GR8 SharePoint Conference - Best Practices: Workflows and Forms Development
- 1. Best Practices: Workflow and Forms Development April 5, 2012 David Gwyn VP, Research & Development and Collaboration Jonathan Matcho Solution Architect 1
- 2. Agenda • Workflow • Overview • Initial Approach • Design • Forms • Design • Creation • Information Architecture • Workflow Authoring Tools • Form Authoring Tools • Summary 2
- 3. Workflow Overview Workflows consist of two elements: • Forms that a workflow uses to interact with its users • Logic that defines the workflow’s behavior Workflows in SharePoint 2010: • Reduce dependency on human interaction • Provide repeatable processes beyond static paper- based standard operating procedures • Allow scaling of activities across multiple personnel • Integrate process automation in other line of business applications 3
- 4. Initial Workflow Approach • If not carefully managed, the “simple workflow” project can become as complex as a custom- developed application • Approach a new toolset and newly minted development team with caution: • Significant benefits can be achieved by segmenting a large program into multiple releases as both business and development team learn about workflow 4
- 5. Workflow Design • Bridge the language of the business with the language of the developers • The method for depicting business processes can be vastly different from the workflow techniques used to deliver the process • Select method for capturing the processes and flow • Traditional classic workflow diagram (Visio Stencil) • Cross-functional swim lane diagrams • UML Activity Diagrams • UML Sequence Diagrams 5
- 6. Workflow Design (continued) Two views of the same problem… 6
- 7. Workflow Design (continued) • Do not rush to build – invest the time to walk through the workflow before building the solution and get sign-off (blueprints vs. spec. homes) • Utilize tools such as Balsamiq Mock-ups to illustrate the user interaction with the system 7
- 8. Form Design • The tendency exists to include every conceivable option within a form • Paper forms have different requirements than electronic forms • A User Experience person might suggest improvements, but… • Verify form design is possible (practical) with the assigned development team The phrase “Don’t confuse Sales with Delivery” doesn’t apply here. 8
- 9. Form Creation Use InfoPath (instead of Visual Studio) • InfoPath does a good job in browser-only deployment (no desktop tools required) and integrates nicely with SharePoint • InfoPath allows the creation of forms without requiring Visual Studio expertise (which is time consuming and expensive) • InfoPath provides for a declarative rule-based environment for controlling the user interface 9
- 10. Form Creation (continued) • An InfoPath form is actually just an XML file, allowing for easy access to its information throughout workflow processing. Visual rendering is handled through a separate “xsn” file, built using InfoPath Designer. 10
- 11. Form Creation (continued) InfoPath Forms can be… • Standalone in a forms library – very useful, and often the best way to begin this journey • Attached to the start of a workflow, allowing collection of data to drive the workflow • Used to replace out-of-the-box SharePoint list forms • Used to replace out-of-the-box workflow task forms 11
- 12. Information Architecture Establish a comprehensive information architecture • Define enterprise content types and meta data and publish across sites • Create Enterprise Managed Metadata (EMM)
- 13. Information Architecture (continued) • The structure, navigation, and contents of the underlying SharePoint site is paramount • It is critical to manage the data structures as you would with any other database initiative • Changing these structures after development begins will require increased time to deliver • Understand the way SharePoint manages its data. While somewhat analogous to a database, it is notably different (with content types and site columns) 13
- 14. Information Architecture (continued) • While not required, managing SharePoint Content Types and Site Columns (“record types”) allow for reusability and provide for a common set of form components. For example, imagine dealing with a system with unique Program, Project, and Task lists, each having different names for “start date” (ex. StartDate, Start Date, ProjectStartDate, etc.) Define a common data dictionary to promote reuse across forms and sites 14
- 15. Workflow Authoring Tools SharePoint • Native SharePoint 2010 workflow enhanced to include integration with Visio for graphical workflow creation and status reporting • Basic review and approval capabilities are included but advanced functionality requires programming skills K2 • Extensive Business Process Management suite that includes a component for SharePoint • SharePoint workflow solutions can be extended to support enterprise process management needs Nintex • SharePoint-only solution for complex workflow management • Integrates with InfoPath to support review and approval of forms 15
- 16. SharePoint Designer • Free download to enable information to SharePoint sites • Focused on less technical information workers to develop logic 16
- 17. Visual Studio • Workflow Designer runs inside Visual Studio 2010 Professional Edition and provides a graphical environment for organizing activities into workflows • Developer-centric platform 17
- 18. Workflow – K2 K2 blackpoint is a subset of broader product capability 18
- 19. Workflow - Nintex Nintex graphical workflow editor is designed for trained end-users to develop complex review and approval workflows. 19
- 20. Workflow – Nintex (Continued) Nintex provides many integration tools, such as Active Directory, Exchange, CRM, and external systems connectivity. Nintex provides the LazyApproval® System, which allows a user to respond to requests in real language, even when mobile and without SharePoint portal access 20
- 21. Forms Authoring Tools InfoPath 2010 integrates with SharePoint 2010 and InfoPath Form Services 2010 to deliver robust business solutions Nintex Forms 2010 is a web- based forms designer that allows forms to be consumed on most mobile devices. 21
- 22. Workflow Examples Recommended platform for deployment Use Case Native SharePoint Third Party Document Approval Leave of Absence Approval and Tracking Help Desk Tickets Recruiting Content Publishing New Employee Onboarding 22
- 23. Summary • Do NOT rush to build • Obtain sign-off on workflow design prior to build • If your user community is unable to approve designs, keep refining illustrations • Keep your initial workflows and forms as simple as possible and use a phased approach • Avoid the concern that if the solution isn’t perfect no one will use it • If SharePoint will be the platform for workflow- based solutions, strongly consider a third-party tool 23
- 24. Thank you www.highpoint-solutions.com 24