There is little doubt in my mind that the need to know and understand SharePoint is imperative if you plan to work in a Microsoft and especially Office 365 world. With this in mind, one of best events for all the cutting edit information about SharePoint is the SharePoint conference, recently held in Las Vegas. I attended the event the year before and it was huge!
For those of us that couldn’t attend Microsoft has now made available much of the content online here:
SharePoint Conference 2014
There is a huge amount of content that will take many, many weeks to work through but kudos to Microsoft for making it available and doing so quickly!

This is the next in my series about SharePoint Workflows. Make sure you read my previous post before proceeding:

What are SharePoint Workflows?

I am going to use a test SharePoint site on my Office 365, as shown above, to demonstrate you how to use SharePoint Designer to connect up and start creating Workflows.

The articles after that will focus on how actually create a workflow.

You will firstly need to install and run the free SharePoint Designer 2013.

When you have done that select Open Site from the button on the left.

You’ll now need to enter the URL of the SharePoint site you wish to connect to as shown above and press the Open button.

If you see the above warning message about the server version being more recent firstly make sure you are using the right version of SharePoint Designer for the SharePoint you are accessing. Then make sure that all the patches and updates have been applied to SharePoint Designer on the desktop. See this knowledge base article for more information:

http://support.microsoft.com/kb/2767858

Failing that try using the Click to run version of SharePoint Designer that is provided with Office 365.

When you have opened you site you should see something like that shown above which displays the structure of your SharePoint site.

The third item on the menu on the left should be Workflows. Select this and the display will change to that shown above. Typically you will find no Workflows.

As I mentioned before, Workflows are normally attached to a SharePoint element, such as a Document Library. To view this option select the Lists and Libraries from the menu on the left (normally the item just above Workflows).

Now on the right you should see a complete list of every List or Library on your site. In this case select Documents under Document Libraries on the right.

You should now see a lot more detail about that particular Document Library on the right hand side.

If you scroll down the window on the right hand side you should find an area that says Workflows as shown above.

Pressing the Create button in the top right of this area will allow to create a Workflow attached to this SharePoint item (in this case a Document Library called Documents).

In the next post I’ll show you how to create a very basic workflow and what options are available. From there we’ll look at creating something a bit more involved as mentioned in my first post.

Workflows are a powerful component that is built into all current versions of SharePoint including those available in Office 365. Workflows allow you to automate processes in SharePoint. So, for example you could create a workflow that takes some specific action when a new item is created in a list.

All versions of SharePoint have a number, and it varies between SharePoint versions, of workflows that you can create using the browser. The most common of these is the three-state workflow which you can learn about here:

Use a three state workflow

The workflows in the browser are fairly limited in what they can do but you do have the option of creating your own customized workflow using SharePoint Designer.

SharePoint Designer is a free download from Microsoft that allows you to customize SharePoint in a variety of ways. You need to use a different version of SharePoint Designer for each SharePoint platform that you are using. You can download these versions using the following links:

SharePoint Designer 2007

SharePoint Designer 2010

SharePoint Designer 2013

Thus, if you plan to work with SharePoint 2010 and 2013 you’ll need the 2010 and 2013 version of SharePoint Designer.

If you plan to work with SharePoint Online via Office 365 all you will need is SharePoint Designer 2013.

You need to think of SharePoint Designer as a tool that lies between the browser customizations and full blown coding. Importantly, it has a number of limitations in what it can be used to create. SharePoint Designer basically uses a flow chart style to create workflows. This means you can only work with a limited set of programming tools which can be extremely frustrating at times.

SharePoint Workflows are typically attached to an object (or app) in SharePoint. This means you typically create a Workflow attached to something like a list or document library. The Workflow will typically be initiated when something in this SharePoint object changes, for example, an item gets added, edited or deleted. This leads to another important point about SharePoint Workflows, they are change based typically. This means that they only progress when things change state, they can’t be made to wait until a certain time and date, they wait until something changes and then proceed.

Now before you even start programming your Workflow you need to sit down and work out exactly what it is going to do. The best way to achieve that is using a flowchart. Getting the process down on paper and understanding what you want to happen beforehand will save you many hours of frustration later on when you start using SharePoint Designer.

Let’s say that we want to create a basic vacation leave request Workflow. We’ll need to use a calendar item to attach the Workflow to and then we want employees to be able to enter an item into the calendar for when they want leave. From there we need to notify a specific manager about this request and have them approve or deny the request and for that to be communicated back to the employee.

In the next topic I’ll look at how to go about making all this happens with SharePoint Designer.

If you have been using Office 365 prior to February 2013, you would have been on what is known as Wave 14 or the 2010 versions of the software. This means that your SharePoint site collections (i.e. top level sites) probably looks something like this now when you visit:

You’ll see that it still has the older SharePoint 2010 interface but now there is big crimson banner across the top of the page like so:

What this is letting you know is that it you have the option to upgrade the interface (i.e the look and feel) to the latest SharePoint 2013 version.

For most people who have used SharePoint this upgrade is something that you can do immediately. Where it becomes more complicated if you have gone in a done some major customizations to the look and feel (i.e. HTML and CSS changes) or inserted custom code (i.e. solutions and web parts). In that case, you are really need going to need to spend some time testing these with the new 2013 interface. Also remember that upgrading a site collection will also upgrade all subsites automatically as well.

However, in this case, I know I have a very basic SharePoint site collection so I am going to proceed with the upgrade by selecting the Go to the upgrade page now link in the banner.

That will take me to a page like you see above. Here I have the option to Try a demo upgrade if I want but I am happy to proceed with the complete upgrade so I select the Upgrade this Site Collection button.

Importantly, taking this option means that when the process is complete I will be unable to roll back to the 2010 version of my site, so make sure you are 100% certain that is what you want to do.

You’ll receive a confirmation that you want to proceed with this as it is a one way trip! I’m sure I won’t have any issues so I press the I’m ready button to proceed.

Now the upgrade will be scheduled. It may take a while for the upgrade process to commence so be patient. If you get cold feet you can press the Don’t Upgrade Now button, however if just wait this page will refresh every 60 seconds or so to let know the status. Pressing the Refresh Now button doesn’t make the upgrade process commence any quicker (much like traffic lights).

Shortly, the upgrade process will commence as you can see above. Again, the screen will refresh every 60 seconds or so and provided updated information on the progress of the upgrade.

The time to complete the upgrade process will depend on the size of your SharePoint site collection and the amount of information and sub sites it contains.

Once the process is complete you will hopefully see a Completed Successfully message as shown above. If you want to, you can select the log file link to view technical details about your upgrade. That will look something like:

Which is probably only going to be of use if the upgrade failed for some reason.

In most cases you’ll select the Let’s see this new site button in the lower right hand corner.

Doing so should reveal the upgrade site with an updated SharePoint 2013 interface like shown above.

If you do need to revisit the upgrade log you can do so.

Select cog in the top right hand corner and from the menu that appears select Site Settings.

In the bottom right of the Site Settings screen under the Site Collection features select Site Collection Upgrade.

Now select the Preview Site Collection Upgrade Status link in the middle of the page.

You’ll again see the link to the upgrade log file.

Now what happens if you do nothing and don’t upgrade your site collections to the 2013 interface? It is my understanding (and I am not 100% sure about this) that come April 2014 Microsoft will automatically upgrade any old Wave 14 site collections to Wave 15, but as I said I haven’t found anything definitive on whether this will be case and how it will be conducted. Best advice? Upgrade as soon as you can so you have the control.