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Getting started with Office 365 SharePoint Online Workflows : SharePoint Fest Chicago 2017

Prashant G Bhoyar (Microsoft MVP), profile picture
Prashant G Bhoyar (Microsoft MVP)

The document provides an overview of workflow options in SharePoint Online and Office 365, discussing tools like Microsoft Flow, SharePoint Designer, and Visual Studio for workflow creation and management. It highlights key differences between SharePoint 2010 and 2013 workflows, including advancements in design and functionality, as well as limitations like throttling in Office 365. Additionally, it emphasizes the future of Microsoft Flow as a successor to traditional workflow methods and the importance of exploring new options for enhanced workflow solutions.

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WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 1 SM @pgbhoyar #SPFestChicago Prashant G Bhoyar, MVP SharePoint Fest, Chicago, IL http://www.sharepointfest.com/Chicago 07 December 2017 Getting Started with Office 365/ SharePoint Online Workflows
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 2 SM @pgbhoyar #SPFestChicago Who AM I ? • Born and raised in India • Came to United States of America in 2007 for studies • University of Maryland College Park Alumni • Co-Author of the book “PowerShell for Office 365” • Technical Reviewer of the book “Pro : SharePoint 2013 Administration” • Organizer of SharePoint Saturday Baltimore (SPSBMORE) ➢ http://www.spsevents.org/city/baltimore/baltimoretecc • Organizer of SharePoint Saturday DC ( SPSDC ) ➢ http://www.spsevents.org/city/DC/summer2017 • Founder and Organizer of DC-Metro Office 365 User Group ➢ Monthly in person & online event ➢ http://www.meetup.com/DC-Metro-Office-365-User-Group/ • Recipient of Antarctic Service Medal • Microsoft MVP ( Most Valuable Professional) • Solution Architect at Withum Smith and Brown PC ➢ https://digital.withum.com ➢ Former Portal Solutions ➢ Focus on Microsoft Solutions and Services ➢ Works in Bethesda, Maryland Office Prashant G Bhoyar (PGB)
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 3 SM @pgbhoyar #SPFestChicago Withum Microsoft Solutions and Services 3 • Modern workplace • Office 365 Implementations/ Migrations • Turnkey Intranet Solution • Managed Services • Data Analytics • Enterprise Mobility + Security • Business Process Automation • Dynamics 365 • Azure
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 4 SM @pgbhoyar #SPFestChicago • 100 Level Session • Options • OOTB Workflows • SharePoint Designer 2013 • Visual Studio Workflows • Microsoft Flow • Flow vs SharePoint Designer 2013 workflows • Microsoft Logic Apps • Flow vs Logic Apps • Key Takeaways • Q&A Agenda
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 5 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 6 SM @pgbhoyar #SPFestChicago Audience Poll ▪ How many of you are IT pros? ▪ How many of you are Developers? ▪ How many of you are Power Users? ▪ How many of you are Business Users? ▪ How many of you are in charge of writing/maintaining the workflows? 6
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 7 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 8 SM @pgbhoyar #SPFestChicago Common Options/Tools to create Workflows in SharePoint Online User Interaction? • OOTB • SharePoint Designer 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Products • OOTB • SharePoint Designer 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Products • Remote Event Receivers • Azure Functions • SharePoint Web Hooks • Remote Timer Jobs • Custom Web Service Yes No
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 9 SM @pgbhoyar #SPFestChicago Remember ▪ Technology/Tool does not matter, problem solving does 9
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 10 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 11 SM @pgbhoyar #SPFestChicago Types of Workflows Sequential State Machine • Activities occur in sequence • On rejection , begin from start • Simple Business Processes example, Leave Request • Activities are not sequential • Can by pass activities based on business logic • Complex business processes example, Financial Aid
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 12 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 13 SM @pgbhoyar #SPFestChicago Typical SharePoint Workflow Life Cycle Initiation • When the workflow instance is started on list/library item Running • User Interaction via tasks ( optional) • Status page reflects the status of the workflows Termination • End of the workflow instance Association • When the workflow is associated with List/Library
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 14 SM @pgbhoyar #SPFestChicago SharePoint Online Workflow Architecture ▪ With SharePoint 2013 Microsoft released a new product called “Workflow Manager” ▪ SharePoint 2013 style Workflows are built using Workflow Foundation 4.5 and run out of SharePoint ▪ There is separate server Product called Workflow manager and is not part of SharePoint Infrastructure ▪ Communication between Workflow manager and client (SharePoint) occurs using REST API and Oauth ▪ SharePoint 2013 style Workflows are fully Declarative ▪ SP2013 workflows are no longer compiled into .NET assemblies instead XAML files defines workflow and their execution • No more custom code Source : https://support.microsoft.com/en-us/kb/3076399
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 15 SM @pgbhoyar #SPFestChicago High Level Architecture of SharePoint Workflow Infrastructure 15
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 16 SM @pgbhoyar #SPFestChicago ▪ Workflows are Fully Declarative ▪ SP2013 style workflows can call SP2010 style workflows ▪ SP2010 workflows created using SPD 2010 will continue to work in SharePoint Online but will not be upgraded to SP2013 style workflows ▪ Option of manual upgrade  16 Major Enhancements in SharePoint 2013 Style Workflows
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 17 SM @pgbhoyar #SPFestChicago ▪ List/Libraries ▪ No Content Types ▪ Solution : Check the content type column and then initiate the workflow ▪ Sites ▪ SPD 2013 Workflows ▪ Visual Studio Workflows 17 SharePoint 2013 Style Workflow Associations
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 18 SM @pgbhoyar #SPFestChicago • Browser/OOTB • SharePoint Designer 2013 • Visio 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Microsoft Logic Apps • Third Party Tool SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 19 SM @pgbhoyar #SPFestChicago 19 SharePoint Online OOTB Workflows ▪ No new additions ▪ Approval - SharePoint 2010 ▪ Collect Feedback - SharePoint 2010 ▪ Collect Signatures - SharePoint 2010 ▪ Disposition Approval ▪ Three-State Note: Uses SharePoint 2010 Workflow Host
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 20 SM @pgbhoyar #SPFestChicago • Browser • SharePoint Designer 2013 • Visio 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Microsoft Logic Apps • Third Party Tool SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 21 SM @pgbhoyar #SPFestChicago 21 ▪ Free download from Microsoft • https://www.microsoft.com/en- us/download/details.aspx?id=35491 • Supported Operating Systems  Windows 10 ,  Windows 7,  Windows 8,  Windows 8.1,  Windows Server 2008 R2,  Windows Server 2012,  Windows Server 2016 How to get SharePoint Designer 2013?
