To open the Workflow Designer, click the Workflows link in the navigation pane and then select the option to create a new workflow from the Ribbon any of the workflow types will work.. F
Trang 1FIguRE 22-40
27 For the Filter Criteria, set the values to the following criteria:
Field Name: League
➤
➤
Comparison: Equals
➤
➤
Value: NFL
➤
➤
28 Click OK
29 The new has been created To test it, open the site in the web browser again and navigate to the list When the list opens it will show the All Items view by default To switch to the new view, with your mouse hover over the All Items link in the bread crumb, you’ll be able to switch to the NFL view, which will now show only the NFL teams (see Figure 22-41)
FIguRE 22-41
This example walked though many of the common tasks related to views and forms in an organiza-tion SharePoint Designer 2010 makes it easy to customize the display of information with the XSLT List Web Part and integration with InfoPath forms
Workflows
One of SharePoint’s biggest selling points is the capability to use workflows to manage business processes SharePoint Designer is the preferred tool for creating custom, rules-based declarative workflows that don’t require any code For more specific information on workflows in SharePoint
2010, see Chapter 25, which is dedicated entirely to this subject
SharePoint Designer 2010 can create three types of workflows:
List workflow
➤
➤ — These workflows are directly associated with a list This was the only type
of workflow supported by SPD 2007
Trang 2Reusable workflow
➤
➤ — These workflows can be associated with many lists or libraries or con-tent types, and can be reused throughout your SharePoint sites as needed
Site workflow
➤
➤ — These workflows are not associated with a specific list or content type Another new workflow capability in SharePoint 2010 enables you to import the out-of-the-box work-flow templates into SPD 2010 and modify them as necessary However, note that modifying a workwork-flow template from the top-level site in your site collection means that you are modifying the template used
by all sites in the site collection If you choose to use one of the out-of-the-box templates as the basis for your workflows, it is best to make the changes to workflows from a subsite This is actually a copy of the workflow, so making changes here will not cause changes to all workflows based on that template
in the site collection
Workflow Designer
The Workflow Designer has been significantly changed to enable visualization of the entire workflow from a single screen To open the Workflow Designer, click the Workflows link in the navigation pane and then select the option to create a new workflow from the Ribbon (any of the workflow types will work)
As mentioned previously, SPD 2010 workflows are declarative in nature Declarative workflows are rules-based workflows, which use conditions and actions to define a process This is very similar in concept to how rules are defined in Outlook; when an e-mail arrives it is evaluated against the first rule and then subsequent rules until a condition is found that applies to the e-mail When your work-flow requires more complexity than what is provided by the out-of-the-box workwork-flows, declarative workflows are a valuable alternative Because they don’t require any code, they can be quickly created and deployed Developers can even use SPD to help prototype workflows, which can then be imported into Visual Studio 2010 for further customization
The Workflow Designer provides a visual representation of the declarative workflow, separated into the various steps, conditions, and actions With the designer open, clicking on the Step button in the
Ribbon adds a new step to which conditions and actions can be added:
Conditions
➤
➤ — These are the rules that are used to drive the workflow If a condition is true, then whatever is contained within the conditional block will be processed If a condition isn’t true, then the workflow will move along to the next condition, assuming there is another one Clicking the Condition button in the Ribbon will display the complete list of available conditions
Actions
➤
➤ — These are the statements that perform a specific activity, such as sending an e-mail
or modifying a field Clicking the Actions button in the Ribbon will display the complete list
of actions available for use in workflows
Once the conditions and actions are added to the workflow, you can click the specific steps of the workflow to more specifically define what should happen in that step For example, if you were
to add an action that sends an e-mail, you’d need to click on the action itself to define the e-mail’s recipient, subject, and body You can also use variables in these workflow steps so that depending
