STUDENT EDITION. Microsoft SharePoint Designer 2013

Transcription

1 STUDENT EDITION Microsoft SharePoint Designer 2013

2 Microsoft SharePoint Designer 2013

3 Microsoft SharePoint Designer 2013 Part Number: Course Edition: 1.0 Acknowledgements PROJECT TEAM Author Media Designer Content Editor Patrick T. Lane Alex Tong Michelle Farney Notices DISCLAIMER While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites. TRADEMARK NOTICES Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates. Microsoft Windows Server 2012, Microsoft SharePoint Server 2013, Microsoft SharePoint Designer 2013, Microsoft Visio Professional 2013 and Microsoft Internet Explorer are registered trademarks of Microsoft in the U.S. and other countries. All other product and service names used may be common law or registered trademarks of their respective proprietors. Copyright 2013 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, in the United States and Canada, in all other countries. Logical Operations World Wide Web site is located at This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or transmitted without permission, please call in the United States and Canada, in all other countries.

4 Microsoft SharePoint Designer 2013 Getting Started with SharePoint Designer Introduction to SharePoint Designer... 2 Get Help and Support for SharePoint Designer...10 Customizing and Implementing Content Types...15 Customize Content Types Implement Custom Content Types...21 Integrating Data Sources Using SharePoint Designer Access Data Sources...28 Modify a Data Source in Data View Creating Workflows with the Workflow Platform...43 Implement the Workflow Platform...44 Design a Workflow Creating Workflows with SharePoint Designer and Visio...61 Design Workflows with Visio Transfer a Visio Workflow Design to SharePoint Designer Publish a Visio Workflow Design Using SharePoint Designer Packaging and Deploying Workflows...87 Package Workflows...88 Deploy Workflow Packages Lesson Labs...95

5 Microsoft SharePoint Designer 2013 Solutions Glossary Index

6 About This Course Microsoft SharePoint Designer 2013 provides a code-free environment to access data types and build custom SharePoint applications. It allows rapid development of SharePoint workflows to meet a company's specific needs. Before SharePoint Designer, most custom SharePoint applications were created with Microsoft Visual Basic. SharePoint Designer simplifies the process with a no-code interface that can be integrated with Microsoft Visio 2013 to easily manipulate workflow shapes. In this course, you will create and publish custom SharePoint workflows without code using SharePoint Designer Course Description Target Student This course is designed for advanced Microsoft SharePoint site owners and administrators who want to integrate data sources, customize content types, and automate common tasks using workflows. Course Prerequisites To ensure your success in this course, you should be a site owner and/or administrator of Microsoft SharePoint 2007, 2010, or You should have experience with designing and maintaining a SharePoint site. The Microsoft SharePoint Foundation 2013: Site Administrator course is helpful, but not required. You can obtain this level of skill and knowledge by taking the following Logical Operations course: Microsoft SharePoint Foundation 2013: Site Owner Course Objectives In this course, you will integrate data sources, customize data types, and author workflows in SharePoint Designer 2013 to model structured business processes without code. You will: Describe SharePoint Designer 2013 and its features, benefits, and support options. Customize and configure content types to ensure data consistency across lists and libraries. Access and modify data sources from a SharePoint site. Create a workflow with SharePoint Designer 2013 and the SharePoint 2013 Workflow platform. Develop workflows in Visio 2013 and SharePoint Designer Package and deploy workflow using SharePoint Designer 2013 and SharePoint Server 2013.

7 Microsoft SharePoint Designer The LogicalCHOICE Home Screen The LogicalCHOICE Home screen is your entry point to the LogicalCHOICE learning experience, of which this course manual is only one part. Visit the LogicalCHOICE Course screen both during and after class to make use of the world of support and instructional resources that make up the LogicalCHOICE experience. Log-on and access information for your LogicalCHOICE environment will be provided with your class experience. On the LogicalCHOICE Home screen, you can access the LogicalCHOICE Course screens for your specific courses. Each LogicalCHOICE Course screen will give you access to the following resources: ebook: an interactive electronic version of the printed book for your course. LearnTOs: brief animated components that enhance and extend the classroom learning experience. Depending on the nature of your course and the choices of your learning provider, the LogicalCHOICE Course screen may also include access to elements such as: The interactive ebook. Social media resources that enable you to collaborate with others in the learning community using professional communications sites such as LinkedIn or microblogging tools such as Twitter. Checklists with useful post-class reference information. Any course files you will download. The course assessment. Notices from the LogicalCHOICE administrator. Virtual labs, for remote access to the technical environment for your course. Your personal whiteboard for sketches and notes. Newsletters and other communications from your learning provider. Mentoring services. A link to the website of your training provider. The LogicalCHOICE store. Visit your LogicalCHOICE Home screen often to connect, communicate, and extend your learning experience! How to Use This Book As You Learn This book is divided into lessons and topics, covering a subject or a set of related subjects. In most cases, lessons are arranged in order of increasing proficiency. The results-oriented topics include relevant and supporting information you need to master the content. Each topic has various types of activities designed to enable you to practice the guidelines and procedures as well as to solidify your understanding of the informational material presented in the course. Procedures and guidelines are presented in a concise fashion along with activities and discussions. Information is provided for reference and reflection in such a way as to facilitate understanding and practice. Data files for various activities as well as other supporting files for the course are available by download from the LogicalCHOICE Course screen. In addition to sample data for the course exercises, the course files may contain media components to enhance your learning and additional reference materials for use both during and after the course. At the back of the book, you will find a glossary of the definitions of the terms and concepts used throughout the course. You will also find an index to assist in locating information within the instructional components of the book. About This Course

8 As You Review Any method of instruction is only as effective as the time and effort you, the student, are willing to invest in it. In addition, some of the information that you learn in class may not be important to you immediately, but it may become important later. For this reason, we encourage you to spend some time reviewing the content of the course after your time in the classroom. As a Reference The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a first source of definitions, background information, and summaries. Course Icons Watch throughout the material for these visual cues: Microsoft SharePoint Designer 2013 Icon Description A Note provides additional information, guidance, or hints about a topic or task. A Caution helps make you aware of places where you need to be particularly careful with your actions, settings, or decisions so that you can be sure to get the desired results of an activity or task. LearnTO notes show you where an associated LearnTO is particularly relevant to the content. Access LearnTOs from your LogicalCHOICE Course screen. Checklists provide job aids you can use after class as a reference to performing skills back on the job. Access checklists from your LogicalCHOICE Course screen. Social notes remind you to check your LogicalCHOICE Course screen for opportunities to interact with the LogicalCHOICE community using social media. Notes Pages are intentionally left blank for you to write on. About This Course

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10 1 Getting Started with SharePoint Designer 2013 Lesson Time: 1 hour Lesson Objectives In this lesson, you will: Describe SharePoint Designer 2013 and the benefits of using SharePoint Designer Identify and use technical support options for SharePoint Designer Lesson Introduction Welcome to Microsoft SharePoint Designer If you want to access data sources and create custom workflows in SharePoint without code, you've come to the right place. Your colleagues will think you are a high-level programmer with years of experience when they see your work. They will never guess you used SharePoint Designer It is a powerful tool.

11 2 Microsoft SharePoint Designer 2013 TOPIC A Introduction to SharePoint Designer Imagine yourself creating automated business processes for SharePoint Server 2013 for your company. You can create complex processes within a short time frame. Instead of weeks, you can create an application in days. Before you start, you must be familiar with the SharePoint Designer 2013 interface. You must also know how to get help. Custom workflows are unique and solutions are not always evident. Support communities are essential to mastering SharePoint Designer SharePoint Designer 2013 The SharePoint Designer 2013 Opening Screen Before you start teaching, ask your students how much they know about SharePoint Designer This will give you an idea of what the students know and what they are expecting to learn in this course. You might even choose to write down students expectations on the whiteboard. Then, at the end of the day, return to the list and address any expectations that were not covered. SharePoint Designer 2013 is primarily used to rapidly create customized workflows for SharePoint Server Workflows are automated business processes, such as a travel request approval. The workflows can access data sources, such as a database of employees, to ensure the required personnel approve the request. SharePoint Designer 2013 provides a relatively simple solution for business needs by eliminating programming code, such as Microsoft Visual C# or Java. Some common business needs include line-of-business data integration, human workflows, and business intelligence solutions. SharePoint Designer 2013 works by accessing workflow building blocks that already exist in SharePoint. It presents them in an easier-to-use, customizable development interface. It can also be used with Microsoft Visio 2013 to provide a visual workflow development environment using flowchart shapes. Web developers use SharePoint Designer because it speeds up SharePoint development projects. Note: SharePoint Designer 2013 must be used with SharePoint Server It does not work on SharePoint Foundation SharePoint Designer 2013 can be connected to a local or remote SharePoint Server 2013 installation. For example, a developer can install SharePoint Designer 2013 on his or her laptop and connect to SharePoint Server 2013 located in a server farm. SharePoint Designer 2013 can also be installed directly on a SharePoint 2013 server. Note: SharePoint Designer 2013 is available at the Microsoft Download Center: Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

12 Microsoft SharePoint Designer Figure 1-1: The SharePoint Designer 2013 opening screen. SharePoint Designer 2013 Opening Screen Feature Sites link Account link Options link Open Site button Customize My Site button Recent Sites section New Blank Web Site button Add Subsite to My Site button Site Templates section Description Allows users to open a site, customize a site, and create a blank or template site. Provides your user information, product information, and Microsoft Office themes. Provides general options for working with SharePoint Designer 2013, such as page editor options, user interface options, language, ribbon customization, and add-ins. Browse to locate, select, and open a site. Opens and provides editing tools for the default My Site. You must specify which site is your My Site. Displays recently opened sites for quick access. Creates a new SharePoint web site at the location you specify. Adds a subsite to your default My Site. In addition to a blank site, you can create SharePoint sites with predefined web parts already added, such as a blog site, team site, wiki site, and more. If you are teaching in a blended environment, encourage students, especially remote learners, to become familiar with the features of your web conferencing application before presenting content. Encourage students to use the chat feature, use on-screen markup tools, raise their hands virtually, and answer sample poll questions. You can use this exercise as a way for students to get to know each other while becoming comfortable with the environment. You may find this helps with remote participation throughout the class. Designing in SharePoint 2013 Contrary to what you might expect, SharePoint Designer 2013 lacks a web page designer. Microsoft stopped including one with the latest version. You can use any web page design program to edit web pages in SharePoint Server That means SharePoint Designer 2013 doesn't need one. Web page editing includes custom tasks such as branding, layout, form customization, and theming. Programs such as Microsoft Expression Web, Adobe Dreamweaver, and open source applications can be used for these web design tasks instead. Non-Graphical Page Editor in SharePoint Designer 2013 Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

