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How SharePoint tools, Windows Workflow Foundation, and SharePoint lists all fit together is shown here:
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Note that workflow instances are aggressively dehydrated (saved) to the back-end database whenever possible (not running and so on) to ensure accuracy This helps with human-intensive activities that require a longer time span (two days, one week, and so on); instances are swapped in and out to make those most in use available when requested
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SharePoint Workflow Basics
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SharePoint s out-of-the-box workflows (available through the UI) cover typical kinds of one-step workflow processes needed for collaboration; these include routing and approval, signature collection, issue tracking, and Office integration features such as List Moderation, Publishing, and Document Expiration Most of these include parameters that allow setting of run-time values; this gives them fairly structured processes that can be ad hoc since they are quickly implemented by the end user Workflow fields in lists are also lightly customizable (for example, to set the states of a task), so although preset, they can be customized in several ways so offer quite a bit of flexibility SharePoint Designer can be used to create User Defined workflows that are more advanced than the UI These are no-code workflows that combine actions with conditions with multiple branches and steps Using a wizard, a nonprogrammer can quickly put together fairly complex workflows using actions (both built-in and custom, like creating a task) In Designer, workflows can only be created using the installed activities (they can t be extended with custom code, but can be through the aspx and InfoPath forms they use) Visual Studio (with WWF Extensions) is used for building custom workflows and also for custom activities that extend to normal Line of Business (LOB) integration and industry-specific processes Typical implementations include order processing, hand off to BizTalk, and so on Combined with the tools are the parts of SharePoint that make it work, such as the Source List that initiates a workflow process, a Task List that stores tasks, and so on A high-level overview is as shown in Figure 16-1
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FIGURE 16-1 Component overview of SharePoint work ow
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The heart of SharePoint workflow begins with the Source List or Library; this is where the actual workflow is started (for programmers, this is just like an event) This creates a new task item in the Workflow Task List and an entry in the History List, indicating that it started in the site Next, either an event that affects a task from the User Interface (such as a document check-in), or from another Office application (Outlook, Word, Excel, Access, and so on), updates the task in the workflow If the task is complete, it is moved to the History List (later used for reporting) Since this is a list itself, it is, of course, easily extensible, particularly when using Microsoft Access The built-in reporting provides reports on most of the common queries (tasks open, closed, and so on) using both the Workflow Task List and the History List Administration includes the ability to phase in new workflows, disable workflows, and so on, all the way through Site Administration Note that if a workflow is ever changed or deleted, any that are in progress will finish with the original flow; if there is a change, any new workflows start with the new flow The client interaction comes from within the Office system; Office tools are integrated with the workflow services and are able to check status, initiate new workflows, set operational parameters, and complete workflow tasks Much like the workspace site integration, workflow activities can be handled from within Office applications without going to the SharePoint site In the background, SharePoint provides the Office Web Service, which these applications use In the true spirit of extensibility, these web services are readily available for use in creating custom actions As a side note, Outlook integrates workflow tasks directly into Outlook Tasks and can handle them offline; tasks can be flagged as completed at any time, and it will update the site when a connection is made
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