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 22 SM @pgbhoyar #SPFestChicago 22 Major Enhancements in SharePoint 2013 Designer Workflows ▪ A visual Workflow development experience that uses Visio 2013 ▪ New Actions for creating a task and starting a task ▪ A new Dictionary data type for working with complex data type ▪ New workflow building blocks such as Stage, Loop, and App Step ▪ A new action that enables no-code web service calls from within a workflow
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 23 SM @pgbhoyar #SPFestChicago 23 Improved Workflow Logic & Control SharePoint 2013 Designer ▪ Stages – Can create State Machine workflows using Stages ▪ Loop : Repeat one or more actions a specified number of times ▪ SP2010 Workflow Re-Use: SPD2013 enables starting an existing SP2010 workflow, including passing initiation parameters
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 24 SM @pgbhoyar #SPFestChicago New Workflow Activities & Actions New Actions & Activities Microsoft Project Specific Actions Assign a Task Get Property from [Dictionary/DynamicValue] Create a Project from Current Item Start a Task Process Count Items in [Dictionary/DynamicValue] Set the current project stage status to this value Go to This Stage Trim String Set the status field in the idea list item to this value Call HTTP Web Service Find Substring in String Wait for Project Event Start a List Workflow Replace Substring in String Set this field in the project to this value Start a Site Workflow Translate Document Build [Dictionary/DynamicValue] Set Workflow Status
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 25 SM @pgbhoyar #SPFestChicago Key Differences between SP2013 & SP2010 Style Workflows SharePoint 2010 Style Workflows SharePoint 2013 Style Workflows • Uses SharePoint 2010 Workflow Host • Impersonation Step • OOTB Visualization of Workflows • No loops, stages in Designer WFs • Custom task forms are InfoPath forms • Can capture Approval comments OOTB • Uses Workflow Manager • App Step • Need to create custom solution • Looping, stages are present • Custom task forms are .aspx pages • Need to implement custom solution
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 26 SM @pgbhoyar #SPFestChicago 26 Limitations of SharePoint 2013 Designer Workflows ▪ We can not start workflows on delete event ▪ No source control for SPD workflows ▪ String functions are limited ▪ Can not deploy workflows as SharePoint Apps/Add-Ins ▪ Can create workflows for SharePoint Online only ▪ Strict Throttling Limitations
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 27 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 28 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 ▪ In Office 365 workflow manager has strict throttling limits for SharePoint 2013 Style workflows ▪ The instance has exceeded the outbound http request quota for a 1.00:00:00 time period. The 5000 request limit was reached in <time>. • The request quota of 5000 request limits is per workflow per site collection in 24 hours • Analogy credit score ▪ Workflow instances can get suspended and we need to wait 24 hours to resume the suspended workflow instance by • clicking Resume for the workflow or • by using the SharePoint Workflow Client Object Model ▪ Suspended workflow instances will be terminated after 10 days. Source : https://support.microsoft.com/en-us/kb/3076399
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 29 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 30 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 ▪ There is no OOTB email alert if the workflow get suspended ▪ We can find the suspended workflows on the page /_layouts/15/WorkflowServiceHealth.aspx ▪ If we develop workflow as an “App” these throttling limitations do not apply • We have to use Visual Studio to develop the workflow as an App
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 31 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 – Design Consideration ▪ Avoid infinite loops • We may use “Wait for field change in current item” ▪ Avoid using a workflow to execute complex algorithms • Workflows are intended to manage document-driven, human processes and not to dispatch significant computational tasks. ▪ Avoid the use of the “Wait for Event in List Item" activity Source : https://support.microsoft.com/en-us/kb/3076399
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 32 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Flow/Logic Apps • Third Party Tools SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 33 SM @pgbhoyar #SPFestChicago 33 SharePoint Online Workflows Using Visual Studio 2012/2013/2015/2017 ▪ Declarative Approach ▪ Supports deployment as SharePoint Apps/Add-In ▪ You can use Source Control ▪ Create Custom Activities ▪ Create Custom Forms for workflows ▪ Set Breakpoints on Activities • Live debugging is available ☺
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 34 SM @pgbhoyar #SPFestChicago DEMO Rich Set of Actions/Activities in VS Toolbox
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 35 SM @pgbhoyar #SPFestChicago 35 Limitations of Visual Studio Workflows ▪ Develop workflow as an app ▪ Steep learning curve ▪ Visual Studio is a licensed product unlike SharePoint Designer ☺ • Visual Studio Community Edition  Check the license details ☺ ▪ Can create workflows for SharePoint Online only
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 36 SM @pgbhoyar #SPFestChicago Announcements ▪ There will NOT be SharePoint Designer(Breaker) 2016 • http://sharepoint-community.net/forum/topics/what-s-happening-to-sharepoint-designer-in-sharepoint- 2016-is-it • SharePoint 2013 Designer will be supported till 2026 ▪ Microsoft Flow • https://powerapps.microsoft.com/en-us/blog/introducing-microsoft-flow-and-announcing-the-public- preview-of-powerapps/ 36
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 37 SM @pgbhoyar #SPFestChicago What does this mean? ▪ SharePoint Designer Workflows most probably will have same fate as InfoPath forms services • Microsoft will continue to support • No future enhancements ▪ Time to explore other options • Microsoft Flow  https://flow.microsoft.com • Logic Apps  https://azure.microsoft.com/en-us/services/logic-apps/ • Visual Studio Workflows  Can deploy them only as “App” • Other Third Party Products 37
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 38 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 39 SM @pgbhoyar #SPFestChicago Microsoft Flow ▪ “Work Less, Do More!!!!!!” • https://flow.microsoft.com/en-us/blog/welcome-to-microsoft-flow/ ▪ Microsoft made the official announcement in April 2016 • https://powerapps.microsoft.com/en-us/blog/introducing-microsoft-flow-and- announcing-the-public-preview-of-powerapps/ ▪ SaaS offering – Successor to SharePoint 2013 Designer Workflows ▪ In-built connectors are available and you can publish your own as well • https://flow.microsoft.com/en-us/connectors/ ▪ You can use templates or start from Scratch • https://flow.microsoft.com/en-us/templates/ 39 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 40 SM @pgbhoyar #SPFestChicago Microsoft Flow ▪ Mobile App is available to track, manage and create Flows • https://flow.microsoft.com/en-us/blog/mobile-ios-launch/ ▪ On-Premise Gate way is available • https://docs.microsoft.com/en-us/flow/gateway-reference ▪ New Features are getting added frequently ▪ Create Workflows using Office 365 products/services, Microsoft