13 4 Microsoft SharePoint Designer 2013 Web page design in SharePoint Designer 2013 is accomplished using a feature called the SharePoint Design Manager. The Design Manager allows web designers to customize SharePoint pages by exporting them to a preferred web design program, customizing them, and importing them back into SharePoint. Web designers don't need to leave the SharePoint site to accomplish third-party web page customization tasks. Instead of providing a web page editor, SharePoint Designer 2013 includes a non-graphical page editor that only understands the unique features of SharePoint web pages. These unique features include data connectivity and workflow customization. Web page design is left to programs that specialize in web design. Figure 1-2: Non-graphical page editor in SharePoint Designer The SharePoint Designer 2013 Interface SharePoint Designer 2013 Interface The SharePoint Designer 2013 user interface provides a developer environment to create, customize, and deploy SharePoint sites and solutions. The interface displays a site's components and the relationships between those components. When a site is opened, a summary appears that includes the site description, title, subsites, and permissions. The three main areas of the Designer interface are the ribbon, the Navigation pane, and the Summary pane. Ribbon: Similar to other Microsoft Office products. It allows the user to perform common tasks when a component is selected. The ribbon choices change depending on the component selected. Navigation pane: Allows easy access to the various components of the site. These components include Data Sources, Workflows, Libraries and Lists, and Site Columns. Summary pane: Displays information about a selected component from the Navigation pane. For example, if you select an announcement component in the Navigation pane, the Summary pane will show the configuration, associated workflows, views and data sources of the component. You can edit the component's associations in the Summary pane by clicking on them. Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

14 Microsoft SharePoint Designer Figure 1-3: SharePoint Designer 2013 interface. The SharePoint Designer 2013 interface is designed to easily locate a site component, view its configuration, and edit it. Users can easily return to the main view using the Navigation pane. The ribbon and the Summary pane will change depending on which site object is selected in the Navigation pane. You will learn about the ribbon and Summary pane throughout the course. Here is an overview of the Navigation pane site objects: Navigation Pane Site Object Site Lists and Libraries Workflows Site Pages Site Assets Content Types Site Columns External Content Types Data Sources Site Groups Subsites Description Identifies the site currently active in SharePoint Designer, such as Home, Team Site, Payroll, etc. Allows you to create and manage the site's lists and libraries. Create and manage workflows to add to your site. Allows you to create and manage the site's web pages. Allows you to manage your site's assets, including Check In and Check Out processes. Create and manage content types that can be added to a site, such as Web Part Pages, Wiki Pages, and custom content types. Allows you to create and manage columns for lists and libraries. Add and export content types between SharePoint sites. Create connections to data sources and manage site data sources, such as lists and databases. Manage security groups to grant users permissions, such as members, owners, and visitors. Create and manage your subsites. No-Code Environments SharePoint Designer 2013 provides a no-code, declarative authoring environment for developers to create SharePoint applications. It is called the Declarative Designer, and can be used by programmers and non-programmers. No-Code Programming Example Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

15 6 Microsoft SharePoint Designer 2013 The benefit, of course, is that complex languages such as C#, C++, Java, and Visual Basic are not required. Although a no-code environment may sound simple, it requires programming logic and strict attention to detail. Many developers have pulled out their hair using no-code applications. Figure 1-4: No-code programming example. Workflows Creating a Workflow in Visio 2013 A workflow is a traditional business tool for documenting business processes, such as approving a vacation request or sending reminder notices to customers based on specific criteria. In SharePoint, these workflows can be automated to increase productivity and reduce errors. They are essentially an approval-routing mechanism. Microsoft Visio is a well-known program for creating workflows and flowcharts. Visio integrates with SharePoint Designer 2013 to create customized workflows that are published to a SharePoint Server. A workflow can be quickly created in Visio using a host of templates. Figure 1-5: Creating a workflow in Visio Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

16 Microsoft SharePoint Designer Visual Designer Visual Designer is the highlight of the SharePoint Designer 2013 no-code environment. It is the tool that integrates Visio 2013 into SharePoint Designer Since most business analysts are familiar with Visio flowchart shapes, they can focus on business logic instead of the SharePoint Designer 2013 interface. SharePoint Designer 2013 users can create a workflow using Visual Designer and publish it to a SharePoint site. The most complicated part is when a workflow needs additional parameters using the non-graphical SharePoint Designer 2013 workflow text editor or the Visual Workflow Designer. The Visual Workflow Designer is a Visio tool hosted in SharePoint Designer 2013 that adds parameters to workflows. You will learn more about Visual Designer and the Workflow ribbon later in this course. Creating a Workflow Using Visual Designer Figure 1-6: Creating a workflow using Visual Designer. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Connect to SharePoint Server 2013 Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

17 8 Microsoft SharePoint Designer 2013 ACTIVITY 1-1 Connecting to SharePoint Server 2013 Before You Begin You are logged in to your Windows 8 computer with the Start page displayed. Scenario You are an IT Data Analyst at Develetech Industries. The company has recently migrated to SharePoint Server 2013 and SharePoint Designer Even though you and your colleagues are comfortable working with SharePoint, the features of SharePoint Designer 2013 are new to everyone. You need to get set up and start working in SharePoint Designer Connect to SharePoint Server 2013 with SharePoint Designer a) On the Windows 8 Start page, select the SharePoint Designer 2013 tile. b) In the Open SharePoint Site section, select Open Site. c) In the left navigation menu, expand Microsoft SharePoint Designer and select Web Sites. d) In the Site name box, type and select Open. e) In the Windows Security dialog box, in the User name box, type StudentXX (where XX is your student number). In the Password box, enter P@ssw0rd f) Again, in the Open Site dialog box, select the Open button to open the site in SharePoint Designer As indicated in the Setting Up the Course section, each student has a unique student account on the SharePoint Server. The first student is student01, the second is student02, student03, student04, etc., depending on the number of pupils. Each account uses the same password, P@ssw0rd, for each student account. 2. Create a SharePoint Server 2013 team site. a) On the ribbon, select FILE and select the Sites link. In the Site Templates section, select Team Site. b) Type the location of your new subsite: (where XX is your student number). For example, Student 1 enters Student 2 enters Student 3 types etc. c) Select OK. If required, enter your credentials. d) When SharePoint Designer 2013 opens, select each item listed in the Navigation pane and view the item's contents in the Summary pane. Identify the various buttons on the ribbon. Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

18 Microsoft SharePoint Designer e) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open. Briefly explain the various site objects listed in the Navigation pane. Encourage students to explore the ribbon, the Navigation pane, and the Summary pane. Lesson 1: Getting Started with SharePoint Designer 2013 Topic A

19 10 Microsoft SharePoint Designer 2013 TOPIC B Get Help and Support for SharePoint Designer SharePoint Designer 2013 focuses on advanced tasks, such as data access and custom workflows. These tasks require skill, but they also require help from the SharePoint developer community and Microsoft. As you develop your team sites using SharePoint Designer you will, undoubtedly, run into problems that you can't solve yourself. When that happens, you'll need to know where to go for help. Fortunately, SharePoint Designer 2013 has support tools to get the answers you need. The SharePoint Dev Center Demonstrate the SharePoint Dev Center for the students while delivering the content. Display the SharePoint Dev Center on your projector. SharePoint Designer Help You will probably need to reach out to other SharePoint developers when working with the advanced features of SharePoint Designer There isn't a help manual in the world that could cover all the potential custom scenarios. You can open SharePoint Designer 2013 and access the Microsoft SharePoint Designer Help button that links you to the Microsoft SharePoint developer support pages. The support site is called the SharePoint Dev Center. Figure 1-7: The SharePoint Dev Center. You should become familiar with the support pages because some tasks are challenging and may require assistance, especially custom workflows. The SharePoint Dev Center site is a great place to solve issues. SharePoint Dev Center Support Page Online Resources Once you have accessed the SharePoint Dev Center, you can reach out to the SharePoint developer community. The SharePoint Dev Center is much different from the traditional Help menus found in Office products. SharePoint developers can post questions to the community, read how-to documents, view training materials, and seek other helpful tools. The SharePoint Dev Center Support page allows you to get help from your peers. You can ask a question in a forum or answer someone else's question. There are SharePoint blogs from the Microsoft SharePoint development team and conference announcements. Lesson 1: Getting Started with SharePoint Designer 2013 Topic B

20 Microsoft SharePoint Designer Figure 1-8: SharePoint Dev Center support page. If you scroll further down the support page, you can troubleshoot specific problems using search fields. You can search by keywords, articles, events and errors. There are many other resources, including international and legacy support. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Get Help and Support for SharePoint Designer 2013 Lesson 1: Getting Started with SharePoint Designer 2013 Topic B

21 12 Microsoft SharePoint Designer 2013 ACTIVITY 1-2 Getting Help and Support for SharePoint Designer 2013 Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario Before your development team uses SharePoint Designer 2013, you will need additional support in case something goes wrong. It will be important for you to navigate Microsoft SharePoint Designer Help and the SharePoint Dev Center. You will access support features of SharePoint Designer These features include the SharePoint Dev Center, which offers samples, how-tos, training, and support. 1. Locate SharePoint Designer Help. a) Select the Microsoft SharePoint Designer Help button in the upper-right corner of SharePoint Designer Your browser will open and the SharePoint Dev Center web site will appear. Note: Microsoft SharePoint Designer 2013 automatically opens your browser to access help and support tools on the Microsoft site. 2. Use online resources. a) Select the following help options in the top menu: Samples, Tools, Training, How To, and Support. Browse the contents of each help page. b) Select Support and view the available support options: Get help from your peers, Get help from Microsoft, and SharePoint blogs. c) On the Support page, in the Get help from your peers section, in the Ask a question in the forums (or answer one) section, select More SharePoint forums. d) On the left, in the Forums section, expand SharePoint Products and Technologies (if necessary). Uncheck the Select all check box (if necessary). Scroll down and select SharePoint Using SharePoint Designer, InfoPath and Other Customizations. e) Scroll down the forums and browse common issues. f) Return to the Support page. g) Locate the Get help from Microsoft section. h) In the Troubleshoot an issue section, in the Search all sources box, enter sharepoint designer 2013 unable to open site then view the responses. i) SharePoint Designer 2013, your SharePoint Server 2013 subsite, and your browser should remain open. Lesson 1: Getting Started with SharePoint Designer 2013 Topic B

22 Microsoft SharePoint Designer Summary In this lesson, you learned about the capabilities of Microsoft SharePoint Designer 2013 and its relationship to SharePoint Server 2013 and Visio You navigated the interface, including the ribbon, Navigation pane, and Summary pane. You also searched for help using the online SharePoint Dev Center. Why can't companies just hire programmers to build custom workflows and data types using C# or Visual Basic? A: Answers will vary, but may include programmers can be difficult to hire. By providing a code-free environment with SharePoint Designer 2013, more people can create SharePoint applications without years of programming experience. Can you think of a time when the information in the SharePoint Dev Center's forums would have helped you solve a problem with your organization's SharePoint site? A: Answers will vary, but may include every developer works with SharePoint Designer 2013 differently. Custom workflows can use solutions that Microsoft didn't consider. The only way to accommodate these wide uses of the application is to open up the support community to the developers themselves. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Encourage students to use the social networking tools provided on the LogicalCHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Lesson 1: Getting Started with SharePoint Designer 2013

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24 2 Customizing and Implementing Content Types Lesson Time: 1 hour Lesson Objectives In this lesson, you will: Customize content types. Implement customized content types. Lesson Introduction The content generated by a company is usually stored in documents, folders, and lists. Content for each project is usually stored together. By defining content types, the content can be shared and reused in different ways. In SharePoint Server 2013, content types can be defined for any item type, such as documents, folders, and lists. Custom content types allow SharePoint site owners to configure specific content types for sites, libraries, and lists that meet the specific needs of the company.

