GR8 SharePoint Conference - Automating Business Processes with Workflows and Forms
1. Automating Business Processes with
Workflow & Forms
April 5, 2012
David Gwyn
VP, Research & Development and Collaboration
David.Gwyn@highpoint-solutions.com
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3. Workflow Overview
Workflows consist of two elements:
• Forms that a workflow uses to interact with its
users
• Logic that defines the workflow’s behavior
Workflows in SharePoint 2010:
• Reduce dependency on human interaction
• Provide repeatable processes beyond static paper-
based standard operating procedures
• Allow scaling of activities across multiple personnel
• Integrate process automation in other line of
business applications
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4. Predefined Workflows
Workflow Description
Collect Feedback Routes a document or item to one or more users for
review
Approval Routes a document or item to one or more users for
approval
Disposition Approval Manages document expiration and retention as part of a
records management process
Collect Signatures Routes documents created in Microsoft Office by
requesting users to add their digital signatures to
documents
Three-state List-based workflow supporting the processing of an
item through two transitions
Translation Management Manages manual document translation by assigning
translation tasks to translators
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5. Workflow Authoring Tools
SharePoint
• Native SharePoint 2010 workflow enhanced to include integration
with Visio for graphical workflow creation and status reporting
• Basic review and approval capabilities are included but advanced
functionality requires programming skills
K2
• Extensive Business Process Management suite that includes a
component for SharePoint
• SharePoint workflow solutions can be extended to support
enterprise process management needs
Nintex
• SharePoint-only solution for complex workflow management
• Integrates with InfoPath to support review and approval of forms
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6. SharePoint Designer
• Free download to enable building of no-code
workflows in SharePoint sites
• Focused on less
technical
information
workers to
develop logic
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7. Visio Integration
• Visio Premium 2010 can be used to create a
workflow and then export it to SharePoint
Designer
• Allows Business
Analysts to
create workflow
models that are
refined by
technical
resources
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8. Visual Studio
• Workflow Designer runs inside Visual Studio 2010
Professional Edition and provides a graphical
environment for organizing activities into
workflows
• Developer-centric
platform
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9. Workflow – K2
K2 blackpoint is a
subset of broader
product capability
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10. Workflow - Nintex
Nintex graphical
workflow editor is
designed for
trained end-users
to develop
complex review
and approval
workflows.
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11. Workflow – Nintex (Continued)
Nintex provides many
integration tools, such as
Active Directory, Exchange,
CRM, and external systems
connectivity.
Nintex provides the LazyApproval® System,
which allows a user to respond to requests in real
language, even when mobile and without
SharePoint portal access
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12. Forms Authoring Tools
InfoPath 2010 integrates with
SharePoint 2010 and InfoPath
Form Services 2010 to deliver
robust business solutions
Nintex Forms 2010 is a web-
based forms designer that
allows forms to be consumed
on most mobile devices.
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13. Digital Signatures
Electronic A computer data compilation of any symbol or series
Signature of symbols executed, adopted, or authorized by an
(eSignature) individual to be the legally binding equivalent of the
individual's handwritten signature. (CFR - Code of
Federal Regulations Title 21)
Digitized Signature A digitized representation of a hand written signature,
as is typical in the consumer industry when signing a
credit card purchase with a digitizing tablet.
Digital Signature An electronic signature based on Public Key
Infrastructure (PKI) technology that guarantees the
signer’s identity, intent, and the data integrity of the
signed object.
15. Digital Signature Signing Process
Document fingerprint
1AFFF12CF
Hash calculation
Fingerprint is encrypted
with signer’s private key
Document to be signed
1AFFF12CF Public Key Certificate
Signed fingerprint
Digitally-signed document
16. Digital Signature Verification Process
Current document Digital signature
1AFFF12CF 1AFFF12CF
Calculated fingerprint Original fingerprint
Invalid signature Valid signature
17. eSignatures with CoSign
Document
signer’s identity,
reason for
signature, and
document validity
are viewable
when verifying
signatures
18. eSignature Selection Criteria
Digital Signature process requires several elements:
• Certificate Authority (CA) – issues digital certificates which contain the
Public Key and identity of the certificate owner
• Management of digital certificates – distribute digital certificates to
users, adding, changing, and revoking as needed
• External Access – provide external access to public keys for signature
validation
• Sign documents – provide method for signing documents and forms with
provisioned digital certificates
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20. Workflow Examples
Recommended platform for deployment
Use Case Native SharePoint Third Party
Document Approval
Leave of Absence Approval and
Tracking
Help Desk Tickets
Recruiting
Content Publishing
New Employee Onboarding
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21. Summary
• Establish approach to forms and workflow as part
of the initial governance policies and decisions
• If SharePoint is seen as a platform for workflow-
based solutions, strongly consider a third-party
tool
• Keep your initial workflows and forms as simple as
possible and use a phased approach
• Avoid the concern that if the solution isn’t
perfect no one will use it
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