WORKING WITH WORKFLOW

PRESENTED BY: ERIC SCHAFFER PRODUCT MANAGER K2.COM

AGENDA

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Workflow Basics Item References SharePoint Wizards Workflow enabled SmartObjects The Worklist Workflow Reports

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WORKFLOW BASICS

K2 for SharePoint workflows can bind to lists or document libraries  There are three main options for how a K2 for SharePoint workflow is initiated at runtime  From a K2 SmartForms Form  From a SharePoint Event (Item Added, Updated, Checked In/Out)  Manual (SharePoint context menu)  For Beta all workflow design is done in the browser based tooling. At RTM wizards will be available in the K2 Studio and K2 for Visual Studio tooling

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ITEM REFERENCES

Item references are used within the Workflow to maintain a link between the workflow instance and the items in the backend system  In the case of SharePoint, list items or documents  Item references use SmartObjects  You can have more than one item reference per workflow instance  Example: Resume and offer letter  A single Item reference can contain more than one item  Example: Expense Receipts

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SHAREPOINT WIZARDS

Wizards are provided in the workflow to interact with SharePoint  The SharePoint wizards are using the new SmartWizard framework  A SmartWizard is a declarative wizard based upon SmartObjects  All the SharePoint wizard functionality is available through SmartObjects  The SharePoint wizards are Item Reference aware

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SHAREPOINT WIZARDS

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SmartWizards for SharePoint (Beta)

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Documents

 Upload Document, Get Document Reference, Update Document Properties, Delete Document, Copy Document, Move Document, Check In Document, Check Out Document, Undo Check Out Document 

List Items

 Create List Item, Get List Item Reference, Update List Item, Copy List Item, Move List Item, Delete List Item, Get List Item Attachments, Add List Item Attachments, Delete List Item Attachments (Specific/All) 

Folders

 Create Folder, Move Folder, Rename Folder, Delete Folder 

Lists

 Create List, Get List Reference, Update List, Delete List 

Libraries

 Create Library, Get Library Reference, Update Library, Delete Library 

Users

 Get User Reference, Add User to Group, Remove User From Group 

Groups

 Create Group, Get Group Reference, Update Group, Delete Group 

Sites

 Create Site, Get Site Reference, Update Site, Delete Site

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WORKFLOW ENABLED SMARTOBJECTS

 A SmartObject that does not have a SmartWizard can be exposed in the workflow designer  Edit the SmartObject and check the “Allow this SmartObject to be Used in Workflows” check box and click finish.

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THE WORKLIST

In Beta there a 2 worklists  The worklist web part  The worklist smartforms control  At RTM the worklist web part will use the worklist smartforms control

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WORKFLOW REPORTS

Additional workflow reporting controls are included in the K2 for SharePoint beta  These controls provide all the same functionality that the K2 workspace reports and K2 process portal reports provide  K2 process portals are not going to be available in the new K2 for SharePoint offering  Workflow reporting forms can be automatically generated for a workflow  Since the reports are just K2 smartforms, you can extend the generated reports or build your own.

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DEMO SCENARIO

Last week we created forms for our Expense Items list  This week we are going to add a 2 level approval workflow that can be kicked off from the Expense Items edit form  Once approved the workflow will update the approval status, generate a PDF snapshot of the expense item, upload the PDF to the finance site, and send an email with a link to the PDF.

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Demo

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SUMMARY

Today we saw how we could add a workflow to a forms and data application  Route the tasks dynamically to users based upon list metadata and look up values  Determine workflow branches based upon list item metadata  Create and reference new content across site boundaries from within the workflow  Worklist and reporting controls for smartforms  Based upon some questions I have received, next week will be a deeper technical look at the K2 for SharePoint architecture and authentication (Claims and OAuth)

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Q&A

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