25 16 Microsoft SharePoint Designer 2013 TOPIC A Customize Content Types At some point, all SharePoint site owners will customize document libraries and lists. The content found in those libraries and lists can be reused by other departments in the company. By customizing these content types, site owners are not bound to SharePoint templates and default settings. It is important to be aware of the various content types and customize them. Your company benefits from custom content types that are specifically designed for its business processes. Content Types Common Default Content Types Content types are reusable settings that define shared behaviors of content. For example, content is almost always produced during company projects. The content can be legal contracts, employment records, proposals, etc. Content types allow companies to organize and manage this content consistently across a SharePoint site collection, and hence, the organization. SharePoint Server 2013 includes dozens of pre-defined content types that can be manipulated by Microsoft SharePoint Designer These content types are included by default and are used to create every single piece of content in SharePoint. Figure 2-1: Default content types viewed within SharePoint Designer Note: To view a full list of default content types, open SharePoint Designer In the Navigation pane, select the Content Type item. The most common content types are announcements and blank documents. Here is a list of common default content types: Content Document List Content Type Wiki page, basic page, blank document, link, or form. Contact, task, announcement, or blog post. Lesson 2: Customizing and Implementing Content Types Topic A

26 Microsoft SharePoint Designer Content Digital asset Content Type Image, video, or audio. These pre-defined content types can be used, but many times they do not provide the functionality you need. You can change these pre-defined content types to create custom content types. Note: All content types are applied to a site and its subsites by default. They can also be published across multiple sites and site collections. Advantages of Using Custom Content Types Your company probably uses reports, procedures, contracts, proposals, etc., that are unique. When SharePoint's built-in content types do not provide the functionality you need, you can create custom content types. Custom content types allow new kinds of content to serve your company's unique requirements. They also provide consistency across the company and more efficient management for each piece of content. You must always start from an existing content type when creating a custom content type. Your custom content type inherits the attributes of the original content type. For example, it could inherit a document's template, columns, and read/write settings. You can change all of the attributes after you create the content type. Built-In Content Types Figure 2-2: Built-in content types. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Customize Content Types Lesson 2: Customizing and Implementing Content Types Topic A

27 18 Microsoft SharePoint Designer 2013 ACTIVITY 2-1 Customizing Content Types Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario The human resources department at Develetech needs to keep track of how many paid personal days each employee has accrued. You have been asked to create a prototype content type that includes five employees and their accrued personal days. The content type will be customized using an existing built-in content type from SharePoint. Your supervisor has asked you to use SharePoint Designer 2013 to complete the task. 1. Create a new content type from a built-in content type. a) In SharePoint Designer 2013, in the Navigation pane, select Content Types. Select CONTENT TYPES New Content Type. If the Content Type button is greyed out, select anywhere in the Summary pane, then try again. Note: This course uses a streamlined notation for ribbon commands. They'll appear as "[Ribbon Tab] [Group] [Button or Control]" as in "select HOME Clipboard Paste." If the group name isn't needed for navigation or there isn't a group, it's omitted, as in "select FILE Open." Occasionally you may already be on the tab indicated in the notation, in which case you will not need to select it. b) In the Name box, type Paid Personal Days and in the Description box, type Number of paid personal days accrued by employee. c) From the Select Parent Content Type from drop-down menu, select List Content Types. From the Select Parent Content Type drop-down menu, select Item. Note: The Item list is the built-in content type that you will customize into the Paid Personal Days custom content type. d) In the Select a Sorting Group for this Content Type section, ensure the Existing Group radio button is selected. Select List Content Types from the drop-down menu. Lesson 2: Customizing and Implementing Content Types Topic A

28 Microsoft SharePoint Designer e) Select OK. On the Quick Access Toolbar, select the Save button. 2. Create a new column for your custom content type. a) In the Navigation pane, select Site Columns. On the toolbar, select COLUMNS New New Column Number. If the New Column button is greyed out, select anywhere in the Summary pane and try again. b) In the Create a Site Column dialog box, type Paid Personal Days Left c) In the Put this site column into section, ensure the Existing Group radio button is selected, then select Custom Columns. Select OK. Note: You just created a new column that will eventually include the number of paid personal days left for each employee. d) On the Quick Access Toolbar, select Save. 3. Add your customized column to your custom content type. a) In the Navigation pane, select Content Types. In the Summary pane, in the Content Types tab, select the far-right arrow and select Paid Personal Days. Lesson 2: Customizing and Implementing Content Types Topic A

29 20 Microsoft SharePoint Designer 2013 b) In the Customization area, select Edit content type columns. Select the Add Existing Site Column button. In the Site Columns Picker dialog box, select Paid Personal Days Left. Select OK. c) On the Quick Access Toolbar, select Save. In the Summary pane, right-click the Paid Personal Days tab and select Close. d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open. Lesson 2: Customizing and Implementing Content Types Topic A

30 Microsoft SharePoint Designer TOPIC B Implement Custom Content Types You now have the skills to create custom content types. But, once you have created a custom content type, you need to implement it on your SharePoint site. Similar to built-in content types, custom content types are implemented in many different ways. They are posted on site pages, such as team sites or blog sites, and used in workflows. Understanding how to implement a custom content type on a SharePoint site allows you to create automated business processes. Custom Content Type Applications By default, content types are called site content types because they are defined at the site level. They can be used by any subsite of that SharePoint site. A SharePoint List with Multiple Content Types Inheritance When you create a custom content type, it inherits the attributes of the content type from which you built it. In most cases, that will be a built-in content type from the parent site. The custom content type will inherit any columns, read-only settings, workflows, or item and document templates. When a child site uses a content type from a parent site, only the shared attributes can be updated. For example, if you customize the child site with extra columns and attributes, it will not overwrite the parent's content type with the new attributes. Also, once you add a content type to your SharePoint site, any changes you make do not affect the original content type from which you built it. Lists and Libraries Content types are usually added to lists and libraries. Each list or library has a New selection to add items of the associated content type. Lists and libraries can contain a single or multiple content types. This feature allows a single list or library to host multiple content types. Lesson 2: Customizing and Implementing Content Types Topic B

31 22 Microsoft SharePoint Designer 2013 Figure 2-3: A SharePoint list with multiple content types. Note: To further explore custom content types, you can access the LearnTO Decide When to Use Custom Content Types animation from the LearnTO tile on the LogicalCHOICE Course screen. You may want to show LearnTO Decide When to Use Custom Content Types from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Implement Custom Content Types Lesson 2: Customizing and Implementing Content Types Topic B

32 Microsoft SharePoint Designer ACTIVITY 2-2 Implementing Custom Content Types Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario Your supervisor at Develetech reviewed and approved your prototype of the custom content type. She wants you to create a SharePoint custom list that includes the custom content type. She has asked you to create the list on SharePoint Server 2013 using SharePoint Designer Create a custom SharePoint list and name it Paid Personal Days. a) In the Navigation pane, select Lists and Libraries. Select Lists and Libraries New Custom List. b) In the Create list or document library dialog box, in the Name box, type Paid Personal Days and select OK. 2. Add your Paid Personal Days content type to your new list and customize the list. a) In the Summary pane, in the Lists section, select your new Paid Personal Days custom list. b) In the Settings section, check the Allow management of content types check box. c) In the Content Types section, select Add. d) In the Content Types Picker dialog box, select the Paid Personal Days content type. Select OK. e) In the Content Types section, select Paid Personal Days (the line, not the text). Select CONTENT TYPES Actions Set as Default. f) In the Content Types section, select Folder (the line, not the text). Select CONTENT TYPES Edit Delete. In the Confirm Delete dialog box, select Yes. g) Select Item (the line, not the text). Select CONTENT TYPES Edit Delete. In the Confirm Delete dialog box, select Yes. h) In the Customization section, select Edit list columns. Right-click Title and select Rename. Type Employee and press Enter. i) On the Quick Access Toolbar, select Save. j) Right-click the Paid Personal Days tab and select Close. Explain to students that a relationship between the list and the content type has been created. Lists and libraries can have multiple content types associated with them. 3. Configure the list in SharePoint Server a) In the Navigation pane, select Team Site. On the Quick Access Toolbar, select Preview in Browser. If prompted, enter your credentials. b) On your SharePoint Server 2013 Team Site home page, in the left navigation links, select Site Contents. c) Place your cursor over the Paid Personal Days icon. Select the three dots (...) and select Settings. Lesson 2: Customizing and Implementing Content Types Topic B

33 24 Microsoft SharePoint Designer 2013 d) Scroll down to the Views section and select All Items. e) Scroll down to the Columns section. In the Display column, check the Paid Personal Days Left check box, then change the Position from Left column to 2. Scroll down and select OK. Remember to check on student progress. Reach out to remote students and encourage screen sharing to keep students on track, if necessary. Make sure all lists are complete before proceeding. 4. Add five employees and their paid personal days left to your Paid Personal Days list on SharePoint. a) On your Team Site home page, in the left navigation pane, ensure that Paid Personal Days is selected. b) Select new item. In the Employee box, enter Sara Reinhart. In the Paid Personal Days Left box, enter 13. Select Save. c) Select new item and repeat the previous steps to add the following people and days: Leela Ramirez (5), Jon Peabody (2), Devon Johnson (10), and Rosa Estelle (15). d) View the SharePoint list. Ensure that the five employees names are correct. Ensure that the number of paid personal days left are correct. Lesson 2: Customizing and Implementing Content Types Topic B

34 Microsoft SharePoint Designer e) Minimize the browser window. f) SharePoint Designer 2013, your SharePoint Server 2013 site, and your browser may remain open. Lesson 2: Customizing and Implementing Content Types Topic B

35 26 Microsoft SharePoint Designer 2013 Encourage students to use the social networking tools provided on the LogicalCHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you learned how to customize and implement content types. Custom content types allow new kinds of content to serve your company's unique requirements. You must always start from an existing content type when creating a custom content type. In your experience, how would you compare the process of creating lists and libraries in SharePoint Designer 2013 versus SharePoint Server 2013? Compare and contrast both methods. A: Answers will vary, but may include the end result is similar, but the interfaces are different. SharePoint Designer allows advanced customization tools for lists and libraries that are not found in the SharePoint Server 2013 interface. When would it be appropriate to apply customized content types to SharePoint data? When would it be appropriate for multiple SharePoint sites to share the same content type? A: Answers will vary, but may include customized content types allow consistency across an organization. Instead of each department creating their own content type, one content type can be used across the entire site. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 2: Customizing and Implementing Content Types

36 3 Integrating Data Sources Using SharePoint Designer Lesson Time: 1 hour, 15 minutes Lesson Objectives In this lesson, you will: Link to data sources using SharePoint Designer Modify a data source in data view using SharePoint Designer Lesson Introduction Microsoft SharePoint Designer 2013 allows you to access, integrate, and display data sources. The data source can be a SharePoint list or library, Microsoft SQL Server, Oracle database, or almost any other data source. Connecting to data sources is an extremely valuable skill for SharePoint developers. It allows an organization to share the data from a single data source. Information from the data source can be used to create reports, proposals, and process requests. The data can be presented in SharePoint using different views, depending on the data's purpose.

