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Sharepoint 2010 : Creating and Managing Workflows - Deploying Workflows

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6/19/2011 4:00:19 PM
After you prepare a workflow for use in SharePoint 2010, deployment of the workflow varies depending on whether it is a predefined workflow, a SharePoint Designer workflow, or a Visual Studio custom workflow. The following sections provide a high-level overview of the procedures required for deploying each type of workflow.

1. Deploying Predefined Workflows

Predefined workflows are already installed on the SharePoint farm when you install SharePoint 2010. The deployment of predefined workflows is focused on activating the workflow features and associating the workflow with lists and libraries. The following procedures must be carried out to deploy a predefined workflow.

  1. Activate the workflow features pertaining to predefined workflows.

  2. Associate the workflow with list, library, content type, or site.

  3. Start and verify the workflow.

2. Deploying Declarative Workflows

Declarative workflows are created by end users using SharePoint Designer 2010, and they are associated with a list, library, content type, or site by SharePoint Designer tool itself. The following procedures are associated with deploying a declarative workflow.

  1. Create and deploy declarative workflow using SharePoint Designer.

  2. Start and verify the deployed workflow.

3. Deploying Custom Workflows

Custom workflows created using Microsoft Visual Studio 2010 are created as features and packaged into solution files. The deployment of a custom workflow starts with solution installation, feature activation, and finally association. The following procedure allows you to deploy a custom workflow.

  1. Create the custom workflow in Visual Studio 2010. Package it as a feature, which is then packaged as a solution file.

  2. Install and deploy the solution into SharePoint farm.

  3. Activate the workflow feature at site collection level.

  4. Associate the workflow with a list, library, content type, or site.

  5. Start and verify the workflow.

4. Activating a Workflow

You must activate both predefined and custom workflows before they can be used. Use the following procedure to determine whether the workflow that you want to use is active, and then activate the workflow as necessary.

  1. On the top level of the site collection, on the Site Actions menu, click Site Settings.

  2. In the Site Collection Administration section on the Site Settings page, click Site Collection Features.

  3. On the Features page, click Activate next to the workflow feature that you want to activate. The Status column displays Active to indicate that the feature is now active. See Figure 1 for a list of site collection features.


Note:

In SharePoint Foundation 2010, there is only one predefined workflow—the Three-state Workflow—and it is active by default.


Figure 1. List workflow site collection features


5. Adding a Workflow Association

This procedure is applicable for both predefined and custom workflows. When you add a workflow association, you assign a task list and history list to use with the selected workflow. You can use the default task list, select another existing task list, or create a new one. As SharePoint lists grow, site performance might be adversely affected. If your SharePoint environment will have many workflows, consider creating a separate task list and history list for each workflow to avoid potential performance problems. The workflow can be associated with a list or a library, content type, and site.

5.1. Associating a Workflow with a List or Library

Use the following steps to associate a workflow with a list or document library. Note that some workflows, such as the Three-state workflow, require you to create a column in your list in which the workflow can display status. For example, before you add the Three-state workflow to a list, you first should create a column of the Choice type and assign three choices to the column, signifying the start, middle, and end state of the Three-state workflow.

  1. Browse to the list or library to which you want to add a workflow.

  2. Perform one of the following steps.

    • For a list, on the List Tools tab, click List.

    • In the Settings group, click Workflow Settings and then click Add A Workflow.

    • For a library, on the Library Tools tab, click Library.

    • In the Settings group, click Workflow Settings and then click Add A Workflow.

  3. In the Workflow section of the Add A Workflow page shown in Figure 2, select the workflow template that you want to associate with this list or library.

  4. In the Name section, type the name that you want to use to identify this workflow to users of this list or library.

  5. In the Task List section, specify a task list to use with this workflow.

  6. In the History List section, select a history list to use with this workflow.

  7. In the Start Options section, select from the following options.

    • To allow the users to start the workflow manually, select the Allow The Workflow To Be Manually Started By An Authenticated User With Participant Permission check box.

    • If you want only list administrators to start the workflow, select the Require Manage Lists Permissions To Start The Workflow check box.

    • In many scenarios, you’ll see a check box selection that appears dimmed for the option Start This Workflow To Approve Publishing Of A Major Version Of An Item. This option will become available when you have enabled content approval, selected major/minor versioning in the library settings, and you have selected an Approval workflow.

    • To allow the workflow to be started when a new item or document is created, select the Start This Workflow When A New Item Is Created check box.

    • To allow the workflow to be started when a new item or document is updated, select the Start This Workflow When An Item Is Changed check box.

    Figure 2. Library or List Workflow Association page

  8. If the workflow that you selected has additional configuration options, click Next and customize the settings that are on the next page in order to complete the creation of your workflow. For purposes of illustration, the Three-state workflow is being used here to complete this section.


