Sharepoint Designer 2013

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STUDENT EDITION
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Microsoft
SharePoint
Designer 2013
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Microsoft
SharePoint
Designer 2013
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Microsoft SharePoint Designer 2013

Part Number: 091122
Course Edition: 1.0
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Acknowledgements
Patrick T. Lane
Alex Tong
Content Editor
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Media Designer
Michelle Farney
Author
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PROJECT TEAM
Notices
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DISCLAIMER
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While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their
accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of
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TRADEMARK NOTICES
Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.
Microsoft Windows Server 2012, Microsoft SharePoint Server 2013, Microsoft SharePoint Designer 2013, Microsoft Visio
Professional 2013 and Microsoft Internet Explorer are registered trademarks of Microsoft in the U.S. and other countries. All other
product and service names used may be common law or registered trademarks of their respective proprietors.
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Copyright 2013 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the
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Microsoft SharePoint
Designer 2013
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Getting Started with SharePoint Designer 2013..............................1
Introduction to SharePoint Designer............................................... 2

Get Help and Support for SharePoint Designer..............................10
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Customizing and Implementing Content Types............................15

Customize Content Types............................................................ 16
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Implement Custom Content Types................................................21
Integrating Data Sources Using SharePoint Designer.................... 27
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Access Data Sources.....................................................................28

Modify a Data Source in Data View............................................... 36
Creating Workflows with the Workflow Platform...........................43

Implement the Workflow Platform.................................................44
Design a Workflow....................................................................... 49
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Creating Workflows with SharePoint Designer and Visio............... 61

Design Workflows with Visio 2013................................................62
Transfer a Visio Workflow Design to SharePoint Designer............. 70
Publish a Visio Workflow Design Using SharePoint Designer......... 80
Packaging and Deploying Workflows............................................87

Package Workflows.......................................................................88
Deploy Workflow Packages........................................................... 90
Lesson Labs.................................................................................95
| Microsoft SharePoint Designer 2013 |
Solutions.............................................................................................. 99
Glossary............................................................................................. 101
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Index.................................................................................................. 103
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About This Course
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Course Description
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Microsoft SharePoint Designer 2013 provides a code-free environment to access data

types and build custom SharePoint applications. It allows rapid development of SharePoint
workflows to meet a company's specific needs. Before SharePoint Designer, most custom
SharePoint applications were created with Microsoft Visual Basic. SharePoint Designer
simplifies the process with a no-code interface that can be integrated with Microsoft
Visio 2013 to easily manipulate workflow shapes. In this course, you will create and
publish custom SharePoint workflows without code using SharePoint Designer 2013.
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Target Student
This course is designed for advanced Microsoft SharePoint site owners and administrators
who want to integrate data sources, customize content types, and automate common tasks
using workflows.
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Course Prerequisites
To ensure your success in this course, you should be a site owner and/or administrator of
Microsoft SharePoint 2007, 2010, or 2013. You should have experience with designing and
maintaining a SharePoint site. The Microsoft SharePoint Foundation 2013: Site Administrator
course is helpful, but not required. You can obtain this level of skill and knowledge by
taking the following Logical Operations course:
Microsoft SharePoint Foundation 2013: Site Owner
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Course Objectives
In this course, you will integrate data sources, customize data types, and author workflows
in SharePoint Designer 2013 to model structured business processes without code.
You will:
Describe SharePoint Designer 2013 and its features, benefits, and support options.
Customize and configure content types to ensure data consistency across lists and
libraries.
Access and modify data sources from a SharePoint site.
Create a workflow with SharePoint Designer 2013 and the SharePoint 2013 Workflow
platform.
Develop workflows in Visio 2013 and SharePoint Designer 2013.
Package and deploy workflow using SharePoint Designer 2013 and SharePoint Server
2013.
The LogicalCHOICE Home Screen
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| About This Course |
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| About This Course |
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Getting Started with