37 28 Microsoft SharePoint Designer 2013 TOPIC A Access Data Sources Accessing data sources in SharePoint Designer 2013 greatly expands the usefulness of SharePoint Server Of all the SharePoint Designer 2013 features, the ability to connect to data sources without code is one of the most useful. Before you integrate a data source, you need to learn about various data sources, data views, authentication and access methods. You do not need to be a database administrator or developer to link a data source using SharePoint Designer Data Sources The Data Sources Tab with a Database Connection A data source is typically a database or file that contains data used in a report. Each data source is defined by a data connection, a data source type, and the authentication type. Data connection: includes the name, location, and connection properties of a data source. Data source type: a Microsoft SharePoint list, databases such as Microsoft SQL Server, Microsoft Access, Oracle, XML files and web services, server-side scripts, and linked data sources. Authentication type: the permission required to access the resource, usually through a user name and password or Windows authentication. A shared data source is independent of any application that uses the data. Many different reports use the data. An embedded data source is defined and used by only one type of report. Figure 3-1: The Data Sources tab with a database connection. Data Views Data View in SharePoint Server 2013 A data view is a web part used to display data in SharePoint Server They are used to display data sources from the SharePoint Designer Data Source Library. Data views can be manipulated in SharePoint Designer 2013 and viewed in a browser. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

38 Microsoft SharePoint Designer Figure 3-2: Data View in SharePoint Server Data view manipulation includes paging, sorting, and filtering. These customizations provide a SharePoint user with an interactive experience when using the data in his or her browser. Note: Data view web parts are added using source code in SharePoint Designer You must open your browser to view the results. Authentication Authentication requires credentials, such as a user name and password, to access the data source. You must have permission from the data source owner to connect to the data source, as well as the database itself. Data Source Authentication Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

39 30 Microsoft SharePoint Designer 2013 Figure 3-3: Data source authentication. For example, to connect to a data source on a network server, you must be granted access to connect to the server. In most cases, you also receive read-only permission to access the database that resides on the server. Note: Authentication is separate from the data source connection process. For example, you can create and preview a report on your local system, but not view the published report until your credentials are changed on the SharePoint site. A connection string typically contains authentication credentials. Connection objects use these strings with any data provider to authenticate a data source connection. There are two types: Explicit authentication: the connection string contains a user name and password. Implicit authentication: the connection string uses Windows credentials; also called integrated security. Access Methods Choosing a Data Field to Display from a Database You can access data sources using several different methods. It varies depending on the type of database you are connecting to, such as a Microsoft SQL Server or an Oracle database. Once a data source is connected, you can choose the database fields to display on your SharePoint site. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

40 Microsoft SharePoint Designer Figure 3-4: Choosing a data field to display from a database. SharePoint connects to any database supported by Microsoft's ADO.NET, which uses XML to access data from a database, including: Microsoft SQL Server Oracle databases OLE DB (Object Linking and Embedding, Database): A Microsoft API (Application Program Interface) for accessing different data sources. ODBC (Open Database Connectivity): A standardized API written in C for accessing different data sources. SharePoint lists, forms, libraries, site pages, and site assets. Data Source Ribbon The Data Source ribbon provides the configuration tools to set up and manage data sources. Each type of data source you connect to requires a different set of configuration requirements. The different buttons on the toolbar correspond to the different data sources that SharePoint 2013 can connect. The Data Source Ribbon in SharePoint Designer 2013 Figure 3-5: The Data Source ribbon in SharePoint Designer Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

41 32 Microsoft SharePoint Designer 2013 Data Source Ribbon Option Linked Data Source Database Connection SOAP Service Connection REST Service Connection XML File Connection Description Combines multiple connections into a single data source. Creates a connection to a database. Creates a connection to a Simple Object Access Protocol (SOAP) web service. Creates a connection to a Rich Site Summary / Really Simple Syndication (RSS) feed or a Representational State Transfer (REST) web service. Imports an Extensible Markup Language (XML) file or creates a connection to an XML file. Import Options SharePoint Designer 2013 allows you to import a database data source with built-in import options. Import options appear when the database data source is selected. Data can be imported from relational databases, XML files, Access databases, and even site maps. Note: To further explore data sources, you can access the LearnTO Identify Compatible Access Methods animation from the LearnTO tile on the LogicalCHOICE Course screen. You may want to show LearnTO Identify Compatible Access Methods from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Access Data Sources Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

42 Microsoft SharePoint Designer ACTIVITY 3-1 Accessing Data Sources Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario Your supervisor calls you into her office and announces your company's acquisition of AdventureWorks, a media company from Washington state, U.S.A. To help merge the company information systems, you need to connect the AdventureWorks database to SharePoint. The connection will allow Develetech employees to enter records and publish AdventureWorks reports. You need to set up the connection using SharePoint Designer Access the database connection tools. a) In the Navigation pane, select Data Sources. Select DATA SOURCES New Database Connection. b) In the Data Source Properties dialog box, ensure the Source tab is selected. Note: If the Database Connection button is greyed-out, select the Summary pane and try again. 2. Configure the database connection. a) Select the Configure Database Connection button. b) In the Server Name box, enter the SharePoint server name where the data source is located: sp2013\sqlexpress c) In the User name box, enter the system administrator account sa d) In the Password box, enter Designer! Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

43 34 Microsoft SharePoint Designer 2013 Note: An information window may appear stating that the user name and password are sent in clear text. For the purposes of this exercise, that is permissible. Select OK. e) Select Next. f) From the Database drop-down menu, ensure the AdventureWorksLT2008R2 database is selected. g) From the Select a table or view list, select Customer and select Finish. h) Select the General tab. In the Name box, type Customers and select OK. 3. Verify the database connection. a) In the Navigation pane, ensure that Data Sources is selected. Verify that your new data source is listed. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

44 b) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open. Microsoft SharePoint Designer Lesson 3: Integrating Data Sources Using SharePoint Designer Topic A

45 36 Microsoft SharePoint Designer 2013 TOPIC B Modify a Data Source in Data View Once a data source is connected in SharePoint, how do end users view the data on a SharePoint page? Is it presented as a spreadsheet? Is it alphabetized? Are certain fields hidden to remove sensitive information? Does every department in the company need to see every data field, or only the ones important to their jobs? How many data results should be shown on each page? As you can see, data views are very important. They filter the information that end users can view. Data Manipulation Once a data source is connected, SharePoint Designer 2013 allows you to bind the data source to a data view. The data view is a SharePoint web part that defines how your data is displayed on a SharePoint page. You can manipulate a data view to display only the necessary data. This manipulation allows you to hide specific fields from the data source that don't need to be displayed. For example, in a data view customer database, you can hide sensitive information such as social security numbers. Note: The data view must be viewed in a browser. SharePoint Designer 2013 does not provide a graphical-user interface web editor, such as Microsoft Expression Web, to view it. Once you have configured the data view in SharePoint Designer 2013, you need to preview it in your browser. Conditional Formatting You can define criteria to create a data view. This technique is called conditional formatting. For example, you can set criteria based on a data value. When the data value matches this criteria, it will display. If it does not match, the data remains hidden. Data Filters Database filtering is used to refine a data query. It allows end users to refine query results that meet specific criteria. Only data meeting the criteria appears in the results. The database filtering process does not organize data. It only pulls data that meets your criteria. You use data filtering each time you run a search on Google or Bing. SharePoint Designer 2013 allows you to set up database filters for your data source. You can use just a few fields from an enormous enterprise database using this process. Sorting Data sorting organizes data based on specific criteria. For example, you can organize data alphabetically, by field name, or from lowest to highest. Unlike data filtering, data sorting does not affect the number of query results; it only organizes the data for presentation. SharePoint Designer 2013 allows you to sort information in data view. The query results can be sorted in ascending or descending order, depending on the specifications you configured. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic B

46 Microsoft SharePoint Designer Paging Data paging allows you to specify the number of results displayed on a page, such as a SharePoint page or a search engine web page. If the number of results exceeds the specified number, additional pages are used. Page indicators are generated to allow users to navigate to the additional result pages. SharePoint Designer 2013 allows you to specify the number of page results from your data source queries. This process is helpful and commonly used in search results. For example, the query page may display ten results. The bottom of the page then displays hyperlinks to page 2 results, page 3 results, etc. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Modify a Data Source in Data View Lesson 3: Integrating Data Sources Using SharePoint Designer Topic B

47 38 Microsoft SharePoint Designer 2013 ACTIVITY 3-2 Modifying a Data Source in Data View Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario Your company recently acquired another company and the data systems continue to merge. You successfully connected the new company's employee database to your Develetech SharePoint Server 2013 site. However, now your Human Resources department needs the Paid Personal Days data available to them on SharePoint for the acquired employees. The data is a SharePoint list. You must create a custom data view in SharePoint Designer 2013 for Human Resources to access the data. 1. Create a view. a) In the Navigation pane, ensure that Data Sources is still selected. In the Summary pane, select your Paid Personal Days list. b) On your Paid Personal Days tab, in the Summary pane, in the Views section, select the New button. c) Type StudentXX view (where XX is your student number). Do not select the Make this the default view check box. Select the OK button. 2. Enable HTML parsing. a) In the Views section, select your StudentXX view (where XX is your student number). b) At the top of the page, in the Code View Tools section, select the Edit tab and select the Parse HTML button. 3. Insert a view to display the data. a) In the Summary pane, place the cursor on the blank line at line 35. b) Select the INSERT tab on the ribbon, select the Data View button and More Data Sources. In the Data Sources Picker dialog box, select Paid Personal Days. Select OK. 4. Customize the data view. a) On the LIST VIEW TOOLS contextual tab, select Design Toolbar Options Full Toolbar. Note: If the List View Tools do not appear, scroll through the code and select the snippet XsltListViewWebPart and try again. Also, below the Summary pane at the bottom right portion of the screen, on the Code bar, ensure that <WebPartPages:XsltListViewW...> is selected. This issue is a SharePoint Designer 2013 bug. b) In the View Style group, select the Shaded design. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic B

48 Microsoft SharePoint Designer c) Select the OPTIONS tab. d) Select the Sort & Group button. In the Sort and Group dialog box, in the Available Fields box, select Paid Personal Days Left. Select the Add button. In the Sort Properties area, select Descending. Select OK. e) On the OPTIONS tab, select the Paging button and select More Paging Options. Ensure the Display items in sets of this size radio button is selected. Change the number of sets to 3. Select OK. f) On the OPTIONS tab, select the Filter button. From the Field Name drop-down list, select Paid Personal Days Left. From the Comparison drop-down list, select Greater Than Or Equal. In the Value box, enter 1. Select OK. 5. Preview the data view in a browser. a) On the Quick Access Toolbar, select the Save button. b) On the Quick Access Toolbar, select the Preview in browser button. This activity is not necessary for successful course completion. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic B

49 40 Microsoft SharePoint Designer 2013 c) Minimize the browser window. d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open. Lesson 3: Integrating Data Sources Using SharePoint Designer Topic B

50 Microsoft SharePoint Designer Summary In this lesson, you learned how to connect a data source to a SharePoint Server 2013 page using SharePoint Designer Data source connections are valuable for employees to view company data. Employees have access to a centralized data source to ensure the consistency and accuracy of information across the organization. Data view allows you to create a custom view for displaying the data source on a SharePoint page. Why is it important to implement authentication when connecting to a data source? A: Answers will vary, but may include authentication is the process of determining if a user can access a resource. Credentials, such as a user name and password, are required to access data sources. It prevents unauthorized access to the data source. Without authentication, SharePoint users could add the data source to their site, subsite, or page. It is especially important if the data source contains confidential information. Why is data view an important feature in SharePoint Designer? A: Answers will vary, but may include data view allows a custom view for users to examine data from a data source. Data view can be manipulated to display only specific data source fields, sort the data, and use paging. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Encourage students to use the social networking tools provided on the LogicalCHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Lesson 3: Integrating Data Sources Using SharePoint Designer

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52 4 Creating Workflows with the Workflow Platform Lesson Time: 1 hour, 15 minutes Lesson Objectives In this lesson, you will: Explain the SharePoint Designer 2013 workflow infrastructure and platform architecture. Create a workflow with SharePoint Designer 2013 and the SharePoint 2013 Workflow platform. Lesson Introduction If you want to focus on work performance instead of performing the same task over and over, then workflows are for you. Many businesses with redundant tasks, such as accounting approvals and vacation requests, can improve efficiency and ensure consistent processes with them. If you can create a workflow, then you can create new ways to improve productivity at your workplace.