Products and other third party Products 40 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 41 SM @pgbhoyar #SPFestChicago Microsoft Flow - Role 41 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/ Source :https://flow.microsoft.com/en-us/blog/flow-and-common-data-model/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 42 SM @pgbhoyar #SPFestChicago Microsoft Flow Components ▪ Connectors ( Service ) • https://flow.microsoft.com/en-us/connectors/ ▪ Triggers ▪ Actions ▪ Conditions 42 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 43 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ Features Free Flow for Office 365 & Flow for Dynamics 365 Flow Plan 1 Flow Plan 2 Create unlimited automated workflows and powerful multi- step processes Maximum number of runs per month (per user) 750 2000 4500 15000 Maximum flow frequency 15 minutes 5 Minutes 3 Minutes 1 Minute Access your flows on native apps for iOS and Android Create flows from thousands of templates available in the public gallery Publish flows to the public gallery SLA Not Available 99.9% 99.9% 99.9% Source :https://flow.microsoft.com/en-us/pricing/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 44 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ Features Free Flow for Office 365 & Flow for Dynamics 365 Flow Plan 1 Flow Plan 2 Connect to Office 365, Dynamics 365, Azure SQL, and other Microsoft services Connect to common cloud-based services like Twitter and Wordpress using standard connectors Connect to line of business services like Salesforce and Oracle using premium connectors Access on-premises data using on-premises data gateway Create custom connectors to connect to your own systems (per user) One One Unlimited Unlimited Create environments to deploy your flows ( per user ) Two Invite others to share ownership and run flows View flow usage across your company Establish environment policies regarding the usage of different connections and flows
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 45 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ ▪ Flow Free ▪ Flow Plan 1 • USD 5/per user/month ▪ Flow Plan 2 • USD 15/per User/month ▪ For these plans the number of flow runs is aggregated across all users in the company. ▪ If your company exceeds more than the included runs per month per user, you can buy an additional quota of runs per month: • For every additional: 50,000 runs • Added cost / month: USD $40.00 45 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 46 SM @pgbhoyar #SPFestChicago Flow vs SharePoint Designer 2013 Workflows Flow SharePoint Designer 2013 Workflows • Create workflows using Office 365 Products/Services, Microsoft Products, Third Party Products • Pay as per the usage • Packaging and deployment • New features are getting added frequently • Right now more suited for individual workflows • Create workflows for SharePoint • Free • Manual Option or custom code • I don’t anticipate any new features will get added • Can create enterprise workflows
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 47 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 48 SM @pgbhoyar #SPFestChicago 48 ▪ It is fully managed iPaaS(integrated Platform as a service) ▪ Allows developers not to have worry about building hosting, scalability, availability and management ▪ Scale up automatically to meet the demand ▪ Provides a way to implement scalable integrations and workflows in the cloud ▪ Many connectors are available across cloud and on premise ▪ Begins with the trigger ▪ Use with custom API apps of your own What are Logic Apps? Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic-apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 49 SM @pgbhoyar #SPFestChicago Logic Apps Key Concepts? ▪ Workflow - Logic Apps provides a graphical way to model your business processes as a series of steps or a workflow. ▪ Managed Connectors - Your logic apps need access to data and services. Managed connectors are created specifically to aid you when you are connecting to and working with your data. See the list of connectors available now in managed connectors. ▪ Trigger - Some Managed Connectors can also act as a trigger. A trigger starts a new instance of a workflow based on a specific event, like the arrival of an e-mail or a change in your Azure Storage account. ▪ Actions - Each step after the trigger in a workflow is called an action. Each action typically maps to an operation on your managed connector or custom API apps. ▪ Enterprise Integration Pack - For more advanced integration scenarios, Logic Apps includes capabilities from BizTalk. BizTalk is Microsoft's industry leading integration platform. The Enterprise Integration Pack connectors allow you to easily include validation, transformation, and more in to your Logic App workflows. 49 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 50 SM @pgbhoyar #SPFestChicago Logic Apps Pricing – As of December 07th 2017 ☺ Price per execution Actions $0.000025 Standard Connectors $0.000125 Enterprise Connectors $0.001 Source :https://azure.microsoft.com/en-us/pricing/details/logic-apps/ ▪ Pay only for what you use ▪ Every time a Logic App definition runs the triggers, action and connector executions are metered ▪ Data retention: $0.12 GB/month ▪ Flexible support plans starting at $29/month
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 51 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 52 SM @pgbhoyar #SPFestChicago Logic Apps vs Flow Logic Apps Flow • Target Audience : IT Pros, Developers • Design Tools : In-Browser, Visual Studio, Code View is available • DevOps : source control, testing, support, and automation and manageability in Azure Resource Management • Admin Center : https://portal.azure.com • No direct integration with modern SP list and libraries • Target Audience : Office Workers, Business Users • Design Tools : In-Browser and mobile only, UI only • DevOps : Ad-hoc, develop in production • Admin Center : https://flow.microsoft.com • Direct integration with modern SP list and libraries • Export and enhance using Logic Apps
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 53 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 54 SM @pgbhoyar #SPFestChicago Third Party Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 55 SM @pgbhoyar #SPFestChicago Third Party Tools
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 56 SM @pgbhoyar #SPFestChicago 56 ▪ Requirements ▪ Limitations ▪ Life Cycle ▪ Functionality ▪ Budget/Resources Factors to Consider
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 57 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 58 SM @pgbhoyar #SPFestChicago Which one to use? ▪ For new workflows with user interaction, as of today ( 07th December 2017), I recommend to use the options in following order ☺ • OOTB Workflows • Flow • Logic Apps • Visual Studio Workflow as an App • SharePoint 2013 Style Workflows using SPD 2013 • SharePoint 2010 Style Workflows using SPD 2013 58
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 59 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 60 SM @pgbhoyar #SPFestChicago ▪ Sign up for Office 365 Developer Program at http://dev.office.com/ ▪ Get 1 year of Office 365 subscription for free ▪ Excellent for personal development use ▪ 1 Month Trial ▪ https://products.office.com/en- us/business/compare-office-365- for-business-plans 60 How to get personal Office 365 Developer Tenant?