on who started the workflow and other information that’s been captured, the resulting actions can vary An example of this would be that the subject of an e-mail can be written based on the value of
Trang 3a field in the list that a workflow is attached to Similarly, because another new feature in SPD 2010 makes it easy to look up a given user’s manager, you could create an approval workflow that is auto-matically sent to an employee’s manager
Creating a site Workflow That Writes to a Custom list
Creating standardized forms that have basic workflows is a common scenario in many companies This example uses a site workflow to capture employee reviews submitted by employees, which their managers will then need to review and approve To do this, you’ll create a custom list, customize the fields on the form that are used to start the workflow, look up the manager of the person submitting the workflow, write it all to a list, and then assign a task to the manager
1 Open your site in SharePoint Designer and click Lists and Libraries in the navigation pane on the left
2 Click the Custom List button in the Ribbon to create a new list called Employee Review with
the following fields:
Rename Title to Employee
➤
➤
Manager: Single line of text
➤
➤
Rating: Single line of text
➤
➤
Comments: Multiple lines of text
➤
➤
3 After all of the fields have been added click the save button to save the changes to the list
4 Click the Workflows link in the navigation pane on the left
5 Next from the Ribbon, click the Site Workflow button to create a new workflow (see
Figure 22-42)
6 Name the workflow Employee Reviews and click OK The Workflow Designer for the new
workflow will automatically open
7 With the Workflow Designer open, you should see a blinking horizontal orange line, which is used to indicate where the next action or condition will be inserted But before you add any steps to your workflow, from the Ribbon, click the Initiation Form Parameters button (see Figure 22-43) This allows you to define parameters that are used to collect data when the workflow is started In this case you want the user to fill out the form and then use the infor-mation that was entered throughout the workflow
FIguRE 22-42 FIguRE 22-43
8 From the Association and Initiation Form Parameters dialog, click the Add button (see Figure 22-44)
Trang 4FIguRE 22-44
9 Name the fi eld Rating, choose Choice as the Information type (i.e., a menu to choose from),
and click Next On the Column Settings screen, enter the values shown in Figure 22-45 and click Finish
FIguRE 22-45
10 Press the Add button to add another fi eld Name this fi eld Comments, set it as Multiple
lines of text, and click Next and then Finish Click the OK button from the Association and Initiation screen
Workfl ows make use of two concepts that are sometimes confused: variables and
parameters Variables are defi ned during the workfl ow process and can be
refer-enced throughout the workfl ow In this example, the name of the initiator’s
man-ager is a variable that is later written to a fi eld in a list Parameters are user-entered
information that’s captured during the workfl ow In steps 9 and 10, parameters are
defi ned that will be fi lled out by the user before the workfl ow process begins.
11 The Workfl ow Designer should open and there should be a horizontal, orange blinking cur-sor in a box titled Step 1 From the Ribbon, click the Action button and then click Lookup Manager of a User (see Figure 22-46) Optionally, instead of clicking the Actions button, you can start typing and SPD will try to fi gure out what you want it to do
Trang 512 A description of the action will be added to step 1 Click the link that says “this user” to specify whose manager will be looked up The Select Users dialog, shown in Figure 22-47, will open Select Workfl ow Lookup for a User and click the Add button The Lookup dialog will display
13 In the Lookup dialog, set the following options:
Data source: Workfl ow Context
➤
➤
Field from source: Initiator
➤
➤
Return fi eld as: Login Name
➤
➤
Click OK when you are done
The capability to look up a user’s manager in an SPD workfl ow is a new feature for this version
In this last step, the action looks at the Workfl ow Context to get the name of the Initiator, which has been set to return the Login Name of the user, which in turn is used to look up the name of the user’s manager
The manager lookup is performed against the user profi le In order for this
capability to work properly, user profi le synchronization needs to be confi gured
and a manager needs to be specifi ed for the user See Chapter 25 for details on
this feature.