53 44 Microsoft SharePoint Designer 2013 TOPIC A Implement the Workflow Platform Workflows allow people to collaborate and manage tasks using automated business processes. Documents, lists, and projects can be managed using workflows in SharePoint Server SharePoint Server 2013 uses a complex workflow system called the SharePoint Workflow platform. The platform consists of the software, hardware, and configurations needed to set up and run workflows. The most important component of the SharePoint Workflow platform is the Workflow Manager. The service is centralized and required when implementing workflows across an enterprise. It is built on the Windows Workflow Foundation components of the Microsoft.NET Framework 4.5. To implement a workflow, you must understand its infrastructure and platform architecture. This knowledge will help you implement workflows using Microsoft SharePoint Designer Workflow Overview Workflow Example Workflows are a series of tasks that produce an outcome. In SharePoint, they are best described as the automated movement of items or documents through a sequence of tasks or actions. Businesses use SharePoint workflows to add business logic to items or documents in a SharePoint library or list. Business logic is a broad term used in SharePoint to describe a set of instructions that defines and controls various actions. The actions usually control a SharePoint document or item. Workflows allow businesses to consistently manage common business processes across the organization. Lesson 4: Creating Workflows with the Workflow Platform Topic A

54 Microsoft SharePoint Designer Figure 4-1: Workflow example. SharePoint Designer 2013 is the most common tool used to develop workflows in SharePoint Server The alternative is Microsoft Visual Basic, which requires months or years of training to master. SharePoint Designer 2013 is specifically designed to develop workflows in the SharePoint 2013 Workflow platform. Platform Architecture The SharePoint 2013 Workflow platform uses Workflow Manager. It is based on.net Framework 4.5, which is a Windows development platform for building apps for Windows, Windows Server, Windows Azure, and Windows Phone. SharePoint Designer 2013 is designed specifically for Workflow Manager, which in turn powers the SharePoint 2013 Workflow platform. SharePoint Server 2013 Workflow Platform Technology Stack Lesson 4: Creating Workflows with the Workflow Platform Topic A

55 46 Microsoft SharePoint Designer 2013 Figure 4-2: SharePoint Server 2013 Workflow platform technology stack. SharePoint Designer 2013 integrates with Microsoft Visio 2013 (not shown) to provide a visual workflow development environment. A Visio add-in allows no-code web service calls to be generated from a Visio flowchart. Developers can build diagrams with Visio shapes and connectors to develop workflows based on the SharePoint 2013 Workflow platform. Workflows can then be transfered between Visio 2013 and SharePoint Designer System Requirements SharePoint 2013 offers three different types of installations: Single server with built-in database installations Single-server farm installations Multiple-server farm installations In addition to SharePoint 2013, the installations use additional servers, such as Microsoft SQL Server and Exchange Server. All these servers require specific hardware and software to function efficiently. Hardware Requirements Two common installations require the following hardware: Single server with a built-in database or single server that uses SQL server: Used for development environments. This course uses this installation method. It requires a minimum of 8 GB RAM, a 64-bit, 4 core processor, and 80 GB hard disk space. Three-tier farm: Used for pilots and smaller production deployment environments. It requires a minimum of 12 GB RAM, a 64-bit, 4 core processor, and 80 GB for each system. Larger enterprise rollouts vary widely depending on the enterprise solution. For more information on their requirements, visit the SharePoint Dev Center. Software Requirements Similar to hardware requirements, software requirements vary widely for the SharePoint 2013 Workflow platform. At a minimum, you need Windows Server 2012, SharePoint Server 2013, and Workflow Manager. Lesson 4: Creating Workflows with the Workflow Platform Topic A

56 There are three general steps for setting up the SharePoint 2013 Workflow platform, assuming Windows Server 2012 is already installed. A single server with a built-in database requires you to: 1. Install and configure SharePoint Server 2013 by using the stand-alone installation with a built-in database. This process installs an instance of SQL Server. 2. Install and configure Workflow Manager. Use the same SQL Server instance as SharePoint. 3. Configure SharePoint to use Workflow Manager. Note: The single server with built-in database installation of SharePoint is designed for development, evaluation, and training purposes. In an enterprise deployment that includes hundreds or thousands of end users, you would configure a server farm, such as Windows Azure. SharePoint Designer 2013 is used to configure SharePoint Server 2013 and Workflow Manager, but it is not essential to the functionality of the SharePoint Workflow platform. Provided you have permissions, you can use SharePoint Developer 2013 to log on to a SharePoint Server 2013 site over a local or remote network and develop workflows. Network Requirements As most businesses use TCP/IP and reliable high-speed networks, network requirements are often the last worry of a developer. For a development team or a small company using a single server installation, a 100 Mbps network will probably suffice. Enterprise deployments that use a server farm need high-bandwidth fiber optic links between the systems. Due to potential latency issues between the systems, you need a minimum of 1 Gbps bandwidth speeds. Microsoft SharePoint Designer Lesson 4: Creating Workflows with the Workflow Platform Topic A

57 48 Microsoft SharePoint Designer 2013 ACTIVITY 4-1 Determining SharePoint Designer 2013 Requirements Scenario Your company is adopting SharePoint Server 2013 in six months. Your team must plan for the adoption by determining the prerequisites required to successfully implement the product. Your supervisor has put together a short quiz to find out which employees are the most familiar with SharePoint Server 2013 and its family of products. 1. What solution does SharePoint use to provide a set of instructions to define and control various actions? Workflows Content types Tasks Business logic 2. What are two components included with the SharePoint 2013 Workflow platform technology stack? SharePoint Designer 2013 SQL Server Oracle SharePoint Server True or False? SharePoint Designer 2013 includes a Visio 2010 add-in for transferring diagrams. True False Lesson 4: Creating Workflows with the Workflow Platform Topic A

58 Microsoft SharePoint Designer TOPIC B Design a Workflow Where do you start when designing SharePoint Server 2013 workflows in SharePoint Designer 2013? There are three basic steps to consider: 1. Choose the type of workflows you want to create: list, reusable, or site. 2. Select and assemble the actions and conditions to define the workflow steps. 3. Publish the workflow. Consider the workflow as a traditional flowchart. It should have a sequence of steps from start to finish. Understanding the various types of workflows, actions, and other components allows you to create a useful workflow with SharePoint Designer 2013 and the SharePoint Workflow platform. Workflow Design Overview Before you create your workflow, you must select the type of workflow to use. Three types of workflows are available in SharePoint: List, Reusable, and Site. The WORKFLOWS ribbon includes other helpful tools as well. The WORKFLOWS Ribbon in SharePoint Designer 2013 Figure 4-3: The WORKFLOWS ribbon in SharePoint Designer WORKFLOWS Ribbon Button Description List Workflow Reusable Workflow Site Workflow Workflow Settings Edit Workflow Delete Save as Template Copy & Modify Import from Visio A workflow created and assigned to a specific list. It cannot be reused with any other list. A workflow created and assigned to many lists or content types. It can be reused with all items in a content type or list. A workflow created and available for an entire site. Can be assigned to any list or content type. Displays the settings page for viewing and editing a workflow. Opens Workflow Designer for declarative environments, or Visual Designer for Visio environments, so you can edit the workflow. Delete the selected workflow. Saves the workflow as a template for use on other SharePoint sites; templates are saved as SharePoint solution package (.wsp) files. Creates a duplicate of the current workflow for editing; a good strategy for experimentation. Import a Visio 2013 diagram. Export to Visio Export a SharePoint Designer 2013 workflow to Visio Associate to List Associates the workflow to a specific SharePoint List. Lesson 4: Creating Workflows with the Workflow Platform Topic B

59 50 Microsoft SharePoint Designer 2013 WORKFLOWS Ribbon Button Associate to Content Type Description Associates the workflow to a specific SharePoint Content Type. Note: To further explore workflow types, you can access the LearnTO Choose the Best Workflow Type animation from the LearnTO tile on the LogicalCHOICE Course screen. You may want to show LearnTO Choose the Best Workflow Type from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Stages, Loops, and Steps SharePoint Designer 2013 uses stages, loops, and steps to create a workflow. Within these components are individual conditions and actions to further define the workflow. Here are the basic descriptions and rules: Stages: Contain a grouped series of sequential steps. All workflow actions must be contained in a stage. Steps: Contain a grouped series of sequential actions. Steps may be within a loop. Loops: Contain a grouped series of sequential actions that execute as a loop. The loop continues to repeat itself until a condition is met. Loops must be within a stage, but a stage cannot be within a loop. Loops must have one entry point and one exit point. For example, a stage or step contains a group of actions required for a specific workflow process. The stage or step is one component of a larger workflow that consists of many stages or steps. Developers can view each stage or step individually. This method allows a workflow to be broken up into smaller and larger pieces. Otherwise a workflow could become very difficult to design and manage. Conditions Conditions are workflow rules in SharePoint that are based around specific criteria to determine the workflow path. For example, a condition can perform logic checks and compare values to determine if an item was created within a specific data range. Conditions can check whether or not a user is a valid SharePoint user, if an amount is greater than zero but less than 10,000, or if a calendar date comes before or after another date, etc. Each condition usually results in a different workflow path. When the parameters of a condition are met, SharePoint executes an action. SharePoint Designer 2013 provides predefined conditions to add to your workflow. Dictionary Actions Dictionary actions allow you to save values in a storage container, which is called a variable. The variable can then be used in other parts of the workflow. The data in the variable must be defined so the workflow can use it. For example, a variable can save an employee name. Since a name is considered a string character, the variable would be created as a variable of type String. The employee name would then be stored in the variable. Three actions are used for Dictionary variable types: Build Dictionary Count Items in a Dictionary Get an Item from a Dictionary Note: The Action menu in SharePoint Designer 2013 Workflow toolbar lists the task actions. You can add actions to your workflow and customize them. Lesson 4: Creating Workflows with the Workflow Platform Topic B

60 The Dictionary variable type can hold a collection of variables, not just one. It is a container that can hold many variables that include the employee name, address, mobile phone number. Without the Dictionary variable you would have to create a separate instance for each data type. Note: To further explore the Dictionary variable type, you can access the LearnTO Decide When to Use the Dictionary Variable Type animation from the LearnTO tile on the LogicalCHOICE Course screen. Microsoft SharePoint Designer Task Actions Task actions assign work to a person or group. The work can then be tracked over time to manage progress. There are two types of task actions: Assign a task: creates a task and assigns it to a single participant. Start a task process: assigns a task to multiple participants. Task actions assign tasks to people because most business processes are conducted by employees. For example, the human resources department can assign tasks to a new employee. The employee's progress can be tracked as he or she goes through various paperwork, orientations, and training. Eventing Actions An eventing action can be generated in SharePoint when an item is added or changed. Workflows wait for the specific event before proceeding with an action. It is accomplished by subscribing to an event action defined in the workflow. SharePoint Designer 2013 uses the following Eventing actions: Wait for Event in List Item: An item must be created or changed to trigger the event. Wait for Field Change in Current Item: A field must be changed in the current item to trigger the event. Wait for Project Event: A project must be checked in, committed, or submitted to trigger the event. For example, an Eventing action can be assigned to a list. When an item is added to the list, the event is triggered and SharePoint performs a defined workflow action. You may want to show LearnTO Decide When to Use the Dictionary Variable Type from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Create a Workflow Lesson 4: Creating Workflows with the Workflow Platform Topic B

