Building a Billing System with Nintex Forms and Workflow. Erin Glenn, SharePoint Solutions Architect Goodwill of Central and Coastal Virginia

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1 Building a Billing System with Nintex Forms and Workflow Erin Glenn, SharePoint Solutions Architect Goodwill of Central and Coastal Virginia

2 About Me

3 Our Environment SharePoint 2010 Enterprise On-Premise (not externally accessible) DNS Round-Robin 3

4 How We Built Applications On SharePoint CodePlex SharePoint List Adapters (Extract, Load, Transform) X Data Entry SharePoint List Forms/Datasheet View InfoPath Forms Process SP Designer Workflows Presentation Web Part Pages List Views SSRS SQL Data Integrity Validations Relational Database Transactional Data Normalized Structure Views 4

5 Why Use Nintex? Will be migrating to SP2016 CodePlex List Adapters do not work on SP2016 InfoPath Support/End of Life Issues with IE integration breaking Support pain with Office 2016 installs Mobile accessibility Complex workflow needs Send/receive data to/from SQL Amount of support available 5

6 Billing System Needs Description System to capture time spent with program participants who are funded via funding sources and provide automated reporting for billing and metrics. (Sources are invoiced on a monthly basis and are based on authorized and hours worked.) 6

7 Former State Started as multiple spreadsheets to track case load, hours worked, and requested/authorized hours for month Billing reports were manually created as spreadsheets (not linked to other spreadsheets) 7

8 Issues Data entry Typos Accuracy Formulas (non-locked cells in spreadsheets) Validations (manual spot-checks) No metrics 8

9 Solution Secured site for team Tabbed app-like design Custom SQL database Stored procedures Data validations in procedures History tables Auditing on some tables Nintex Forms & Workflows Mobile form for time entries SSRS Reports 9

10 SharePoint Lists Lists 14 Data Lists 3 Temporary Form Lists 4 Lookup Lists (for choices fields) Characteristics: Views to check data used in workflow or to edit data (only in some lists) IRM to delete items within 90 days Libraries (not shown) 1 Documents 1 Pages 1 SSRS Reports 1 Scripts (for tabs) 1 Images

11 SQL ERD Audits Trigger driven (database function) ~6 Tables History Code via stored procedure (application function) ~10 Tables

12 Application Interface: Home Tab Tabbed app-like design Native SharePoint web parts

13 Application Interface: Tab Using Native SharePoint Web Parts Native SharePoint List View web part Instructions on page

14 Application Interface: Tab Using Native SharePoint Web Parts Native SharePoint List View web part Instructions on page Manager Actions uses Audience on web part

15 Application Interface: Tab Using Nintex Web Part Nintex Controls Panels SQL Request SharePoint List View Instructions

16 Application Interface: Tab Using Nintex Web Part Nintex Controls Panels SQL Request SharePoint List View Instructions

17 Application Interface: Tab Using Nintex Web Part Nintex Controls Panels SQL Request Instructions

18 Application Interface: Tab Using Native SharePoint Web Parts SQL Server Reporting Services Billing and Metrics reports mimic previous Excel spreadsheets Reports are in folders with permissions, so you only see the reports which you have access

19 Application Interface: Item Page with Nintex Controls Native SharePoint Item Page & Ribbon Nintex Controls SQL Request Panels Rules Instructions

20 Nintex Form Example Deep Dive SharePoint List lookup; 2 panels on top of each other with visibility set based on SharePoint group membership. Hidden fields take value from this field (SQL ID of Participant) and puts into list field. Only displays data using SQL Controls after participant is chosen in Select Participant panel. Controls which fields appear in which panels (including Save/Cancel buttons in panels). Only appears after participant is chosen in Select Participant panel. Value stored in list column for workflow action. Fields only appear if Select Action value is Add New. Validation rules on each field for empty values. Start Date validation rule where date cannot be less than Current ES Start Date. Fields only appear if Select Action value is Edit Current. Start Date validation rule where date cannot be less than Current Enrollment Start Date. Button control with JavaScript to open new page.

21 Nintex Workflow Example Participant Employment Specialist Assignment New Assignment Determine if action is on new item or edit of existing item. Action Set Need to find the SQL ID of the Program Enrollment record of the participant and store in Workflow variable. Log custom message (such as variable value) to history list after each action. History list has IRM policy to delete items after 90 days. Updates list item with Program Enrollment SQL ID.

22 Nintex Workflow Example Participant Employment Specialist Assignment New Assignment Action Set to determine if CreatedFrom field is empty. (This field gets auto-populated from other workflows that create records from other lists.) Update list item field, CreatedFrom, to New Employment Specialist. Run stored procedure to create new assignment record in SQL with data from list item. Outputs SQLID of new record and stores in variable. Captures any errors in workflow variable. int EXEC = '{WorkflowVariable:int_PartProgEnrollSQLID}',@ESAssignmentStartDate = '{ItemProperty:Start_x0020_Date}',@SpecialistADAccount = '{ItemProperty:Employment_x0020_Specialist}',@ADUser = '{Common:Initiator}',@EmpSpecialistAssignmentID OUTPUT

23 Nintex Workflow Example Participant Employment Specialist Assignment New Assignment Action Set to determine if a SQL error was thrown. (If variable, msg_sqlerror, is not empty.) (Custom SQL errors are written into stored procedures.) Sends to administrator with error message and list item details. Stops workflow at this point if error occurred in SQL. If no error, updates list item with SQL ID of new assignment record.

24 Nintex Workflow Example Participant Employment Specialist Assignment New Assignment Updates Participant record in Participants list with new Employment Specialist name. (This is used to filter Select Participant pick list to Current User filter.

25 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Action Set Determines if EditEmpSpecialist field in list is empty. Need to find the current Employment Specialist and store in workflow variable. Sets CurrentES variable to EditES variable, which will be used in stored procedure.

26 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Action Set Determines if EditEmpSpecialist field in list is not empty. Sets workflow variable EditESValue to EditEmpSpecialist field in list.

27 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Action Set Determines if EditStartDate field in list is less than 1/1/80 (empty). Need to find the current Employment Specialist s Start Date and store in workflow variable. Sets EditESStartDate variable to CurrentESStartDate variable, which will be used in stored procedure.

28 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Action Set Determines if EditStartDate field in list is greater than 1/1/80 (not empty). Sets EditESStartDate variable to EditStartDate from list, which will be used in stored procedure.

29 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Run stored procedure to edit existing assignment record in SQL with data from list item. Captures any errors in workflow variable. Action Set to determine if a SQL error was thrown. (If variable, msg_sqlerror, is not empty.) Sends to administrator with error message and list item details. Stops workflow at this point if error occurred in SQL. EXEC = '{ItemProperty:ProgramESEnrollmentSQLID}',@EmpSpecialistADAccount = '{WorkflowVariable:EditESValue}',@EmpSpecialistStartDate = '{WorkflowVariable:dt_EditESStartDate}',@ADUser = '{Common:Initiator}'

30 Nintex Workflow Example Participant Employment Specialist Assignment Edit Current Assignment Updates Participant record in Participants list with new Employment Specialist name. (This is used to filter Select Participant pick list to Current User filter.

31 Time Entries Web Version SQL Controls Repeating Table (workflow parses data and creates individual records in Time Entries list) SharePoint List View to allow edits to existing records IRM policy to delete items older than previous month. (DeleteDate field calculated and set via workflow.)

32 Time Entries Mobile App 1 entry per form Required separate list and workflow No filter on Participant list by current user (sees all)

33 Questions? 33

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