SharePoint Designer
2013
In this lesson, you will:
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Lesson Objectives
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Lesson Time: 1 hour
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Describe SharePoint Designer 2013 and the benefits of using SharePoint Designer 2013.
Identify and use technical support options for SharePoint Designer 2013.
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Lesson Introduction
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Welcome to Microsoft SharePoint Designer 2013. If you want to access data sources and
create custom workflows in SharePoint without code, you've come to the right place.
Your colleagues will think you are a high-level programmer with years of experience when
they see your work. They will never guess you used SharePoint Designer 2013. It is a
powerful tool.
2 | Microsoft SharePoint Designer 2013
TOPIC A
Introduction to SharePoint Designer
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Imagine yourself creating automated business processes for SharePoint Server 2013 for your
company. You can create complex processes within a short time frame. Instead of weeks, you can
create an application in days.
Before you start, you must be familiar with the SharePoint Designer 2013 interface. You must also
know how to get help. Custom workflows are unique and solutions are not always evident. Support
communities are essential to mastering SharePoint Designer 2013.
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SharePoint Designer 2013 is primarily used to rapidly create customized workflows for SharePoint
Server 2013. Workflows are automated business processes, such as a travel request approval. The
workflows can access data sources, such as a database of employees, to ensure the required
personnel approve the request.
SharePoint Designer 2013 provides a relatively simple solution for business needs by eliminating
programming code, such as Microsoft Visual C# or Java. Some common business needs
include line-of-business data integration, human workflows, and business intelligence solutions.
SharePoint Designer 2013 works by accessing workflow building blocks that already exist in
SharePoint. It presents them in an easier-to-use, customizable development interface. It can also be
used with Microsoft Visio 2013 to provide a visual workflow development environment using
flowchart shapes. Web developers use SharePoint Designer because it speeds up SharePoint
development projects.
Note: SharePoint Designer 2013 must be used with SharePoint Server 2013. It does not work
on SharePoint Foundation 2013.
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The SharePoint
Designer 2013 Opening
Screen
Before you start
teaching, ask your
students how much they
know about SharePoint
Designer 2013. This will
give you an idea of what
the students know and
what they are expecting
to learn in this course.
You might even choose
to write down students
expectations on the
whiteboard. Then, at the
end of the day, return to
the list and address any
expectations that were
not covered.
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SharePoint Designer 2013
SharePoint Designer 2013 can be connected to a local or remote SharePoint Server 2013 installation.
For example, a developer can install SharePoint Designer 2013 on his or her laptop and connect to
SharePoint Server 2013 located in a server farm. SharePoint Designer 2013 can also be installed
directly on a SharePoint 2013 server.
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Note: SharePoint Designer 2013 is available at the Microsoft Download Center:

www.microsoft.com/en-us/download/default.aspx.
Lesson 1: Getting Started with SharePoint Designer 2013 | Topic A
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Microsoft SharePoint Designer 2013 | 3
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Figure 1-1: The SharePoint Designer 2013 opening screen.

Description
Sites link
Allows users to open a site, customize a site, and create a

blank or template site.
Account link
Provides your user information, product information, and

Microsoft Office themes.
Options link
Provides general options for working with SharePoint

Designer 2013, such as page editor options, user interface
options, language, ribbon customization, and add-ins.
Open Site button
Browse to locate, select, and open a site.

Opens and provides editing tools for the default My Site.
You must specify which site is your My Site.
Customize My Site button

Recent Sites section
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SharePoint Designer 2013 Opening

Screen Feature
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New Blank Web Site button
Displays recently opened sites for quick access.

Creates a new SharePoint web site at the location you
specify.
Adds a subsite to your default My Site.
Site Templates section
In addition to a blank site, you can create SharePoint sites

with predefined web parts already added, such as a blog
site, team site, wiki site, and more.
Add Subsite to My Site button
If you are teaching in a

blended environment,
encourage students,
especially remote
learners, to become
familiar with the features
of your web
conferencing application
before presenting
content. Encourage
students to use the chat
feature, use on-screen
markup tools, raise their
hands virtually, and
answer sample poll
questions. You can use
this exercise as a way
for students to get to
know each other while
becoming comfortable
with the environment.
You may find this helps
with remote participation
throughout the class.
Designing in SharePoint 2013

Contrary to what you might expect, SharePoint Designer 2013 lacks a web page designer. Microsoft
stopped including one with the latest version. You can use any web page design program to edit web
pages in SharePoint Server 2013. That means SharePoint Designer 2013 doesn't need one. Web page
editing includes custom tasks such as branding, layout, form customization, and theming. Programs
such as Microsoft Expression Web, Adobe Dreamweaver, and open source applications can
be used for these web design tasks instead.
Non-Graphical Page
Editor in SharePoint
Designer 2013
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Web page design in SharePoint Designer 2013 is accomplished using a feature called the SharePoint
Design Manager. The Design Manager allows web designers to customize SharePoint pages by
exporting them to a preferred web design program, customizing them, and importing them back
into SharePoint. Web designers don't need to leave the SharePoint site to accomplish third-party
web page customization tasks.
Instead of providing a web page editor, SharePoint Designer 2013 includes a non-graphical page
editor that only understands the unique features of SharePoint web pages. These unique features
include data connectivity and workflow customization. Web page design is left to programs that
specialize in web design.
Figure 1-2: Non-graphical page editor in SharePoint Designer 2013.
The SharePoint Designer 2013 Interface