61 52 Microsoft SharePoint Designer 2013 ACTIVITY 4-2 Creating a Workflow Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario Now that you have set up data sources, your supervisor wants you to implement automated business processes around them. Your company has never used Workflow Manager and wants to ensure it functions properly. You have been assigned the task of setting up a basic workflow using SharePoint Designer 2013 and Workflow Manager. 1. Modify an existing custom SharePoint list for employees to request paid personal days. a) In the Navigation pane, select Lists and Libraries. b) In the Summary pane, select Paid Personal Days (the line, not the text). c) Select LISTS AND LIBRARIES Edit Rename. d) Type Paid Personal Day Request and press Enter. e) Select within the text Paid Personal Day Request. f) In the Summary pane, in the Customization section, select Edit list columns. g) Select Columns New Add New Column Number. Type Paid Personal Days Requested and press the Enter key. On the Quick Access Toolbar, select Save. h) To activate the Quick Access Toolbar's Preview in Browser button, in the Summary pane, select the Paid Personal Day Request tab. Select the Preview in Browser button. Enter your credentials if required. i) Select the edit link. In the Rosa Estelle row, in the Paid Personal Days Requested field, type 10 and press the Enter key. Select the Stop link. Minimize your browser. Lesson 4: Creating Workflows with the Workflow Platform Topic B

62 Microsoft SharePoint Designer Create and configure a List Workflow using SharePoint Designer 2013 and Workflow Manager. a) Switch to SharePoint Designer b) In the Navigation pane, select Workflows. Select WORKFLOWS New List Workflow Paid Personal Day Request. Note: You can use these same procedures to create a Reusable or Site workflow, but select the Reusable Workflow or Site Workflow buttons instead of the List Workflow button. c) In the Create List Workflow dialog box, in the Name box, type Paid Personal Day Request Workflow. d) From the Platform Type drop-down menu, ensure SharePoint 2013 Workflow is selected. e) Select OK. If the SharePoint 2013 Workflow does not appear, then the Workflow Manager has not been configured. Contact your System Administrator. The SharePoint 2010 Workflow is available, but these activity steps are written specifically for the SharePoint 2013 Workflow. 3. Use actions to create workflow variables. a) In the Summary pane, delete the Stage 1 text and type Check if any paid personal days exist b) Place the cursor in the Stage box where it states "(Start typing or use the Insert group on the Ribbon.)." The cursor appears directly below the text. c) Select WORKFLOW Insert Action Set Workflow Variable. d) Select the workflow variable text and select Create a new variable. e) In the Name box, type RemainingPaidPersonalDays. In the Type box, select Number and select OK. Note: Variables cannot have spaces. For example, you must type RemainingPaidPersonalDays instead of Remaining Paid Personal Days. f) Select the value text and select the Define Workflow Lookup button. In the Lookup for Number dialog box, from the Data source drop-down menu, select Paid Personal Day Request. From the Field from source drop-down menu, select Paid Personal Days Left. Lesson 4: Creating Workflows with the Workflow Platform Topic B

63 54 Microsoft SharePoint Designer 2013 g) From the Field drop-down menu, select Employee. h) In the Value box, select the Define Workflow Lookup button. i) In the Lookup for Single line of text dialog box, from the Data source drop-down menu, ensure Current Item is selected. j) From the Field from source drop-down menu, select Employee. Select OK. Note: An alert box may appear stating the lookup you defined is not guaranteed to return a single value. It will use the first value if multiples exist. Select Yes to proceed. This alert box will appear each time you exit the Define Workflow Lookup properties. k) Select OK. l) Place the cursor directly below the variable you just created. m) Select WORKFLOW Insert Action Set Workflow Variable. n) Select the workflow variable text and select Create a new variable. o) In the Name box, enter RequestedPaidPersonalDays. p) In the Type box, select Number and select OK. q) Select the value text and select the Define Workflow Lookup button. r) In the Lookup for Number dialog box, from the Data source drop-down menu, select Paid Personal Day Request. s) From the Field from source drop-down menu, select Paid Personal Days Requested. t) From the Field drop-down menu, select Employee. In the Value box, select the Define Workflow Lookup button. From the Data source drop-down menu, ensure Current Item is selected. From the Field from source drop-down menu, select Employee. Select OK twice to exit. 4. Perform calculations on the workflow variables. a) Place the cursor in the first blank line after the variable you just created. b) Select WORKFLOW Action Do Calculation. c) Select the value text and select the Define Workflow Lookup button. d) From the Data source drop-down menu, select Workflow Variables and Parameters. e) From the Field from source drop-down menu, select Variable: RemainingPaidPersonalDays and select OK. f) Select the plus text and select minus. g) Select the value text and select the Define Workflow Lookup button. Lesson 4: Creating Workflows with the Workflow Platform Topic B

64 Microsoft SharePoint Designer h) From the Data source drop-down menu, select Workflow Variables and Parameters. i) From the Field from source drop-down menu, select Variable: RequestedPaidPersonalDays and select OK. j) Select the Variable: calc text and select Create a new variable. k) In the Name box, enter NewRemainingPaidPersonalDays. l) In the Type box, select Number. Select OK. 5. Create a condition for the workflow. a) Place the cursor in the Transition to stage section. b) Select WORKFLOW Insert Condition If any value equals value. c) Select the first value text and select the Define Workflow Lookup button. d) From the Data source drop-down menu, select Workflow Variables and Parameters. e) From the Field from source drop-down menu, select Variable: NewRemainingPaidPersonalDays and select OK. f) Select the equals text and select is less than. Select the value text and enter 0. Press Enter. g) Place the cursor in the first blank line after the text (Insert go-to actions with conditions for transitioning to the stage). Select WORKFLOW Insert Action Go to a stage. Remember to check on student progress. Reach out to remote students and encourage screen sharing to keep students on track, if necessary. Note: You will complete this substep later in the activity. h) Place the cursor in the first blank line after Else. Select Workflow Insert Action Go to a stage. Note: You will complete this substep later in the activity. i) To create a new stage, place the cursor below your first stage. Select WORKFLOW Insert Stage. Select the Stage 2 text, type Declined, and press Enter. j) Place the cursor below your second stage. Select WORKFLOW Insert Stage. Select the Stage 3 text, type Approved, and press Enter. k) In your first stage, in the Transition to stage section, select the first instance of the a stage text and select Declined. Select the second a stage text and select Approved. Lesson 4: Creating Workflows with the Workflow Platform Topic B

65 56 Microsoft SharePoint Designer Create actions that occur when a specific condition is met. a) Place the cursor in the Declined stage where it states "(Start typing or use the Insert group on the Ribbon.)." b) Select Insert Action Log to History List. c) Select the message text. d) Type Employee does not have enough paid personal days. e) Press Enter. f) n the Transition to stage section, place the cursor in the first blank line. g) Select WORKFLOW Insert Action Go to a stage. h) ISelect the a stage text and select End of Workflow. i) Place the cursor in the Approved stage where it states "(Start typing or use the Insert group on the Ribbon.)." j) Select the Action button and select Update List Item. k) Select the this list text. l) In the Update List Item dialog box, from the List drop-down menu, select Paid Personal Day Request. m) Select the Add button. In the Value Assignment dialog box, from the Set this field drop-down menu, select Paid Personal Days Left. In the To this value field, select the Define Workflow Lookup button. n) From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field from source drop-down menu, select Variable: NewRemainingPaidPersonalDays. Select OK. Select OK again. o) In the Update List Item dialog box, in the Find the List Item section, from the Field drop-down menu, select Employee. In the Value field, select the Define Workflow Lookup button. From the Data source drop-down menu, ensure that Current Item is selected. From the Field from source dropdown menu, select Employee. Select OK. Lesson 4: Creating Workflows with the Workflow Platform Topic B

66 Microsoft SharePoint Designer p) Select OK again. q) Place the cursor directly below the Update Item in Paid Personal Day Request action that you just created. Select Insert Action Log to History List. Select the message text. Type Employee is approved. Press Enter. r) In the Approved stage, place the cursor in the Transition to stage section. Select WORKFLOW Insert Action Go to a stage. Select the a stage text and select End of Workflow. s) On the Quick Access Toolbar, select Save. Lesson 4: Creating Workflows with the Workflow Platform Topic B

67 58 Microsoft SharePoint Designer 2013 Assist the students to correct any errors. 7. Manually test the workflow. a) Select WORKFLOW Save Check for Errors. If successful, a dialog box appears stating The workflow contains no errors. Make any necessary changes to your workflow until the workflow is free of errors. b) Select WORKFLOW Save Publish. c) In the Navigation pane, select Lists and Libraries. Select Paid Personal Day Request. On the Quick Access Toolbar, select the Preview in browser button. d) In the Paid Personal Day Request list, select edit. e) In the Rosa Estelle row, in the Paid Personal Days Requested column, ensure that 10 is entered. Select the Stop button. Select the three dots (...) displayed between Rosa's name and her remaining days. From the drop-down menu, select Workflows. f) In the Start a New Workflow section, select your Paid Personal Day Request Workflow. Refresh your browser by right-clicking the browser window and selecting Refresh. You may need to refresh your browser twice. Rosa Estelle's number of paid personal days is approved. Her paid personal days left are reduced from 15 to 5. Lesson 4: Creating Workflows with the Workflow Platform Topic B

68 Microsoft SharePoint Designer Note: You must refresh your browser window once or twice (depending on the SharePoint server's speed) in your Paid Personal Day Request list to see the workflow results. g) Select the edit link. Add numbers to the Paid Personal Days Requested column for each employee. Select the three dots (...) displayed between each employee's name and his or her remaining days. From the drop-down menu, select Workflows. Note: Make some of the requests for more than the number of personal days left. h) In the Start a New Workflow section, select the Paid Personal Day Request Workflow. Refresh your browser by right-clicking the browser window and selecting Refresh. View the results. Depending on the number of requested days, some requests are approved and others are declined. The Paid Personal Days Remaining column is recalculated as necessary. i) To view the history log, select the three dots (...) displayed between an employee's name and his or her remaining days. From the drop-down menu, select Workflows. In the Workflows section, select a workflow to view more details. Scroll down to the Workflow History section. The history log message from your workflow appears in the Description column. 8. Automatically start the workflow. a) Switch to SharePoint Designer b) In the Navigation pane, select Workflows. In the Summary pane, select Paid Personal Day Request Workflow. c) In the Summary pane, in the Start Options section, check the Start workflow automatically when an item is created and Start workflow automatically when an item is changed check boxes. Select WORKFLOW SETTINGS Save Publish to save and publish the workflow. d) Switch to your browser and access your Paid Personal Day Request list. Select the edit link. In an employee's Paid Personal Days Requested column, enter a number and press Enter. e) Select the Stop link. The list is updated. The workflow started automatically when the Paid Personal Days Requested field was changed. f) Minimize the browser window. g) SharePoint Designer 2013, your browser, and SharePoint Server 2013 should remain open. Lesson 4: Creating Workflows with the Workflow Platform Topic B

69 60 Microsoft SharePoint Designer 2013 Encourage students to use the social networking tools provided on the LogicalCHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you learned about workflows in SharePoint Designer You explored the SharePoint Workflow platform. You also configured actions, components, and conditions for workflows, including stages, loops, steps, dictionary actions, task actions, and eventing actions. There are three types of workflows: List, Reusable, and Site. Which type could benefit your organization the most? Explain your answer. A: Answers will vary because any workflow type is possible. However, site workflows are usually the most effective. A workflow can be used across the company, regardless of the SharePoint site or subsite. What business process at your company could benefit from a workflow? How would it work? A: Answers will vary, but may include popular SharePoint workflows are approval processes. These workflows send a message to an employee when a document is available to review. The employee accepts or rejects it. Then a message is sent to the originator with the approval or rejection notice. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 4: Creating Workflows with the Workflow Platform

70 5 Creating Workflows with SharePoint Designer and Visio Lesson Time: 1 hour, 15 minutes Lesson Objectives In this lesson, you will: Use Visio 2013 to design workflows. Transfer a Visio 2013 workflow design to SharePoint Designer Publish a Visio 2013 workflow design using SharePoint Designer Lesson Introduction If you have ever drawn a flowchart or used Microsoft Visio, then you can create a workflow in Microsoft SharePoint Designer 2013 using Visio It allows business professionals, such as process consults and business analysts, to create workflows alongside IT professionals. You can build workflows using the same flowchart shapes most nontechnical people are familiar with.

