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Before delving into how workflows can be used in SharePoint, you should get familiar with WF and the key concepts and structures involved What is a workflow Perhaps the easiest way to answer this question is to illustrate how a workflow differs from the traditional applications on which we developers spend most of our time Workflows are declarative that is, they focus on what should be done rather than how to do it This has a significant implication: Determining what should be done within an organization is a role performed by business users as opposed to developers, and exactly what should be done often changes as business priorities change As developers, we re very aware of this problem since it often leads to a constant shifting of deliverables when it comes to developing line-of-business applications By adopting a workflow-based approach, organizations can change business processes simply by amending the workflows that define them Secondly, workflows are long running and stateful You may be thinking that most business applications are long running and stateful, but there is an important difference
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with workflows: The management of state and the processing of interactions with running workflows is handled automatically by the runtime engine Although building business applications that maintain state is common practice, such an implementation will usually involve a lot of custom code The same is also true for managing interactions with longrunning processes There is a fundamental difference between using workflows and traditional application development, and it all comes down to perspective When building traditional applications, we focus on handling events and managing data; with workflows, the focus is on the actual process logic with event handling and data management handled automatically
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You can host two types of workflow using SharePoint: sequential workflows and state machine workflows A sequential workflow is probably the most common type of workflow State machine workflows are not widely used within organizations
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This type of workflow commonly manifests itself as a business process and is the muse of many a Visio artist the world over Sequential workflows generally have a single starting point and follow a series of sequential steps before reaching a discrete stopping point Consider the expenses approval workflow, for example An employee completes an expenses claim document Completing the document starts an approvals workflow that sees the document being sent to a manager for approval Once the manager has approved the document, it is automatically passed to the accounts department for payment When the claim has finally been paid, the workflow is concluded This business process follows a series of steps toward a final conclusion and is therefore typical of a sequential workflow
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A common perception, possibly arising from the assumptions of the various process improvement methodologies, assumes that everything can be reduced to a series of welldefined sequential processes However, the core assumption of the sequential workflow is that a process will progress in a predictable manner toward a well-defined conclusion In reality, however, this is not always the case Consider, for example, the processing of a customer order A customer places an order for a particular item The item is not currently in stock and is ordered from a supplier At the time of ordering, the supplier provides an estimated delivery date, and from this date an expected delivery date for the customer is provided The supplier ships the goods as expected, which are ultimately forwarded to the final customer On the surface, this may seem like a perfect candidate for a sequential workflow, but what happens if the customer decides to cancel the order Or if the supplier can t deliver the goods Or if the price of the goods changes between the time the customer places the order and the order being fulfilled Of course, we could create complex sequential workflows to handle these exceptions, but the point is this: Many exceptions can occur; trying to capture all of them and define processes for handling all of them in a model intended to represent a core business process can result in a process that is fraught with minute detail We ve moved from defining what should be done to defining how it should be done
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