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 61 SM @pgbhoyar #SPFestChicago
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 62 SM @pgbhoyar #SPFestChicago 62 How to get personal Azure Subscription? ▪ If you have MSDN Enterprise subscription ▪ You can get $150/month Azure credits for free ▪ Sign Up for Free trial : https://azure.microsoft.com/ ▪ Credit Card is required ▪ Microsoft Imagine ▪ Former Dreamspark ▪ No credit card required ▪ Valid .edu account from participating school/institution ▪ Limited feature sets
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 63 SM @pgbhoyar #SPFestChicago • Options • OOTB Workflows • SharePoint Designer 2013 • Visual Studio Workflows • Microsoft Flow • Flow vs SharePoint Designer 2013 workflows • Microsoft Logic Apps • Flow vs Logic Apps Recap
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 64 SM @pgbhoyar #SPFestChicago Other SPFest Chicago 2017 Sessions ▪ BI 201 - Building Business Applications for Office 365/ SharePoint Online using Azure Machine Learning • December 08th 2017 : 8.30 – 9.45 AM CST 64
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 65 SM @pgbhoyar #SPFestChicago Other SPFest Chicago 2017 Workflow Sessions ▪ WF 103 - Flow: The Future of Automation in SharePoin ▪ WF 104 - Business Process Automation for SharePoint ▪ PWR 105 - No-Code Forms and Workflow Tools of the SharePoint Trade ▪ WF105 - Intelligent Processes Automation: Principles and Tactics ▪ DEV 201 - Using Logic Apps to Automate Your Processes ▪ WF 203 - Advanced SharePoint Designer 2013 Workflows ▪ WF 204 - Business Process Automation: Advanced Workflow Solutions ▪ WF 205 -SharePoint Workflow for Cross-Site data, web services, and Flow 65
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 66 SM @pgbhoyar #SPFestChicago Key Takeaways ▪ Technology/Tool does not matter, problem solving does ▪ Do some research before selecting the tool ▪ Sign up for Developer Program using https://dev.office.com/
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 67 SM @pgbhoyar #SPFestChicago References MSDN/TechNet: ▪ https://dev.office.com/sharepoint/docs/general-development/sharepoint-workflow-fundamentals ▪ https://technet.microsoft.com/en-us/library/jj227177.aspx ▪ https://flow.microsoft.com/en-us/blog/ ▪ https://msdn.microsoft.com/en-us/library/office/jj163181.aspx ▪ https://msdn.microsoft.com/en-us/library/office/fp142380.aspx ▪ https://msdn.microsoft.com/en-us/library/office/jj822159.aspx ▪ https://support.microsoft.com/en-us/help/3076399/sharepoint-2013-workflow-throttling-and-performance-in-sharepoint- online-and-project-online ▪ http://www.slideshare.net/pgbhoyar/how-to-develop-maintainable-custom-workflows-in-office365-sharepoint-online- 20160628new-jersey-sharepoint-user-group-63617565 ▪ https://docs.microsoft.com/en-us/flow/gateway-reference ▪ https://docs.microsoft.com/en-us/azure/azure-functions/functions-compare-logic-apps-ms-flow-webjobs ▪ https://azure.microsoft.com/en-us/services/logic-apps/ Training Videos (Paid): ▪ http://www.Pluralsight.com
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 68 SM @pgbhoyar #SPFestChicago Q&A
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 69 SM @pgbhoyar #SPFestChicago Event Eval
WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 70 SM @pgbhoyar #SPFestChicago Questions? Feedback? Contact me: ▪ Email: pgbhoyar@gmail.com ▪ Twitter: @PGBhoyar ▪ Blog: http://pgbhoyar.com ▪ LinkedIn: https://www.linkedin.com/in/pgbhoyar/ ▪ Slides :https://www.slideshare.net/pgbhoyar ▪ Free Consulting/ Q&A: https://pgbhoyar.com/free-question-answer-session/ ▪ Feedback : Please provide feedback ▪ Event App ▪ Email Thank You Organizers, Sponsors and You for Making this Possible.