    Note:

    If you select the Disposition Approval workflow, there is only an OK or Cancel button at the bottom of the page. Selecting the other workflows, such as Three-state or Collect Signatures, will result in a Next or Cancel button combination at the bottom of the page, indicating that you must provide additional information on the following screen to fully configure the workflow.


  9. On the next page, shown in Figure 3, you can select the various states of the workflow and the associated tasks that will be assigned at each stage. You can also specify e-mail settings at each stage so that through the combination of task assignment and auto-generated e-mail messages, you can ensure those involved in the workflow are kept fully informed (and tasked!) as the documents move through the workflow.

    Figure 3. Completing a Three-state workflow

  10. When you have finished specifying your configuration options, click OK to apply your changes to the workflow association.

5.2. Associating a Workflow with a Site Content Type

Use the following steps to associate a workflow with a site content type.

  1. On the home page for the site, select Site Settings from the Site Actions menu.

  2. In the Galleries section of the Site Settings page, click Site Content Types.

  3. In the Site Content Type column on the Site Content Types page, click the content type to which you want to add a workflow association.

  4. On the page for the content type you selected, in the Settings section, click Workflow Settings.

  5. On the Workflow Settings page, click Add A Workflow.

  6. In the Workflow section of the Add A Workflow page shown, select the workflow that you want to add.

  7. In the Name section, type the name that you want to use to identify this workflow to site users.

  8. In the Task List section, specify a task list to use with this workflow.

  9. In the History List section, select a history list to use with this workflow. The history list displays all events that occur during each instance of the workflow.

  10. In the Start Options section, specify the following:

    • To allow the users to start the workflow manually, select the Allow The Workflow To Be Manually Started By An Authenticated User With Participant Permission check box.

    • If you want only list administrators to start the workflow, select the Require Manage Lists Permissions To Start The Workflow check box.

    • To allow the workflow to be started when a new item or document is created, select the Start This Workflow When A New Item Is Created check box.

    • To allow the workflow to be started when a new item or document is updated, select the Start This Workflow When An Item Is Changed check box.

  11. If you want this workflow to be applied to all of the content types that are inheriting from this content type, select the Yes option.

  12. When you have finished specifying your configuration options (including options that might be on a second screen that are not illustrated here), click OK to apply your changes to the workflow association.

5.3. Associating a Workflow with a Site

Use the following steps to associate a workflow with a site.

  1. Browse to the site from which you want to add a workflow association.

  2. On the Site Actions menu, click Site Settings.

  3. In the Site Administration section of the Site Settings page, click Workflow Settings.

  4. On the Workflow Settings page, click Add A Workflow.

  5. In the Workflow section of the Add Workflow page shown in Figure 4, select the workflow template that you want to associate with this site.

  6. In the Name section, type the name that you want to use to identify this workflow to site users.

  7. In the Task List section, specify a task list to use with this workflow.

  8. In the History List section, select a history list to use with this workflow.

  9. In the Start Options section, specify whether the workflow can be manually started by an authenticated user who has Participate Permissions and whether Manage Permissions are also required to start the workflow.


    Note:

    You can only start site workflows manually.


    Figure 4. Add a workflow to a site

  10. When you have finished specifying your configuration options, click OK to apply your changes to the workflow association.


Note:

If your permissions are explicitly set on the site, list, or library in question, then instead of seeing the option Allow This Workflow To Be Manually Started By A User With Participate Permissions, you will see the option Allow This Workflow To Be Manually Started By A User With Edit Item Permissions. This occurs on all lists and libraries after you have visited the Site Workflows list and you are a site owner or you have the Edit Item permissions applied to your account at the site level.


5.4. Starting and Verifying the Workflow

This procedure is applicable for predefined, declarative and custom workflows. After you activate a workflow and add it to a list, library, content type, or site, an authenticated user can run the workflow on an item in the list or a document in the library, or in the case of a site workflow, on a site. When you add the workflow, specify whether you want the workflow to run automatically or manually. If the workflow is configured to start automatically, the default settings are always used when the workflow begins. If the workflow is configured to start manually, the user can modify the default settings, such as specifying workflow participants and a due date. The workflow runs on items in the list or documents in the library with which the workflow is associated.

As the workflow is executing, ensure that all relevant tasks are being created and are assigned to the correct participants. Ensure that the correct updates are made when the users complete the tasks assigned to them. Check that task notification e-mail messages are being sent to the users as the tasks are assigned.

If you have workflows that execute an impersonation step, ensure that the permissions before workflow executions and after workflow executions are in the intended state and that no unwanted permission changes are made. Ensure that the expected permissions are supposed to be granted by the workflow.

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- Sharepoint 2010 : Creating and Managing Workflows - Setting Up Workflow Configurations
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