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understanding workflow in MOSS 2007
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Understanding Workflow in Windows SharePoint Services and the 2007 Office System
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Understanding Workow in Windows SharePoint
Services and the 2007 Microsoft Oce System
Version 1.1, 9/25/06
David Chappell, Chappell & Associates
© Copyright Microsoft Corporation 2006. All rights reserved.
Contents
THE VALUE OF HUMAN WORKFLOW..................................................................................................................... 3
TECHNOLOGY BASICS................................................................................................................................................ 4
WINDOWS WORKFLOW FOUNDATION................................................................................................................................4
WINDOWS SHAREPOINT SERVICES.....................................................................................................................................5
WORKFLOW AND WINDOWS SHAREPOINT SERVICES 3.0.................................................................................7
COMBINING WINDOWS WORKFLOW FOUNDATION AND WINDOWS SHAREPOINT SERVICES.................................................7
WORKFLOW IN WINDOWS SHAREPOINT SERVICES: A SCENARIO........................................................................................8
AUTHORING WINDOWS SHAREPOINT SERVICES WORKFLOWS..........................................................................................16
WORKFLOW AND OFFICE SHAREPOINT SERVER 2007.....................................................................................22
COMBINING WINDOWS WORKFLOW FOUNDATION, WINDOWS SHAREPOINT SERVICES, AND OFFICE SHAREPOINT SERVER 22
WORKFLOW IN OFFICE SHAREPOINT SERVER: A SCENARIO..............................................................................................23
AUTHORING OFFICE SHAREPOINT SERVER WORKFLOWS..................................................................................................28
MAKING A TECHNOLOGY CHOICE....................................................................................................................... 29
CONCLUSION.............................................................................................................................................................. 30
RESOURCES................................................................................................................................................................ 30
ABOUT THE AUTHOR................................................................................................................................................ 31
2
The Value of Human Workow
Businesses depend on business processes. While those processes often involve
software, the most important processes in many organizations depend on people.
Automating interactions among the people who participate in a process can improve how
that process functions, increasing its efficiency and lowering its error rate. Using software
that supports this kind of human workflow can make organizations more effective.
Many kinds of processes in many different kinds of organizations can benefit from
automated support for human workflow. Examples include:
Approval: A common aspect of human-oriented business processes is the need to get
approval from multiple participants. What’s being approved can vary widely, ranging
from a Word document containing next year’s marketing plan to an expense report
from a trip to a conference. In every case, some number of people must review the
information, perhaps appending comments, then indicate approval or rejection.
Coordinating group efforts: Whether it’s preparing a response to an RFP, managing
the translation of a document into one or more languages, or something else, many
processes require people to work together in an organized way. By defining the steps
of the process in an automated workflow, the group’s work can be made more
efficient and the process itself more predictable.
Issue tracking: Many business processes generate a list of outstanding issues. An
automated workflow can be used to maintain that list, assign issues to the people
capable of resolving them, and track the status of that resolution.
To support these kinds of automated business processes, Microsoft Windows SharePoint
Services 3.0 can run human workflow applications. Based on Windows Workflow
Foundation (WF), these applications interact with people through a Web browser and, if
necessary, with other software as well. To create workflow applications, developers use
WF’s Workflow Designer and Visual Studio 2005, while information workers use the new
Office SharePoint Designer.
Microsoft Office SharePoint Server 2007, part of the 2007 Microsoft Office system, adds
more capability to workflow applications built on Windows SharePoint Services. Using this
product, workflows can use custom forms created with Microsoft Office InfoPath 2007 to
interact with users through Office applications such as Word 2007 and Outlook 2007.
Office SharePoint Server also includes several pre-defined workflows, letting information
workers create automated business processes for approval and other common situations.
Both Windows Workflow Foundation and Windows SharePoint Services 3.0 will be
standard parts of Windows, while Office SharePoint Server is a separately licensed
product. All of these technologies, together with the tools for creating workflows that use
them, are scheduled to be released around the end of 2006. This paper introduces these
tools and technologies, describing what they do and how they do it. The goal is to provide
a big-picture view of Microsoft’s support for human workflow in Windows SharePoint
Services and the 2007 Office system.
3
Technology Basics
Understanding Microsoft’s support for human workflow requires a basic grasp of the two
fundamental technologies that underlie this support: Windows Workflow Foundation and
Windows SharePoint Services. This section briefly describes each one.
Windows Workow Foundation
It’s common for software to implement some kind of process, with multiple steps
performed one after another in a defined order. Given how often this approach is used,
why not provide explicit support for creating this kind of application? The goal of Windows
Workflow Foundation is to do exactly this. An application built with WF consists of one or
more workflows, each of which contains some number of activities. A workflow’s activities
are executed one at a time by WF’s runtime engine, with the execution order determined
by the workflow itself. By providing direct support for process-oriented applications, WF
can make those applications easier to create and maintain.
The figure below shows WF’s main components. A workflow, built from activities, executes
using the runtime engine. This execution depends on a set of runtime services, provided
by WF, that allow persisting a workflow’s state, tracking its execution, and more. All of this
runs inside some host, which can be any Windows process ranging from a simple desktop
application to a scalable server. And to accommodate different requirements imposed by
different hosts and different kinds of applications, the WF runtime services can be
replaced if necessary.
Visual Studio 2005
Runtime
Engine
Workflow
Host Process
Runtime
Services
Other Activities
Base Activity Library
Activities
WF Workflow
Designer
As the figure indicates, workflows can be created using WF Workflow Designer. This tool
runs inside Visual Studio 2005, and it provides a graphical environment for organizing
activities into workflows. An activity is just a class, so it’s also possible to create workflows
purely in code—using a graphical tool isn’t required. Although a workflow can use any
activities a developer chooses, WF provides a Base Activity Library (BAL). The BAL
includes a number of fundamental activities, including the following:
4
IfElse: executes the activities contained in two or more possible paths based on
whether a condition is met.
While: repeatedly executes one or more activities as long as a condition is true.
Sequence: executes a group of activities one at a time in a defined order.
Parallel: executes two or more groups of activities in parallel.
Code: executes a defined chunk of code.
Listen: waits for one of a set of events, then executes one or more activities when that
event is received.
InvokeWebService: calls a Web service.
Policy: allows defining and executing business rules using a WF-supplied rules
engine.
WF provides two types of built-in workflows:
Sequential workflows, which execute activities in a defined order. A sequential
workflow can contain IfElse, While, and any other activities.
State machine workflows, which implement a traditional finite state machine. This type
of workflow can also contain IfElse, While, and other activities, but it depends on other
activities such as State to represent states and transitions.
It’s important to understand that WF isn’t itself a complete workflow application. Instead, it
provides a foundation for developers to create workflow-based software. And because it
can be hosted in any Windows process, WF can be combined with other technologies to
provide workflow services. Windows SharePoint Services 3.0 does exactly this, and so the
next step in understanding Microsoft’s support for human workflow is to understand the
basics of this technology.
Windows SharePoint Services
Sharing information is a fundamental part of modern life. Whether in our jobs, as part of a
volunteer organization, or in some other way, we frequently need to share documents and
other information with a group of people. Windows SharePoint Services, a standard part of
Windows Server 2003, can make this sharing easier.
As the figure below illustrates, users of Windows SharePoint Services can create sites,
each of which contains document libraries and lists. The information in each site, including
documents and list items, is stored in SQL Server. Using Internet Information Services
(IIS), people can interact with sites from Microsoft Office applications or a Web browser
such as Internet Explorer. Users can also customize the browser interface using Web
Parts, allowing each user to create an interface that works well for her.
5
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