71 62 Microsoft SharePoint Designer 2013 TOPIC A Design Workflows with Visio 2013 Visio 2013 has significantly expanded the number of SharePoint Designer 2013 workflow developers, thanks to its visual tools. The same shapes used for traditional flowcharts are used to create workflows. These shapes are familiar to most people, so almost anyone in your organization can create one. Workflows can be created by experts in a given subject, such as accounting, human resources, or sales. It is your job to translate their flowcharts into SharePoint workflows. The SharePoint 2013 Workflow Template in Visio 2013 SharePoint 2013 Workflow Template in Visio 2013 The SharePoint 2013 Workflow Template in Visio 2013 is a template used to design workflows in Visio To design a workflow, you open a new diagram in Visio 2013 and select the SharePoint 2013 Workflow Template. The template provides traditional flowchart shapes that are associated with workflow actions, conditions, and terminators. There are three steps to create a SharePoint Designer 2013 workflow using Visio 2013: 1. Create a Visio 2013 flowchart using the SharePoint 2013 Workflow template. 2. Transfer the flowchart to SharePoint Designer Publish the workflow to a SharePoint site. The most difficult part is adding workflow parameters to the Visio 2013 flowchart after it has been transferred to SharePoint Designer It usually requires an IT professional to add the parameters with Visual Designer or a text editor. Visual Designer is a Visio 2013 ActiveX control within SharePoint Designer SharePoint 2013 Workflow Template Shapes in Visio 2013 SharePoint 2013 workflows can be created with the SharePoint 2013 Workflow template in Visio The template includes shapes within three stencils: SharePoint 2013 Workflow Components SharePoint 2013 Workflow Actions SharePoint 2013 Workflow Conditions The stencil shapes equate to actions, conditions and terminators/components of SharePoint 2013 workflows. The workflows are created by dragging shapes onto the Visio 2013 canvas, similar to drawing a flowchart based on business logic. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

72 Microsoft SharePoint Designer Figure 5-1: The SharePoint 2013 Workflow Template in Visio Terminator Shapes The first and last step of a SharePoint 2013 workflow uses Terminator shapes. The SharePoint 2013 Component stencil in the SharePoint 2013 Workflow template contains the following shapes. The SharePoint 2013 Component Stencil Figure 5-2: The SharePoint 2013 Component stencil. Shape/Action Value/Property Description Loop n times Loop count A loop is a container that defines a series of shapes that repeat themselves until a specified loop count is met. Each loop must include an Enter and Exit shape. Loop with condition Loop count The loop continues until a specified condition is met. Start (Not applicable) Begins all SharePoint 2013 workflow diagrams. Step Step A group of sequential actions. Each step must have an Enter and Exit shape and exist within a stage. Stage Stage A stage is a container that groups together steps and shapes. All workflow actions are contained in a stage. Each Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

73 64 Microsoft SharePoint Designer 2013 Shape/Action Value/Property Description stage must include an Enter and Exit shape. Action Shapes The SharePoint 2013 Action Stencil Core actions are the most common actions used in SharePoint workflows. Most of the core actions are included as shapes in SharePoint Designer 2013's Visual Designer and in the SharePoint 2013 Workflow template in Visio In fact, the SharePoint 2013 Workflow template automatically opens the SharePoint 2013 Workflow Terminators, Actions, and Conditions stencils. Each of these stencils contain shapes that match the Declarative Designer in SharePoint Designer The core actions included in the SharePoint 2013 Actions stencil are listed in the following table. For a complete list of shapes, go to the Shapes in the SharePoint Server 2013 Workflow template in Visio 2013 web page at Figure 5-3: The SharePoint 2013 Action stencil. Shape/Action Value/Property Description Add a comment Comment Allows you to write a comment in the workflow for other developers to reference. Add time to date Months, days, hours, minutes, date, output Adds time to a date, such as the current date or a specific date. The output value is stored as a variable. Call HTTP web service HTTP request Requests an anonymous HTTP web service. Count items in dictionary Do calculation Dictionary, output variable Counts items in a dictionary, then stores the number as a variable. LeftOperand, operator, RightOperand, to Get item from dictionary Item name of path, dictionary, output variable Performs addition, subtraction, multiplication and division, then stores the answer in a variable. Obtains variables from a dictionary. Log to history list Message Logs a predefined message item to a history list. Pause for duration Days, hours, minutes Pauses a workflow from executing over a period of days, hours, or minutes. Pause until date Date Pauses a workflow from executing until a specific date. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

74 Microsoft SharePoint Designer Shape/Action Value/Property Description Send an Sends pre-written messages when an event occurs. Set time portion of date/ time field Hours, minutes, date, output Creates and stores a timestamp in a variable. Set workflow status Status Identifies the status of a workflow. Set workflow variable Variable, value Assigns a value to a workflow variable. Condition Shapes Conditions determine workflow paths based on certain criteria. When specific parameters are met in a workflow, the SharePoint 2013 Workflow platform performs a pre-determined action. The SharePoint 2013 Conditions stencil in the SharePoint 2013 Workflow contains the shapes listed in the following table. The SharePoint 2013 Conditions Stencil Figure 5-4: The SharePoint 2013 Conditions stencil. Shape/Action Value/Property Description Person is a valid SharePoint user User Determines if a user has a valid account on a SharePoint site. If any value equals value Value operand value Determines if two values are equal or not equal. Skip project stage (Not applicable) Determines if the skip project stage feature is running. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Design Workflows with Visio 2013 Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

75 66 Microsoft SharePoint Designer 2013 ACTIVITY 5-1 Designing Workflows with Visio 2013 Scenario Your company is expanding the use of automated business processes using SharePoint Server Your supervisor assigns you to recreate the workflow for the Paid Personal Days approval process. You have already ensured that Workflow Manager functions properly, but the declarative authoring environment was difficult. You will create the process using Visio 2013 instead. 1. Create a flowchart in Visio a) From the Windows 8 Start page, open Visio b) In the Template section, select Microsoft SharePoint 2013 Workflow. Select the Create button. Note: The template opens and the drawing canvas already includes an Enter and Exit shape. A single connector joins them. The Shapes pane appears in the left side of the screen with actions, conditions, and components stencils. c) Select the FILE menu and select Save As. d) In the Save As dialog box, under Computer, select Desktop. e) In the File name box, type StudentXX-VisioWorkflow.vsdx (where XX is your student number) and select Save. 2. Design a flowchart in Visio 2013 by dragging actions, conditions and shapes onto the Visio canvas. a) Select VIEW Show and uncheck Page Breaks and Ruler. b) In the diagram, double-click the Stage 1 text and type Check if any paid personal days exist. When finished, select anywhere on the canvas to deselect the text. c) In the Shapes pane, select Actions - SharePoint 2013 Workflow and select the Set workflow variable shape. Drag the shape onto the canvas to the right of the Start shape. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

76 d) Double-click the Set workflow variable text, append a colon (:) and then type Remaining paid personal days (It should read Set workflow variable: Remaining paid personal days.) e) In the Shapes pane, select and drag a second Set workflow variable shape onto the canvas to the right of the first shape. f) Double-click the second shape's Set workflow variable text, append a colon (:) and then type Requested paid personal days (It should read Set workflow variable: Requested paid personal days). g) In the Shapes pane, select and drag the Do calculation shape onto the canvas to the right of the second Set workflow variable shape. h) Double-click the Do Calculation text and delete it. Type Remaining paid personal days minus Requested paid personal days. Italicize minus to emphasize the calculation in the workflow. On the Quick Access Toolbar, select the Save button. Microsoft SharePoint Designer i) In the Shapes pane, select Conditions - SharePoint 2013 Workflow. Drag the If any value equals value shape to the right of the Exit shape, outside of Stage 1. j) Double-click the If any value equals value text and delete it, then type Is the New remaining paid personal days value less than zero? k) Select VIEW Zoom Zoom and select Percentage. Select 50% and select OK. l) In the Shapes pane, select Components - SharePoint 2013 Workflow and select Stage. Drag the Stage shape to the right of your first stage. It will be your second stage. m) Double-click the Stage 2 text and type Declined n) Drag a another Stage shape below your second stage. It will be your third stage. Double-click the Stage 3 text and type Approved o) Reposition Stage 2 and Stage 3 toward the top of the page until the centerline of Stage 1 is between them. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

77 68 Microsoft SharePoint Designer 2013 p) Select VIEW Zoom Zoom and select Percentage. Type 88% and select OK. q) Select HOME Tools Connector. Select the middle handle of the Stage 1 Exit button. Drag the connector to the If any value equals value shape. r) Select the top handle of the If any value equals value shape. Drag the connector to the Stage 2 Enter shape. Right-click the connector line you just created and select Yes. s) Select HOME Tools Connector. Select the bottom handle of the If any value equals value shape. Drag the connector to the Stage 3 Enter shape. Right-click the connector line you just created and select No. t) Select HOME Tools Pointer Tool. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

78 u) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Log to history list shape to Stage 2. Place it to the right of the Enter shape. Double-click the Log to history list text and type Employee does not have enough paid personal days v) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Update list item shape to Stage 3. Place it to the right of the Enter shape. Double-click the Update list item text and type Update remaining paid personal days w) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Log to history list shape to Stage 3. Place it to the right of the Update list item shape. Double-click the Log to history list text and type Employee is approved x) On the Quick Access Toolbar, select the Save button. Microsoft SharePoint Designer Validate the flowchart. a) Select PROCESS Diagram Validation Check Diagram. b) The Issues pane opens if workflow errors are found. Select each item listed in the Issues pane. Resolve each error. Select Check Diagram again. Visio should state that no errors were found. Validation is complete. c) Select OK. d) On the Quick Access Toolbar, select the Save button. Close Visio Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic A

79 70 Microsoft SharePoint Designer 2013 TOPIC B Transfer a Visio Workflow Design to SharePoint Designer After the business logic is defined and saved in a Visio 2013 flowchart using the SharePoint 2013 Workflow template, an expert is required to complete the task. Nearly any person can create the flowchart, but only programmers and SharePoint Designer 2013 developers can transfer it to SharePoint Designer Specialized skills are needed for the conversion process. Visual Designer in SharePoint Designer 2013 Visio 2013 Workflow Design Transfers to SharePoint Designer 2013 After the business logic is defined and saved in a Visio 2013 flowchart using the SharePoint 2013 Workflow template, it must be opened in SharePoint Designer SharePoint Designer 2013 translates the Visio.vsdx file package, which contains XML documents, into SharePoint workflows. You must ensure your SharePoint Server 2013 site is open. Visual Designer SharePoint Designer 2013 automatically opens the Visio file in Visual Designer, which is a Visio ActiveX control. Visual Designer translates all the shapes and text created in Visio to SharePoint Designer Figure 5-5: Visual Designer in SharePoint Designer Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