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Getting started with Office 365 SharePoint Online Workflows : SharePoint Fest Chicago 2017

  • 1. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 1 SM @pgbhoyar #SPFestChicago Prashant G Bhoyar, MVP SharePoint Fest, Chicago, IL http://www.sharepointfest.com/Chicago 07 December 2017 Getting Started with Office 365/ SharePoint Online Workflows
  • 2. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 2 SM @pgbhoyar #SPFestChicago Who AM I ? • Born and raised in India • Came to United States of America in 2007 for studies • University of Maryland College Park Alumni • Co-Author of the book “PowerShell for Office 365” • Technical Reviewer of the book “Pro : SharePoint 2013 Administration” • Organizer of SharePoint Saturday Baltimore (SPSBMORE) ➢ http://www.spsevents.org/city/baltimore/baltimoretecc • Organizer of SharePoint Saturday DC ( SPSDC ) ➢ http://www.spsevents.org/city/DC/summer2017 • Founder and Organizer of DC-Metro Office 365 User Group ➢ Monthly in person & online event ➢ http://www.meetup.com/DC-Metro-Office-365-User-Group/ • Recipient of Antarctic Service Medal • Microsoft MVP ( Most Valuable Professional) • Solution Architect at Withum Smith and Brown PC ➢ https://digital.withum.com ➢ Former Portal Solutions ➢ Focus on Microsoft Solutions and Services ➢ Works in Bethesda, Maryland Office Prashant G Bhoyar (PGB)
  • 3. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 3 SM @pgbhoyar #SPFestChicago Withum Microsoft Solutions and Services 3 • Modern workplace • Office 365 Implementations/ Migrations • Turnkey Intranet Solution • Managed Services • Data Analytics • Enterprise Mobility + Security • Business Process Automation • Dynamics 365 • Azure
  • 4. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 4 SM @pgbhoyar #SPFestChicago • 100 Level Session • Options • OOTB Workflows • SharePoint Designer 2013 • Visual Studio Workflows • Microsoft Flow • Flow vs SharePoint Designer 2013 workflows • Microsoft Logic Apps • Flow vs Logic Apps • Key Takeaways • Q&A Agenda
  • 5. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 5 SM @pgbhoyar #SPFestChicago
  • 6. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 6 SM @pgbhoyar #SPFestChicago Audience Poll ▪ How many of you are IT pros? ▪ How many of you are Developers? ▪ How many of you are Power Users? ▪ How many of you are Business Users? ▪ How many of you are in charge of writing/maintaining the workflows? 6
  • 7. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 7 SM @pgbhoyar #SPFestChicago
  • 8. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 8 SM @pgbhoyar #SPFestChicago Common Options/Tools to create Workflows in SharePoint Online User Interaction? • OOTB • SharePoint Designer 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Products • OOTB • SharePoint Designer 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Products • Remote Event Receivers • Azure Functions • SharePoint Web Hooks • Remote Timer Jobs • Custom Web Service Yes No
  • 9. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 9 SM @pgbhoyar #SPFestChicago Remember ▪ Technology/Tool does not matter, problem solving does 9
  • 10. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 10 SM @pgbhoyar #SPFestChicago
  • 11. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 11 SM @pgbhoyar #SPFestChicago Types of Workflows Sequential State Machine • Activities occur in sequence • On rejection , begin from start • Simple Business Processes example, Leave Request • Activities are not sequential • Can by pass activities based on business logic • Complex business processes example, Financial Aid
  • 12. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 12 SM @pgbhoyar #SPFestChicago
  • 13. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 13 SM @pgbhoyar #SPFestChicago Typical SharePoint Workflow Life Cycle Initiation • When the workflow instance is started on list/library item Running • User Interaction via tasks ( optional) • Status page reflects the status of the workflows Termination • End of the workflow instance Association • When the workflow is associated with List/Library
  • 14. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 14 SM @pgbhoyar #SPFestChicago SharePoint Online Workflow Architecture ▪ With SharePoint 2013 Microsoft released a new product called “Workflow Manager” ▪ SharePoint 2013 style Workflows are built using Workflow Foundation 4.5 and run out of SharePoint ▪ There is separate server Product called Workflow manager and is not part of SharePoint Infrastructure ▪ Communication between Workflow manager and client (SharePoint) occurs using REST API and Oauth ▪ SharePoint 2013 style Workflows are fully Declarative ▪ SP2013 workflows are no longer compiled into .NET assemblies instead XAML files defines workflow and their execution • No more custom code Source : https://support.microsoft.com/en-us/kb/3076399
  • 15. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 15 SM @pgbhoyar #SPFestChicago High Level Architecture of SharePoint Workflow Infrastructure 15
  • 16. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 16 SM @pgbhoyar #SPFestChicago ▪ Workflows are Fully Declarative ▪ SP2013 style workflows can call SP2010 style workflows ▪ SP2010 workflows created using SPD 2010 will continue to work in SharePoint Online but will not be upgraded to SP2013 style workflows ▪ Option of manual upgrade  16 Major Enhancements in SharePoint 2013 Style Workflows
  • 17. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 17 SM @pgbhoyar #SPFestChicago ▪ List/Libraries ▪ No Content Types ▪ Solution : Check the content type column and then initiate the workflow ▪ Sites ▪ SPD 2013 Workflows ▪ Visual Studio Workflows 17 SharePoint 2013 Style Workflow Associations
  • 18. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 18 SM @pgbhoyar #SPFestChicago • Browser/OOTB • SharePoint Designer 2013 • Visio 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Microsoft Logic Apps • Third Party Tool SharePoint Online Workflow Tools
  • 19. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 19 SM @pgbhoyar #SPFestChicago 19 SharePoint Online OOTB Workflows ▪ No new additions ▪ Approval - SharePoint 2010 ▪ Collect Feedback - SharePoint 2010 ▪ Collect Signatures - SharePoint 2010 ▪ Disposition Approval ▪ Three-State Note: Uses SharePoint 2010 Workflow Host
  • 20. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 20 SM @pgbhoyar #SPFestChicago • Browser • SharePoint Designer 2013 • Visio 2013 • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Microsoft Logic Apps • Third Party Tool SharePoint Online Workflow Tools
  • 21. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 21 SM @pgbhoyar #SPFestChicago 21 ▪ Free download from Microsoft • https://www.microsoft.com/en- us/download/details.aspx?id=35491 • Supported Operating Systems  Windows 10 ,  Windows 7,  Windows 8,  Windows 8.1,  Windows Server 2008 R2,  Windows Server 2012,  Windows Server 2016 How to get SharePoint Designer 2013?
