Expert SharePoint 2010 Practices.pdf

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Expert SharePoint 2010 Practices.pdf SharePoint 专家实践
Contents at a glance About the authors ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■口■■ ■■■■■■■■■■ About the technical reviewer Acknowledgments,,…, Chapter 1: Workflows ■■■■ Chapter 2: Bridging the Office-Share Point Gap a ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■口■■■■■■■■■■ 25 Chapter 3: Leveraging Content Types mamma amammammammaammmamnnan 47 Chapter 4: Automating Document Assembly mmammmamnamammmmmmmmmmma 73 Chapter 5: Practical document Management with Sharepoint 2010.a ■■■■■■■■■■■■■■■ Chapter 6: Forms Services and InfoPath ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ 161 Chapter 7: The Share Point 2010 client Object Model ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ 229 Chapter 8: Extending SharePoint Using Event Receivers. ■■■■■■■■■■■■■■■■■■■■■■■■■■■■口■■■■■■ 249 Chapter 9: Touch Points-lntegrating SharePoint 2010 and ASP NeTan. ■■■■■■■■■■■■ 291 Chapter 10: Client-Side Programming ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ 331 Chapter 11: SharePoint and windows phone 7 Development mamaamma mm 353 Chapter 12: Share point Solution 397 ■ Chapter13; Business Intelligence,…,429 Chapter14∶ Business connectivity Services,,,,…,…,,,,,,,,453 Chapter 15: Designing Mashups with Excel and visio mmmmmmmmmmmmmm 513 Chapter 16: Tips, Tricks, and Traps mmamiiiaia 541 Chapter 17: Performancepoint Services utaaamaammmmmmmmmmmmaa m IIII 553 ■ CONTENTS AT A GLANCE Chapter 18: Public-Facing SharePoint Sites. ammaar g669 Chapter 19: Claims-Based Authentication in Sharepoint 2010 ammmmmmmm. 691 Index…715 Workflows These days organizations have two possible ways to get ahead of each other. One is by working harder and the other is by working smarter. Now we all know how much working hard gets you ahead, not much! So it all boils down to working smarter. Working smarter simply means achieving more by doing less This means finding someone else to do your work, so you don 't have to do it conventionally referred to as outsourcing. Interestingly, we know that doesn 't go too far either Therefore, the only long term and viable alternative that organizations have discovered to better productivity is to automate Automate more and more processes. Automation in an office environment means creating software that supports business processes that involve numerous roles, people, and perhaps, even external systems As a result of following those automated processes, there is never a confusion on whose turn it is next to approve a certain project proposal so it can be efficiently routed to a customer. In contrast, when a serious exception occurs based on predefined rules, appropriate people can be emailed so human intervention can be involved where necessary. By following these processes in a system setup, you can be assured that no particular step was missed There is no need to double check, because the computers are doing that double-checking for you Finally, by working through the process defined in a computer system, you are also collecting historical information that can be looked at later or archived using one of the many ways to manage SharePoint data as you have already seen in this book To support this endeavor, a new player was introduced in. net 3.0 called as the Workflow Foundation! Share Point 2007 and Share Point 2010 leverage Workflow foundation to provide the capability of authoring and running workflows in SharePoint as well. In other words, Share Point can act as a workflow host Now you might argue that everything i described so far about creating automated business processes in software can be hand-coded from scratch. You'd find me agreeing with you-not everything needs workflow foundation. In fact, using workflow foundation introduces some additional complexity and also ties you down to a certain way of doing things. But, it gives you so much other stuff on top that maybe in some instances it makes sense to represent complex long-running business processes using workflow foundation. In terms of SharePoint 2010, the following interesting facilities become available to you should you choose to author your business processes in Share Point Workflows Everything that workflow foundation gives you, such as the reliability of long running processes to last across machine reboots, is made available to you, if you represent your business processes as workflows in Share Point ability to visualize the workflow graphically so the end users can view the current flow. The running progress of a workflow is made available using Workflow Visualization using Visio if you use Workflow in SharePoint 2010 CHAPTER1■ WORKFLOWS Business users can craft up workflows in tools such as visio or Sharepoint Designer in a very easy-to-use graphical way. These graphical views of the workflow can then show running workflows in SharePoint; reporting analysis tools can be written on the log