80 The Visual Designer Workflow ribbon in SharePoint Designer 2013 is described in the following table. Visual Designer Workflow Ribbon Feature Save Description Saves the workflow; it must be saved before changes take effect. Publish Publish the workflow to SharePoint Server Check for Errors Advanced Properties Pointer Tool Connector Tool Text Views Generate Stage Outline Generate Workflow Outline Checks the structure of the workflow for errors. Modifies the properties of a selected action or condition. Moves, resizes, and selects a workflow's objects and shapes. Draws connection lines between shapes and objects. Selects text and adds text shapes. Changes the workflow view between Visual Designer and the text-based, declarative designer. Creates a basic outline of a workflow using Stage shapes. Automatically converts a Stage Outline into a workflow. Export to Visio Exports the workflow for use in Visio Workflow Settings Initiation Form Parameters Local Variables Displays the settings for the selected workflow; allows settings to be changed. Defines the initial parameters for a selected workflow. Defines the variables in each workflow shape. Each shape in Visual Designer is associated with an action, called an Action Tag. A shape's Action Tag is accessed using the Workflow Settings Type button located at the bottom-left of each shape. A drop-down menu appears when you select the button. It allows you to choose an action's attributes, conditions, and properties. Microsoft SharePoint Designer Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

81 72 Microsoft SharePoint Designer 2013 The Workflow Settings Type Button in Visual Designer Figure 5-6: The Workflow Settings Type button in Visual Designer. Properties define the values of the action. The values, also called parameter values, can identify destination addresses, lists to obtain items, or operators for a calculation. Selecting a property from the drop-down menu allows you to customize it. For example, two properties are associated with the Send an shape. The first property, Create , allows you to write the message that will be sent. The second property is called Properties. It allows you to configure all parameters for the action. Note: All shapes have a Properties property that lists the action's parameters. SharePoint Designer 2013 allows developers to switch between Visual Designer and the Declarative Designer. Demonstrate to students how to switch between them by selecting the Workflow tab and choosing Views. SharePoint Designer validates and converts the workflow between the two formats, which can take awhile. Errors are displayed at the bottom of the Declarative Designer canvas. After the properties are configured, you can validate and publish your workflow to a SharePoint Server 2013 site. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Transfer a Visio 2013 Workflow Design to SharePoint Designer 2013 Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

82 Microsoft SharePoint Designer ACTIVITY 5-2 Transferring a Visio 2013 Workflow Design to SharePoint Designer 2013 Before You Begin SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open. Scenario A business analyst at Develetech created a flowchart in Visio 2013 using the SharePoint 2013 Workflow template. The flowchart must be converted to a SharePoint workflow. To start the conversion, your supervisor needs you to transfer the Visio 2013 flowchart into SharePoint Designer Import the Visio 2013 flowchart to SharePoint Designer a) In SharePoint Designer 2013, in the Navigation pane, select Workflows. Select WORKFLOWS Manage Import from Visio. From the drop-down menu, select Import Visio 2013 Diagram. b) In the Import Workflow from Visio Drawing dialog box, navigate to the desktop, select StudentXX- VisioWorkflow.vsdx (where XX is your student number) and select Open. 2. Create a new workflow based off your Visio diagram. a) In the Create Workflow dialog box, in the Name box, type StudentXX Visio Workflow - Paid Personal Day Request (where XX is your student number). b) From the Workflow Type drop-down menu, select List Workflow. From the SharePoint List field dropdown menu, select Paid Personal Day Request. Select OK. c) The workflow opens in Visual Designer. On the Quick Access Toolbar, select Save. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

83 74 Microsoft SharePoint Designer Set the workflow variables. a) In your workflow, place your cursor over the Set workflow variable: Remaining paid personal days action. The SharePoint Designer Properties drop-down button appears. b) Select the SharePoint Designer Properties drop-down button and select Variable. In the Set Workflow Variable Properties dialog box, select Variable, from the drop-down menu select Create a new variable. In the Name box, type RemainingPaidPersonalDays. From the Type drop-down menu, select Number. Select OK. c) Select Value and select the Define Workflow Lookup button. In the Lookup for Number dialog box, from the Data source drop-down menu, select Paid Personal Day Request. From the Field from source drop-down menu, select Paid Personal Days Left. d) From the Field drop-down menu, select Employee. In the Value field, select the Define Workflow Lookup button. In the Data source drop-down menu, ensure Current Item is selected. From the Field from source drop-down menu, select Employee. Select OK twice to exit. Note: An alert box will appear each time you exit a Define Workflow Lookup dialog box. The alert states that the lookup you defined is not guaranteed to return a single value. It will use the first value if multiples exist. Select Yes to proceed each time the alert appears. e) In the Set Workflow Variable Properties dialog box, select OK. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

84 Microsoft SharePoint Designer f) In your workflow, place your cursor over the Set workflow variable: Requested paid personal days action. The SharePoint Designer Properties drop-down button appears. g) Select the SharePoint Designer Properties drop-down button and select Variable. In the Set Workflow Variable Properties dialog box, select Variable, and from its drop-down menu select Create a new variable. In the Name box, type RequestedPaidPersonalDays and from the Type dropdown menu, select Number. Select OK. h) Select Value and select the Define Workflow Lookup button. In the Lookup for Number dialog box, from the Data source drop-down menu, select Paid Personal Day Request. From the Field from source drop-down menu, select Paid Personal Days Requested. i) From the Field drop-down menu, select Employee. In the Value field, select the Define Workflow Lookup button. In the Data source drop-down menu, ensure Current Item is selected. From the Field from source drop-down menu, select Employee. Select OK twice to exit. Select OK to exit the Set Workflow Variable Properties dialog box. j) On the Quick Access Toolbar, select Save. 4. Add the calculation. a) In your workflow, place your cursor over the Remaining paid personal days minus Requested paid personal days action. The SharePoint Designer Properties drop-down button appears. b) Select the SharePoint Designer Properties drop-down button and select LeftOperand to open the Do Calculation Properties dialog box. c) In the LeftOperand row, select the LeftOperand text and select the Define Workflow Lookup button. From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field from source drop-down menu, select Variable: RemainingPaidPersonalDays and select OK. d) In the Operator row, select the plus text. From the drop-down menu, select minus. e) In the RightOperand row, select the RightOperand text and select the Define Workflow Lookup button. From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field from source drop-down menu, select Variable: RequestedPaidPersonalDays and select OK. f) In the To row, select the Variable: calc text. From the drop-down menu select Create a new variable... In the Name box, enter NewRemainingPaidPersonalDays. In the Type box, select Number. Select OK. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

85 76 Microsoft SharePoint Designer 2013 g) Select OK again. On the Quick Access Toolbar, select Save. 5. Add the conditions. a) In your workflow, place your cursor over the Is the New remaining paid personal days value less than zero? shape. The SharePoint Designer Properties drop-down button appears. b) Select the SharePoint Designer Properties drop-down button and select Value to open the If any value equals value Properties dialog box. c) In the Value row, select the Value text and select the Define Workflow Lookup button. From the Data source drop-down menu, select Workflow Variables and Parameters. In the Field from source dropdown menu, select Variable: NewRemainingPaidPersonalDays. d) Select OK. e) In the Operator row, select the equals text. From the drop-down menu, select is less than. Select the value text and place your cursor on the blank line in the second column. Type 0 Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

86 Microsoft SharePoint Designer f) Select OK. On the Quick Access Toolbar, select Save. 6. Configure the action for declined employees. a) In your workflow, place your cursor over the Log to history list shape that states Employee does not have enough paid personal days. The SharePoint Designer Properties drop-down button appears. b) Select the SharePoint Designer Properties drop-down button and select Message to open the Log to History List Properties dialog box. c) Place your cursor in the empty field and type Employee does not have enough paid personal days d) Select OK. 7. Configure the actions for approved employees. a) In your workflow, place your cursor over the Update Remaining paid personal days shape. The SharePoint Designer Properties drop-down button appears. b) Select the SharePoint Designer Properties drop-down button and select Item to open the Update List Item dialog box. c) From the List drop-down menu, select Paid Personal Day Request. d) Select the Add button. In the Value Assignment dialog box, from the Set this field drop-down menu, select Paid Personal Days Left. In the To this value field, select the Define Workflow Lookup button. e) From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field from source drop-down menu, select Variable: NewRemainingPaidPersonalDays. Select OK. Select OK again to close the Value Assignment dialog box. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

87 78 Microsoft SharePoint Designer 2013 f) In the Update List Item dialog box, in the Find the List Item section, from the Field drop-down menu, select Employee. In the Value field, select the Define Workflow Lookup button. In the Data source drop-down menu, ensure that Current Item is selected. From the Field from source drop-down menu, select Employee. Select OK twice. g) In your workflow, place your cursor over the Log to history list shape that states Employee is approved. The SharePoint Designer Properties drop-down button appears. h) Select the SharePoint Designer Properties drop-down button and select Message to open the Log to History List Properties dialog box. i) Place your cursor in the empty box and type Employee is approved Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

88 j) Select OK. k) On the Quick Access Toolbar, select Save. l) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open. Microsoft SharePoint Designer Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic B

89 80 Microsoft SharePoint Designer 2013 TOPIC C Publish a Visio Workflow Design Using SharePoint Designer You have modified Visio flowcharts in Visual Designer to ensure they are functioning workflows in SharePoint Server To complete your workflow, you must publish it to a SharePoint 2013 Server. This process includes a validation process that is required before the workflow can be published to the SharePoint Server Workflow Publication Before a workflow can be published, it requires validation to ensure it functions on SharePoint Server Publishing a workflow using SharePoint Designer 2013 involves three steps: 1. Modify the Visio workflow design in Visual Designer. 2. Validate the workflow using SharePoint Designer Publish the workflow to a SharePoint site. Publishing the workflow is usually the easiest part, because it simply involves saving the workflow to your SharePoint site. Modifying and validating, on the other hand, can be time consuming. Workflow Validation Errors Troubleshooting SharePoint Server 2013 Workflow Validation Errors The validation process begins when you select the Publish button in the Visual Designer ribbon of SharePoint Designer You can also manually check for errors at any time. The Microsoft Developers Network (MSDN ) provides a list of validation errors from Visio 2013 and Visual Designer. Each error has a suggested action to resolve it. The web site is titled Troubleshooting SharePoint Server 2013 workflow validation errors in Visio 2013 and is located at Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic C

90 Microsoft SharePoint Designer Go to the MSDN validation error web page and show the student various errors and fixes. The students will use this table during their activity. Figure 5-7: Troubleshooting SharePoint Server 2013 workflow validation errors. Note: To further explore how to fix validation errors, you can access the LearnTO Resolve Common Validation Errors in Visual Designer animation from the LearnTO tile on the LogicalCHOICE Course screen. Access the Checklist tile on your LogicalCHOICE course screen for reference information and job aids on How to Validate and Publish a Visio 2013 Workflow Using SharePoint Designer 2013 You may want to show LearnTO Resolve Common Validation Errors in Visual Designer from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Lesson 5: Creating Workflows with SharePoint Designer and Visio Topic C