  • 22. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 22 SM @pgbhoyar #SPFestChicago 22 Major Enhancements in SharePoint 2013 Designer Workflows ▪ A visual Workflow development experience that uses Visio 2013 ▪ New Actions for creating a task and starting a task ▪ A new Dictionary data type for working with complex data type ▪ New workflow building blocks such as Stage, Loop, and App Step ▪ A new action that enables no-code web service calls from within a workflow
  • 23. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 23 SM @pgbhoyar #SPFestChicago 23 Improved Workflow Logic & Control SharePoint 2013 Designer ▪ Stages – Can create State Machine workflows using Stages ▪ Loop : Repeat one or more actions a specified number of times ▪ SP2010 Workflow Re-Use: SPD2013 enables starting an existing SP2010 workflow, including passing initiation parameters
  • 24. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 24 SM @pgbhoyar #SPFestChicago New Workflow Activities & Actions New Actions & Activities Microsoft Project Specific Actions Assign a Task Get Property from [Dictionary/DynamicValue] Create a Project from Current Item Start a Task Process Count Items in [Dictionary/DynamicValue] Set the current project stage status to this value Go to This Stage Trim String Set the status field in the idea list item to this value Call HTTP Web Service Find Substring in String Wait for Project Event Start a List Workflow Replace Substring in String Set this field in the project to this value Start a Site Workflow Translate Document Build [Dictionary/DynamicValue] Set Workflow Status
  • 25. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 25 SM @pgbhoyar #SPFestChicago Key Differences between SP2013 & SP2010 Style Workflows SharePoint 2010 Style Workflows SharePoint 2013 Style Workflows • Uses SharePoint 2010 Workflow Host • Impersonation Step • OOTB Visualization of Workflows • No loops, stages in Designer WFs • Custom task forms are InfoPath forms • Can capture Approval comments OOTB • Uses Workflow Manager • App Step • Need to create custom solution • Looping, stages are present • Custom task forms are .aspx pages • Need to implement custom solution
  • 26. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 26 SM @pgbhoyar #SPFestChicago 26 Limitations of SharePoint 2013 Designer Workflows ▪ We can not start workflows on delete event ▪ No source control for SPD workflows ▪ String functions are limited ▪ Can not deploy workflows as SharePoint Apps/Add-Ins ▪ Can create workflows for SharePoint Online only ▪ Strict Throttling Limitations
  • 27. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 27 SM @pgbhoyar #SPFestChicago
  • 28. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 28 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 ▪ In Office 365 workflow manager has strict throttling limits for SharePoint 2013 Style workflows ▪ The instance has exceeded the outbound http request quota for a 1.00:00:00 time period. The 5000 request limit was reached in <time>. • The request quota of 5000 request limits is per workflow per site collection in 24 hours • Analogy credit score ▪ Workflow instances can get suspended and we need to wait 24 hours to resume the suspended workflow instance by • clicking Resume for the workflow or • by using the SharePoint Workflow Client Object Model ▪ Suspended workflow instances will be terminated after 10 days. Source : https://support.microsoft.com/en-us/kb/3076399
  • 29. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 29 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365
  • 30. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 30 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 ▪ There is no OOTB email alert if the workflow get suspended ▪ We can find the suspended workflows on the page /_layouts/15/WorkflowServiceHealth.aspx ▪ If we develop workflow as an “App” these throttling limitations do not apply • We have to use Visual Studio to develop the workflow as an App
  • 31. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 31 SM @pgbhoyar #SPFestChicago Throttling Limits in Office 365 – Design Consideration ▪ Avoid infinite loops • We may use “Wait for field change in current item” ▪ Avoid using a workflow to execute complex algorithms • Workflows are intended to manage document-driven, human processes and not to dispatch significant computational tasks. ▪ Avoid the use of the “Wait for Event in List Item" activity Source : https://support.microsoft.com/en-us/kb/3076399
  • 32. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 32 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Flow/Logic Apps • Third Party Tools SharePoint Online Workflow Tools
  • 33. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 33 SM @pgbhoyar #SPFestChicago 33 SharePoint Online Workflows Using Visual Studio 2012/2013/2015/2017 ▪ Declarative Approach ▪ Supports deployment as SharePoint Apps/Add-In ▪ You can use Source Control ▪ Create Custom Activities ▪ Create Custom Forms for workflows ▪ Set Breakpoints on Activities • Live debugging is available ☺
  • 34. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 34 SM @pgbhoyar #SPFestChicago DEMO Rich Set of Actions/Activities in VS Toolbox
  • 35. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 35 SM @pgbhoyar #SPFestChicago 35 Limitations of Visual Studio Workflows ▪ Develop workflow as an app ▪ Steep learning curve ▪ Visual Studio is a licensed product unlike SharePoint Designer ☺ • Visual Studio Community Edition  Check the license details ☺ ▪ Can create workflows for SharePoint Online only
  • 36. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 36 SM @pgbhoyar #SPFestChicago Announcements ▪ There will NOT be SharePoint Designer(Breaker) 2016 • http://sharepoint-community.net/forum/topics/what-s-happening-to-sharepoint-designer-in-sharepoint- 2016-is-it • SharePoint 2013 Designer will be supported till 2026 ▪ Microsoft Flow • https://powerapps.microsoft.com/en-us/blog/introducing-microsoft-flow-and-announcing-the-public- preview-of-powerapps/ 36
  • 37. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 37 SM @pgbhoyar #SPFestChicago What does this mean? ▪ SharePoint Designer Workflows most probably will have same fate as InfoPath forms services • Microsoft will continue to support • No future enhancements ▪ Time to explore other options • Microsoft Flow  https://flow.microsoft.com • Logic Apps  https://azure.microsoft.com/en-us/services/logic-apps/ • Visual Studio Workflows  Can deploy them only as “App” • Other Third Party Products 37