14 Click just below the action that was just completed but still within the Step 1 box The orange cursor should show where the next action will be added Click the Action button again in the Ribbon and select Create List Item (see Figure 22-48)
Trang 615 In the new action, click the “this list” link Select Employee Review Click the Employee field and then click the Modify button to specify the values for this field In step 9 and 10 you defined the values to be entered by the user Because the name of the employee doing the review is the same as the person starting the workflow, you can get that automatically
16 Click the function button (see Figure 22-49) and set the following values in the Lookup dialog:
Data source: Workflow Context
➤
➤
Field from source: Initiator
➤
➤
Return field as: Display Name
➤
➤
Click OK and then click OK again
17 Repeat the same steps described in step 15 for the Rating field, but select the following values for the lookup:
Data source: Workflow Variables and Parameters
➤
➤
Field from source: Parameter: Rating
➤
➤
Return field as: As String
➤
➤
Click OK and then OK again You’ll be returned to the Create New List Item dialog
18 From the Create New List Item dialog window, click Add and choose the Manager field Press the function button as described previously Set the following values for the lookup: Data source: Workflow Variables and Parameters
➤
➤
Field from source: Variable: Manager
➤
➤
Return field as: Display Name
➤
➤
Press OK and then OK again You’ll be returned again to the Create New List Item dialog window
19 Click Add and choose the Comments field Click the function button and set the following values for the lookup:
Data source: Workflow Variables and Parameters
➤
➤
Field from source: Parameter: Comments
➤
➤
Return field as: As String
➤
➤
Trang 7Press OK and then OK again Verify that all of the
fields have been created and then from the Create
New List Item dialog shown in Figure 22-50, click
OK You should find yourself back at the Workflow
Designer
20 With the Workflow Designer open, click the
Action button in the Ribbon and select Assign
a to-do item
21 Click the link for “a to-do item” and the Custom
Task Wizard will open Click Next On the second
page of the wizard, enter Employee Review in the
Name field and click Finish
22 Next, from the Workflow Designer click the
“these users” link in the create to-do item action
that you’ve been editing From the Select Users
dialog, click Workflow Lookup for a User, and
then click Add The Lookup for Person or Group
dialog window will open
Set the following values for the lookup in the top section of the window:
Data source: User Profiles
➤
➤
Field from source: Manager
➤
➤
Return field as: Login Name
➤
➤
23 For the fields at the bottom of the Lookup for Person or Group dialog window, for the Field value choose Account Name from the drop-down Next press the function button to the right
of the Value field In the dialog that opens, set the fields as follows:
Data source: Workflow Context
➤
➤
Field from source: Initiator
➤
➤
Return field as: Login Name
➤
➤
Similar to step 13, the name of the manager is being returned, but in this case it is for the pur-pose of assigning a task to the manager, which is why the Login Name is used as the return field
24 Press OK on all the dialogs to accept the changes
25 The workflow is now complete and should look similar to Figure 22-51 From the Ribbon, click the Save button (see Figure 22-52) Before the workflow can be used, it must first be published To do so, click the Publish button in the Ribbon
FIguRE 22-51
FIguRE 22-50
FIguRE 22-52
Trang 826 To try the site workflow, go back to your site and click Site Actions➤➤➪➤➤View All Site Content
At the top of the page, click the Site Workflows link
27 Click the Employee Reviews link (see Figure 22-53), which will open the page where you can fill out the form to start the workflow Fill out the form and press Start To make this form easier to access, you can copy the form’s URL and create a link directly to the form
FIguRE 22-53
28 If you go back to the Employee Review list, you’ll see that a new item has been created, the manager has been successfully looked up, and the information entered into the form has been added (see Figure 22-54) A task should have also been created for the manager, which you can see by clicking Site Actions ➪ View All Site Content then clicking on the Site Workflows link
FIguRE 22-54
This example showed how you can create a workflow that captures information into a form, looks
up the manager of the person who started the workflow, writes the information to a list, and then assigns a task to the manager Although this was a very basic workflow example, these concepts can
be expanded and repeated to create much more robust and complex workflows that don’t require any custom code
branding
As mentioned at the beginning of this chapter, most people associate SharePoint Designer with designing websites When the product was introduced with SPD 2007, it was obvious by looking