it is by default reusable within the site it has been created in, which means that it can be attached to any list within this site.

If you want your workflow to be reusable in the whole site collection then you can go for Globally Reusable Workflows. You can easily convert your workflows to be available anywhere in your site collection by opening your workflow and clicking on “Convert to Globally Reusable” from the ribbon.

Only the workflows created at the root level of the site collection can be converted to be Globally Reusable but other ones created in sub sites cannot.

 Try to create a workflow in a sub site, open it and note that you are not able to see the Conversion button.

You can give your workflow to someone else in a different site collection by using Save as Template Button in the ribbon. This takes the workflow, put it in a WSP (Windows SharePoint Solution) file and save it to the Site Assets library.

We can export the workflow as a template to be used with another site collection. We can also import the WSP (Windows SharePoint Solution) file inside Visual Studio using the Import Reusable Workflow wizard and you can extend it.

Invocation of workflow:

There are 2 ways of starting a Workflow:

• Manual
• Automatic

In manual start, the user / administrator has to click some buttons for the workflow to start.

In automatic start, the workflow executes automatically. This can be configured along with a list/library.

A typical Workflow usage in SharePoint 2010 is:

• Developer creates the Workflow
• Administrator deploys the Workflow
• Site Users use the Workflow

Types of Workflows:

There are 2 types of workflows.

1.Sequential Workflow

A sequential workflow represents a workflow as a procession of steps that execute in order until the last activity completes. However, sequential workflows are not purely sequential in their execution. Because they can receive external events, and include parallel logic flows, the exact order of activity execution can vary somewhat.

2.State Machine Workflow

A state machine workflow represents a set of states, transitions, and actions. One state is denoted as the start state, and then, based on an event, a transition can be made to another state. The state machine can have a final state that determines the end of the workflow.

Out of Box Workflows:

There are 7 out of box workflows.

1. Approval

Routes a document or item to a group of people for approval. By default, the Approval workflow is associated with the Document content type, and therefore it is automatically available in document libraries. A version of the Approval workflow is also associated by default with the Pages library on a publishing site, and can be used to manage the approval process for the publication of Web pages.

The Approval workflow is a staged approval model (that is, the first set of approvers can undergo the review and approval process, then the next set of approvers, and so on). Each stage or approval set can also have its own behavior. For example, members of the first group of approvers can do their review in serial approval order (one after the other), members of the second group can do their review in parallel (reviewers can provide feedback in any order), and so on.

2. Collect Feedback

Routes a document or item to a group of people for feedback. Reviewers can provide feedback, which is then compiled and sent to the person who initiated the workflow. By default, the Collect Feedback workflow is associated with the Document content type, and therefore it is automatically available in document libraries.

3. Collect Signatures

 Routes a document that was created in a Microsoft application to a group of people to collect their digital signatures. This workflow must be started in applications in the 2007 Microsoft Office system and the Microsoft Office 2010 suites such as Microsoft Word. Participants must complete their signature tasks by adding their digital signatures to the documents in the relevant client program.

By default, the Collect Signatures workflow is associated with the Document content type, and therefore is automatically available in document libraries. However, the Collect Signatures workflow appears for a document in the document library only if that document contains one or more Microsoft Office Signature Lines.

4. Disposition Approval

Manages document expiration and retention by letting participants to decide whether to keep or delete expired documents. The Disposition Approval workflow supports record management processes and is intended for use primarily in a Records Center site.

5. Three-State

Designed to track the status of a list item through three states (phases). It can be used to manage business processes that require organizations to track a high volume of issues or items, such as customer support issues, sales leads, or project tasks.

The Three-state workflow is so named because it tracks the status of an issue or item through three different states, and through two transitions between the states. For example, when a workflow is initiated on an issue in an Issues list, SharePoint Server 2010 creates a task for the assigned user. When the user completes the task, the workflow changes from its initial state (Active) to its middle state (Resolved) and creates a task for the assigned user. When the user completes the task, the workflow changes from its middle state (Resolved) to its final state (Closed), and creates another task for the user to whom the workflow is assigned at that time. Note that this workflow is only supported on lists, not libraries.

6. Translation Management

 Manages manual document translation by creating copies of the document to be translated and by assigning translation tasks to translators. This workflow is available only for Translation Management libraries.

7. Issue Tracking

 Routes an issue to team members for resolution. It presents a Web page to the user who makes possible the entry of new issues.

 Ex: customer complaints.

As an issue progresses though different workflow states, the Web page of the user changes to reflect appropriate events; for example, a Web page that was closed when an issue is resolved.

Note:

Before using out of box workflows you need to activate SharePoint 2007 workflow feature.

All Out of Box workflows are sequential workflows only.

Can we design workflows using SharePoint designer?

Yes. We can design Sequential Workflows only. We can’t design State machine workflows.

State machine workflows can be designed by using visual studio.
you can design List Workflows, Reusable List Workflows and Site workflows using SharePoint designer 2010.