  • 38. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 38 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
  • 39. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 39 SM @pgbhoyar #SPFestChicago Microsoft Flow ▪ “Work Less, Do More!!!!!!” • https://flow.microsoft.com/en-us/blog/welcome-to-microsoft-flow/ ▪ Microsoft made the official announcement in April 2016 • https://powerapps.microsoft.com/en-us/blog/introducing-microsoft-flow-and- announcing-the-public-preview-of-powerapps/ ▪ SaaS offering – Successor to SharePoint 2013 Designer Workflows ▪ In-built connectors are available and you can publish your own as well • https://flow.microsoft.com/en-us/connectors/ ▪ You can use templates or start from Scratch • https://flow.microsoft.com/en-us/templates/ 39 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
  • 40. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 40 SM @pgbhoyar #SPFestChicago Microsoft Flow ▪ Mobile App is available to track, manage and create Flows • https://flow.microsoft.com/en-us/blog/mobile-ios-launch/ ▪ On-Premise Gate way is available • https://docs.microsoft.com/en-us/flow/gateway-reference ▪ New Features are getting added frequently ▪ Create Workflows using Office 365 products/services, Microsoft Products and other third party Products 40 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
  • 41. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 41 SM @pgbhoyar #SPFestChicago Microsoft Flow - Role 41 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/ Source :https://flow.microsoft.com/en-us/blog/flow-and-common-data-model/
  • 42. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 42 SM @pgbhoyar #SPFestChicago Microsoft Flow Components ▪ Connectors ( Service ) • https://flow.microsoft.com/en-us/connectors/ ▪ Triggers ▪ Actions ▪ Conditions 42 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
  • 43. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 43 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ Features Free Flow for Office 365 & Flow for Dynamics 365 Flow Plan 1 Flow Plan 2 Create unlimited automated workflows and powerful multi- step processes Maximum number of runs per month (per user) 750 2000 4500 15000 Maximum flow frequency 15 minutes 5 Minutes 3 Minutes 1 Minute Access your flows on native apps for iOS and Android Create flows from thousands of templates available in the public gallery Publish flows to the public gallery SLA Not Available 99.9% 99.9% 99.9% Source :https://flow.microsoft.com/en-us/pricing/
  • 44. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 44 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ Features Free Flow for Office 365 & Flow for Dynamics 365 Flow Plan 1 Flow Plan 2 Connect to Office 365, Dynamics 365, Azure SQL, and other Microsoft services Connect to common cloud-based services like Twitter and Wordpress using standard connectors Connect to line of business services like Salesforce and Oracle using premium connectors Access on-premises data using on-premises data gateway Create custom connectors to connect to your own systems (per user) One One Unlimited Unlimited Create environments to deploy your flows ( per user ) Two Invite others to share ownership and run flows View flow usage across your company Establish environment policies regarding the usage of different connections and flows
  • 45. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 45 SM @pgbhoyar #SPFestChicago Flow Pricing – As of December 07th 2017 ☺ ▪ Flow Free ▪ Flow Plan 1 • USD 5/per user/month ▪ Flow Plan 2 • USD 15/per User/month ▪ For these plans the number of flow runs is aggregated across all users in the company. ▪ If your company exceeds more than the included runs per month per user, you can buy an additional quota of runs per month: • For every additional: 50,000 runs • Added cost / month: USD $40.00 45 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
  • 46. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 46 SM @pgbhoyar #SPFestChicago Flow vs SharePoint Designer 2013 Workflows Flow SharePoint Designer 2013 Workflows • Create workflows using Office 365 Products/Services, Microsoft Products, Third Party Products • Pay as per the usage • Packaging and deployment • New features are getting added frequently • Right now more suited for individual workflows • Create workflows for SharePoint • Free • Manual Option or custom code • I don’t anticipate any new features will get added • Can create enterprise workflows
  • 47. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 47 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
  • 48. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 48 SM @pgbhoyar #SPFestChicago 48 ▪ It is fully managed iPaaS(integrated Platform as a service) ▪ Allows developers not to have worry about building hosting, scalability, availability and management ▪ Scale up automatically to meet the demand ▪ Provides a way to implement scalable integrations and workflows in the cloud ▪ Many connectors are available across cloud and on premise ▪ Begins with the trigger ▪ Use with custom API apps of your own What are Logic Apps? Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic-apps/
  • 49. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 49 SM @pgbhoyar #SPFestChicago Logic Apps Key Concepts? ▪ Workflow - Logic Apps provides a graphical way to model your business processes as a series of steps or a workflow. ▪ Managed Connectors - Your logic apps need access to data and services. Managed connectors are created specifically to aid you when you are connecting to and working with your data. See the list of connectors available now in managed connectors. ▪ Trigger - Some Managed Connectors can also act as a trigger. A trigger starts a new instance of a workflow based on a specific event, like the arrival of an e-mail or a change in your Azure Storage account. ▪ Actions - Each step after the trigger in a workflow is called an action. Each action typically maps to an operation on your managed connector or custom API apps. ▪ Enterprise Integration Pack - For more advanced integration scenarios, Logic Apps includes capabilities from BizTalk. BizTalk is Microsoft's industry leading integration platform. The Enterprise Integration Pack connectors allow you to easily include validation, transformation, and more in to your Logic App workflows. 49 Source :https://azure.microsoft.com/en-us/documentation/articles/app-service-logic-what-are-logic- apps/
