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harePoint workflows offer a way of running multistep or multistate processes Workflows are often long running, waiting for humans or external systems to complete tasks or other processes before continuing In this chapter we will describe workflow basics, the activities that make up workflows, and how to create custom forms to use with workflow in Visual Studio 2010 as well as in SharePoint Designer 2010
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Workflow Basics
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Workflows are made up of one or more activities that are executed in a logical order to complete some function All of us have encountered workflows before, even though we didn t think about them as workflows The way your whole day goes could be represented with a workflow you wake up in the morning, get coffee or tea, drive to the office, go to lunch, etc Each part of your day could be separated into separate activities Depending on the conditions of your day the order of activities you perform could be different For example, on Sundays you probably won t go to the office or you might work from home on Mondays Getting back to the software world: Every activity in a workflow has an Execute method and can be in one of a number of states (eg, Executing, Closed, etc), and
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8: SharePoint Workflow
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some activities can have conditions that change the execution path of the workflow Visual Studio supports the creation of two types of workflows, sequential and state machine Sequential workflows are represented in the form of a flowchart They have a defined beginning and end All execution paths through the sequential workflow can be easily identified just by looking at the workflow model The path that is taken depends on the evaluated conditions, which are often influenced by data provided by users and/or external systems Figure 8-1 shows a sequential workflow for a simple document approval process
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Figure 8-1: Simple sequential workflow
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Just by looking at the workflow we know where it starts, what activities it includes, and where it ends When the document is ready to be approved it is uploaded to a SharePoint list then the workflow starts and creates a task for the approver Once the task is created and assigned, the workflow waits until the approver makes a decision and either approves or rejects the document It then moves to the next activity and based on the approver s decision informs the author of the document about the decision by sending an e-mail State machine workflows introduce the concept of states, events, and transitions State machine workflows are the route to take if you need to model a more complex business process Every state machine workflow has a defined initial state and end state The execution path taken between the start and end state depends on the transitions between states and events that trigger those transitions In contrast to sequential workflows there is no prescribed path in state machine workflows Because we can t be certain which event is triggered and which state is next, it is very hard to identify all execution paths just by looking at the state machine workflow The sample state machine workflow in Figure 8-2 represents a document approval workflow similar to the sequential workflow discussed previously Just by comparing the sequential and state machine workflow figures you will see they look completely different The state machine workflow in Figure 8-2 starts at the DocumentApprovalInitialState When a document is uploaded the workflow moves to the DocumentUploaded state and so on Both types of workflows are flexible and can be used to model different business processes The decision to choose one type over the other should be made based on the problem you are trying to solve There is no right or wrong choice, but when you find a workflow becoming messy or complex, it should make you consider if you have used the best type A good rule of thumb would be to choose a sequential workflow if you are modeling a well-defined process that does not have many state transitions and proceeds mostly down a single path It can have branches along the way, but these branches should find their way back to the main flow Workflows with many state transitions and branches that send the workflow permanently off in a different direction are usually better represented with a state machine workflow
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