Why I'm Excited About Workflow

Among the many new features built into the new version of SharePoint, I'm most excited about workflow.  Microsoft has introduced a workflow engine and its associated API (called Windows Workflow Foundation or WF) into the Windows Server operating system.  Developers can write workflow applications in C# (or VB.NET).  The workflow engine is also tightly tied to SharePoint--both WSS (the SharePoint version bundled with the server OS) and MOSS (the more powerful portal version of SharePoint, which requires additional licenses).

Over the past few months, I have spoken with several senior IT managers who are very interested in applying SharePoint-based workflow solutions.  Some already have a viable SharePoint implementation and want to add new capabilities and others see workflow as the 'killer app' that can get their organization started with SharePoint.  Here are some examples of business problems that these senior IT managers have identified:

• Document approval--to insure compliance with standards, many companies must have a well-defined process for approving key documents.  These documents could be design specifications in a high tech manufacturer or treatment protocols in a hospital.  The document must go through a review and approval workflow.  This could involve multiple steps, each with revisions, followed by sign-offs from several people.
• Bringing new hires into the organization (a.k.a. inboarding)--When someone is hired into a large organization, they need information from human resources, a badge from security, a phone and a computer.  There are some dependencies in the process.  For example, the new hire might need a phone number or a login ID before he or she can get a security badge.

Both processes now typically involve many phone calls and emails to coordinate.  Both could benefit from SharePoint-based workflow.

The integration of workflow into SharePoint is especially helpful for processes like document approval.  The workflow can be designed to be automatically started when a new design spec is placed in a specific document library.  The workflow can then notify reviewers via email and can add items to their task lists.  The reviewers can then modify the document in the library, storing their changes in the document's version history.  The status of the document can be viewed right in SharePoint as a document property (e.g., under review, being revised, or awaiting approval).

The new hire process can be automated through an InfoPath form, which can start a workflow.  In the new version of SharePoint, the InfoPath form can be viewed and edited directly in the browser.  The InfoPath client is no longer required.  This workflow can also kick-off emails and assign tasks.  Its status can be checked in a SharePoint list view.

Microsoft has built a pretty robust workflow engine with a solid API.  Its strength is integration with SharePoint, Outlook and the other Office components and its price.  The base workflow engine is part of Windows server.  You need to buy MOSS to get some of its more advanced SharePoint integration features.

You have three options for creating workflows.  They are:

1. use the simple workflows that ship with SharePoint
2. build more sophisticated workflows using a wizard in Office SharePoint Designer (formerly FrontPage)
3. build workflows from scratch using Visual Studio. 

There are two main drawbacks to WF:

• There are many pieces to building a SharePoint-based WF solution and its difficult to figure out how they fit together.  It can be a daunting task to sort out whether you should use native SharePoint workflows, Office SharePoint Designer or Visual Studio to build your workflow solution.  You also need to determine whether the workflow should be started from a document library, a SharePoint list, or an InfoPath form.  At KMA, our analysts and developers spend a significant amount of time determining how to use each of these approaches.  We have put together a demo highlighting the strengths of each and the best practices for building workflows.
• There is no easy-to-use graphically-based workflow design tool.  This is a common deficiency of Microsoft's developer-oriented approach to building software.  I am expecting that third party software vendors will be releasing Visio-based tools that work with Microsoft's engine.

Windows Workflow Foundation, coupled with SharePoint, provide a great approach to automating workflows.  At KMA, we see some significant opportunities to help organizations.  These automated workflows will:

• speed up key business processes by reducing emails and phone calls
• make it less likely that people or documents 'fall through the cracks' 
• and provide good statistics for monitoring and improving processes.

Automated workflows make it much easier to monitor processes, identify bottlenecks and implement process improvements.  Enhanced business activity monitoring is a key benefit of automated workflows.

For more information on workflows, you might want to read a Microsoft white paper, "Understanding Workflows in Windows SharePoint Services and 2007 Office System," KMA's own James Henry's blog and Microsoft's Paul Andrews' blog.  If you'd like to see our workflow demo, drop me a note.

Comments

[William Hogg]

Great post!

I would love to see your workflow demo. Is it available online?

Thanks,

William