  • 50. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 50 SM @pgbhoyar #SPFestChicago Logic Apps Pricing – As of December 07th 2017 ☺ Price per execution Actions $0.000025 Standard Connectors $0.000125 Enterprise Connectors $0.001 Source :https://azure.microsoft.com/en-us/pricing/details/logic-apps/ ▪ Pay only for what you use ▪ Every time a Logic App definition runs the triggers, action and connector executions are metered ▪ Data retention: $0.12 GB/month ▪ Flexible support plans starting at $29/month
  • 51. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 51 SM @pgbhoyar #SPFestChicago
  • 52. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 52 SM @pgbhoyar #SPFestChicago Logic Apps vs Flow Logic Apps Flow • Target Audience : IT Pros, Developers • Design Tools : In-Browser, Visual Studio, Code View is available • DevOps : source control, testing, support, and automation and manageability in Azure Resource Management • Admin Center : https://portal.azure.com • No direct integration with modern SP list and libraries • Target Audience : Office Workers, Business Users • Design Tools : In-Browser and mobile only, UI only • DevOps : Ad-hoc, develop in production • Admin Center : https://flow.microsoft.com • Direct integration with modern SP list and libraries • Export and enhance using Logic Apps
  • 53. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 53 SM @pgbhoyar #SPFestChicago • Browser • Visio 2013 • SharePoint 2013 Designer • Visual Studio 2012/2013/2015/2017 • Microsoft Flow • Logic Apps • Third Party Tools SharePoint Online Workflow Tools
  • 54. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 54 SM @pgbhoyar #SPFestChicago Third Party Tools
  • 55. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 55 SM @pgbhoyar #SPFestChicago Third Party Tools
  • 56. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 56 SM @pgbhoyar #SPFestChicago 56 ▪ Requirements ▪ Limitations ▪ Life Cycle ▪ Functionality ▪ Budget/Resources Factors to Consider
  • 57. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 57 SM @pgbhoyar #SPFestChicago
  • 58. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 58 SM @pgbhoyar #SPFestChicago Which one to use? ▪ For new workflows with user interaction, as of today ( 07th December 2017), I recommend to use the options in following order ☺ • OOTB Workflows • Flow • Logic Apps • Visual Studio Workflow as an App • SharePoint 2013 Style Workflows using SPD 2013 • SharePoint 2010 Style Workflows using SPD 2013 58
  • 59. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 59 SM @pgbhoyar #SPFestChicago
  • 60. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 60 SM @pgbhoyar #SPFestChicago ▪ Sign up for Office 365 Developer Program at http://dev.office.com/ ▪ Get 1 year of Office 365 subscription for free ▪ Excellent for personal development use ▪ 1 Month Trial ▪ https://products.office.com/en- us/business/compare-office-365- for-business-plans 60 How to get personal Office 365 Developer Tenant?
  • 61. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 61 SM @pgbhoyar #SPFestChicago
  • 62. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 62 SM @pgbhoyar #SPFestChicago 62 How to get personal Azure Subscription? ▪ If you have MSDN Enterprise subscription ▪ You can get $150/month Azure credits for free ▪ Sign Up for Free trial : https://azure.microsoft.com/ ▪ Credit Card is required ▪ Microsoft Imagine ▪ Former Dreamspark ▪ No credit card required ▪ Valid .edu account from participating school/institution ▪ Limited feature sets
  • 63. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 63 SM @pgbhoyar #SPFestChicago • Options • OOTB Workflows • SharePoint Designer 2013 • Visual Studio Workflows • Microsoft Flow • Flow vs SharePoint Designer 2013 workflows • Microsoft Logic Apps • Flow vs Logic Apps Recap
  • 64. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 64 SM @pgbhoyar #SPFestChicago Other SPFest Chicago 2017 Sessions ▪ BI 201 - Building Business Applications for Office 365/ SharePoint Online using Azure Machine Learning • December 08th 2017 : 8.30 – 9.45 AM CST 64
  • 65. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 65 SM @pgbhoyar #SPFestChicago Other SPFest Chicago 2017 Workflow Sessions ▪ WF 103 - Flow: The Future of Automation in SharePoin ▪ WF 104 - Business Process Automation for SharePoint ▪ PWR 105 - No-Code Forms and Workflow Tools of the SharePoint Trade ▪ WF105 - Intelligent Processes Automation: Principles and Tactics ▪ DEV 201 - Using Logic Apps to Automate Your Processes ▪ WF 203 - Advanced SharePoint Designer 2013 Workflows ▪ WF 204 - Business Process Automation: Advanced Workflow Solutions ▪ WF 205 -SharePoint Workflow for Cross-Site data, web services, and Flow 65
  • 66. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 66 SM @pgbhoyar #SPFestChicago Key Takeaways ▪ Technology/Tool does not matter, problem solving does ▪ Do some research before selecting the tool ▪ Sign up for Developer Program using https://dev.office.com/
  • 67. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 67 SM @pgbhoyar #SPFestChicago References MSDN/TechNet: ▪ https://dev.office.com/sharepoint/docs/general-development/sharepoint-workflow-fundamentals ▪ https://technet.microsoft.com/en-us/library/jj227177.aspx ▪ https://flow.microsoft.com/en-us/blog/ ▪ https://msdn.microsoft.com/en-us/library/office/jj163181.aspx ▪ https://msdn.microsoft.com/en-us/library/office/fp142380.aspx ▪ https://msdn.microsoft.com/en-us/library/office/jj822159.aspx ▪ https://support.microsoft.com/en-us/help/3076399/sharepoint-2013-workflow-throttling-and-performance-in-sharepoint- online-and-project-online ▪ http://www.slideshare.net/pgbhoyar/how-to-develop-maintainable-custom-workflows-in-office365-sharepoint-online- 20160628new-jersey-sharepoint-user-group-63617565 ▪ https://docs.microsoft.com/en-us/flow/gateway-reference ▪ https://docs.microsoft.com/en-us/azure/azure-functions/functions-compare-logic-apps-ms-flow-webjobs ▪ https://azure.microsoft.com/en-us/services/logic-apps/ Training Videos (Paid): ▪ http://www.Pluralsight.com
  • 68. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 68 SM @pgbhoyar #SPFestChicago Q&A
  • 69. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 69 SM @pgbhoyar #SPFestChicago Event Eval
  • 70. WithumSmith+Brown, PC | BE IN A POSITION OF STRENGTH 70 SM @pgbhoyar #SPFestChicago Questions? Feedback? Contact me: ▪ Email: [email protected] ▪ Twitter: @PGBhoyar ▪ Blog: http://pgbhoyar.com ▪ LinkedIn: https://www.linkedin.com/in/pgbhoyar/ ▪ Slides :https://www.slideshare.net/pgbhoyar ▪ Free Consulting/ Q&A: https://pgbhoyar.com/free-question-answer-session/ ▪ Feedback : Please provide feedback ▪ Event App ▪ Email Thank You Organizers, Sponsors and You for Making this Possible.