history of the running workflow instances which can allow you to perform improvements on the running workflow The same workflows that have been written by business users can then be exported to Visual Studio, where developers can extend the workflows and integrate them with custom logic, third party products and make them interact writing a workflow from scratch in Visual Studio as welo have the capability of with proprietary algorithms or systems. Of course, you de Given an enterprise processes problem, when should you choose to implement it as a workflow and when should you just write custom code representing that business process I hope once you have examined all of the preceding scenarios in this chapter, you will be able to answer this question very we elI In this chapter, I will start by demonstrating out of the box workflows that come with SharePoint, so you get an idea of what workflow foundation in SharePoint gives us. Once you have a solid understanding of the basics, then i will enhance it further by involving tools such as Visio and SharePoint Designer. Finally, I will wrap up by involving Visual Studio in authoring complex logic that Sharepoint Designer and Visio are unable to express. Let's get started with using out of the box workflows in share point 2010 Out of the box workflows SharePoint 2010 comes with several workflow templates out of the box. These are generally installed as features, and are available for you to associate with lists or at the site level. In SharePoint 2007, you could only associate workflows with lists. Therefore, step one of having a workflow available for use is for it to be installed as a feature Once it is available for use, you can then create"Associations"of the workflow with existing lists or sites. At this point, you can optionally ask the user associating the workflow some questions, usually presented as an"Association Form". An association form is what allows the workflow to interact with the user when the workflow is first associated with a list Once you have created an association of a workflow template, you can then choose to run the workflow on individual list items (or run it on the site if you had chosen to associate it). When you start a workflow, it can ask more questions by showing yet another form called as the initiation form. Thus, the nitiation form" is what allows the system to ask questions when a workflow is first initiated/ instantiated As the workflow is running, it can ask further questions of the users. In asking those questions, the workflow can create tasks for users, and those tasks can then be performed by the end users. Those tasks go in a list, and can be represented as yet another kind of form, called as the"Task Form". Note that a workflow can have zero or one association forms, it can have zero or one initiation forms but it can have many task forms Similar to task forms, the workflow can also be altered midcourse by end-users by using yet another kind of form called a"Modification form". Just like the task form, there can be zero or many modification forms on a workflow et's pick an out of the box workflow and understand the usage of all these forms and the workflow lifecycle in general. The workflow I intend to use here is the Approval "Workflow, which comes out of the box in paid versions of SharePoint In your SharePoint site, go ahead and create a new list based on the Custom List Template and name it Items to be Approved". Then visit the list settings page of this list and view the versioning settings Under versioning settings, choose to"require content approval for submitted items". By 2 CHAPTER1■ WORKFLOWS hoosing this option, you just enabled the ability to have draft items available in the list. Draft items mean items that are currently a work in progress and should not be seen by everyone. They can be seen only by the author or by people who have the ability to view and approve draft items. This is controlled by the manage lists" permission, which is one of the permission settings that you can give any particular SPPrincipal An SPPrincipal can be an SPGroup or SPUser. I will talk more about security in Chapter 12 where these object names will make more sense Next, back under lists settings visit the workflow settings link. Here you will find the various workflow associations you can create with this particular list. If you are using the enterprise version of SharePoint, the various workflow associations available to you are the following Disposition approval Three state Collect signatures pproval A Collect feedback For this example, you will use the approval workflow. Therefore, select the approval workflow template and give it a name of"Approval". Then, click the next button. Clicking the next button brings up the association form, which is an out of the box InfoPath form If you have used this workflow in SharePoint 2007, you would note that this form has been redone. Fill out the form as shown in Figure 1-1 CHAPTER1■ WORKFLOWS Approvers Assign To ORder VINSMARTS\administrator &田| One time(seri 园 Add a new stage Enter the names of the people to whom the workflow will assign tasks, and choose the order in which those tasks are assigned Separate them with semicolons. You can also add stages to assign tasks to more people in different orders Expand Groups v For each group entered, assign a task to every member of that group Request Please approve the item This message will be sent to the people assigned tasks Due Date for All tasks The date by which all tasks are due Duration Per Task The amount of time until a task is due. Choose the units by using the Duration Units Duration units Day(s) Define the units of time used by the duration Per Task. Notify these people when the workflow starts and ends without assigning tasks to them End on First Rejection口 Automatically reject the document if it is rejected by any participant. End on document Automatically reject the document if it is changed before the workflow is Change completed Enable Content Approval F Update the approval status after the workf ow is completed use this workf ow to control content approval) Save Cancel Figure 1-1. The Association form created in InfoPath Notably, I have checked the check box for "Enable Content Approval". This means that the completion of this workflow will approve the associated list item that this workflow is running upon Once you've filled out the form, click the save button. You will then be presented with a screen, as shown in Figure 1-2 CHAPTER1■ WORKFLOWS Workflows &Workflow Name(click to change settings) Workflows in Progress ADDre These workflows are configured to run ms of this type: A (Selecting a different type will navigate you to the Workflow Settings page for that content type. 日 Add a workflow 日 Remove a workfow Figure 1-2. The associated workflows with a list This screen informs you of all the associated workflows with this particular list. If you have used workflows in SharePoint 2007, you would note a notable difference here. Even within a list, you now have the ability to configure to run a particular workflow with a particular content type Now add an item into the list and put"Test Item"in the Title. Note that Share Point informs you that the items in this list require content approval, and that your items will not appear in public views, unless they are first approved by someone with proper rights. This can be seen in the Figure 1-3 Items to be approved - New Item Edit Cut 0 ABC Save Cancel Paste Attach Spelling File Commit Clipboard Actions Spelling Items on this list require content approval. Your submission will not appear in public views until approved by someone ith proper rights. More information on content app Title Test Item Save Cancel Figure 1-3, You are being informed that items on this list will require content approval Once you have created this item you would also note that the default view now contains a column pproval Status and the approval status as of now is"Pending Select the item and from the ribbon under the items click the workflows button. Alternatively, you can also choose to access the workflow screen from the ECB menu. Click the approval workflow association that you had created earlier to initiate the workflow. Initiating the workflow will present you with the initiation form. This form can be seen in Figure 1-4 CHAPTER1■ WORKFLOWS Approvers Assign To Order WINSMARTS\administrator E Add a new stage Enter the names of the people to whom the workflow will assign tasks, and choose the order in which those tasks are assigned Separate them with semicolons. You can also add stages to assign tasks to more people in different orders Expand Groups For each group entered, assign a task to every member of that group. Request Please approve the item his message will be sent to the people assigned tasks Due Date for All Tasks The date by which all tasks are due Duration per task The amount of time until a task is due. Choose the units by using the Duration Units uration Units Define the units of time used by the Duration Per Task. Notify these people when the workflow starts and ends without ass gning tasks to them Start Cancel igure 1-4. The initiation form for the workflow Click the start button to start the workflow. By starting the workflow, the specified approver will be sent an e-mail message, and a task will be created for them requesting to come and approve the item mail or from the share point site in the share point site the task is created in a list called tasks". you specified this list name right before association form. There is another list you specified when creating this association, called " Workflow History ". This is a hidden list and will store all the history activities of the running workflows Nowvisitthetaskslistathttp://sp2010/lists/tasks,andyouwillseeataskcreatedforthe administrator. Clicking on this task brings up another form, which is the task form. This can be seen in Figure 1-5 6

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