The SharePoint Designer 2013 user interface provides a developer environment to create,
customize, and deploy SharePoint sites and solutions. The interface displays a site's components and
the relationships between those components. When a site is opened, a summary appears that
includes the site description, title, subsites, and permissions.
The three main areas of the Designer interface are the ribbon, the Navigation pane, and the
Summary pane.
Ribbon: Similar to other Microsoft Office products. It allows the user to perform common tasks
when a component is selected. The ribbon choices change depending on the component
selected.
Navigation pane: Allows easy access to the various components of the site. These components
include Data Sources, Workflows, Libraries and Lists, and Site Columns.
Summary pane: Displays information about a selected component from the Navigation pane.
For example, if you select an announcement component in the Navigation pane, the Summary
pane will show the configuration, associated workflows, views and data sources of the
component. You can edit the component's associations in the Summary pane by clicking on
them.
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SharePoint Designer
2013 Interface
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Figure 1-3: SharePoint Designer 2013 interface.
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The SharePoint Designer 2013 interface is designed to easily locate a site component, view its
configuration, and edit it. Users can easily return to the main view using the Navigation pane.
The ribbon and the Summary pane will change depending on which site object is selected in the
Navigation pane. You will learn about the ribbon and Summary pane throughout the course. Here
is an overview of the Navigation pane site objects:
Description
Site
Identifies the site currently active in SharePoint Designer,

such as Home, Team Site, Payroll, etc.
Lists and Libraries
Allows you to create and manage the site's lists and libraries.
Workflows
Create and manage workflows to add to your site.
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Navigation Pane Site Object
Site Pages
Allows you to create and manage the site's web pages.
Site Assets
Allows you to manage your site's assets, including Check In

and Check Out processes.
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Site Columns
Create and manage content types that can be added to a site,

such as Web Part Pages, Wiki Pages, and custom content
types.
Content Types
Allows you to create and manage columns for lists and

libraries.
Add and export content types between SharePoint sites.
Data Sources
Create connections to data sources and manage site data

sources, such as lists and databases.
Site Groups
Manage security groups to grant users permissions, such as

members, owners, and visitors.
External Content Types
Subsites
Create and manage your subsites.
No-Code Environments
SharePoint Designer 2013 provides a no-code, declarative authoring environment for developers to
create SharePoint applications. It is called the Declarative Designer, and can be used by
programmers and non-programmers.
No-Code Programming
Example
A workflow is a traditional business tool for documenting business processes, such as approving a
vacation request or sending reminder notices to customers based on specific criteria. In SharePoint,
these workflows can be automated to increase productivity and reduce errors. They are essentially an
approval-routing mechanism.
Microsoft Visio is a well-known program for creating workflows and flowcharts. Visio integrates
with SharePoint Designer 2013 to create customized workflows that are published to a SharePoint
Server. A workflow can be quickly created in Visio using a host of templates.
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Creating a Workflow in
Visio 2013
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Workflows
Figure 1-4: No-code programming example.
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The benefit, of course, is that complex languages such as C#, C++, Java, and Visual Basic are not
required. Although a no-code environment may sound simple, it requires programming logic and
strict attention to detail. Many developers have pulled out their hair using no-code applications.
Figure 1-5: Creating a workflow in Visio 2013.
Visual Designer
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Creating a Workflow
Using Visual Designer
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Visual Designer is the highlight of the SharePoint Designer 2013 no-code environment. It is the tool
that integrates Visio 2013 into SharePoint Designer 2013. Since most business analysts are familiar
with Visio flowchart shapes, they can focus on business logic instead of the SharePoint Designer
2013 interface.
SharePoint Designer 2013 users can create a workflow using Visual Designer and publish it to a
SharePoint site. The most complicated part is when a workflow needs additional parameters using
the non-graphical SharePoint Designer 2013 workflow text editor or the Visual Workflow Designer.
The Visual Workflow Designer is a Visio tool hosted in SharePoint Designer 2013 that adds
parameters to workflows. You will learn more about Visual Designer and the Workflow ribbon later
in this course.
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Figure 1-6: Creating a workflow using Visual Designer.
Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Connect to SharePoint Server 2013
ACTIVITY 1-1
Connecting to SharePoint Server 2013
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Before You Begin

You are logged in to your Windows 8 computer with the Start page displayed.
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Scenario
You are an IT Data Analyst at Develetech Industries. The company has recently migrated to
SharePoint Server 2013 and SharePoint Designer 2013. Even though you and your colleagues are
comfortable working with SharePoint, the features of SharePoint Designer 2013 are new to
everyone. You need to get set up and start working in SharePoint Designer 2013.
1. Connect to SharePoint Server 2013 with SharePoint Designer 2013.
On the Windows 8 Start page, select the SharePoint Designer 2013 tile.
In the Open SharePoint Site section, select Open Site.
In the left navigation menu, expand Microsoft SharePoint Designer and select Web Sites.
In the Site name box, type http://sp2013/ and select Open.
In the Windows Security dialog box, in the User name box, type StudentXX (where XX is your
student number). In the Password box, enter P@ssw0rd
f) Again, in the Open Site dialog box, select the Open button to open the site in SharePoint Designer
2013.
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a)
b)
c)
d)
e)
2. Create a SharePoint Server 2013 team site.
a) On the ribbon, select FILE and select the Sites link. In the Site Templates section, select Team Site.
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b) Type the location of your new subsite: http://SP2013/subsiteXX (where XX is your student number).
For example, Student 1 enters http://SP2013/subsite01. Student 2 enters http://SP2013/subsite02.
Student 3 types http://SP2013/subsite03, etc.
c) Select OK. If required, enter your credentials.

d) When SharePoint Designer 2013 opens, select each item listed in the Navigation pane and view the
item's contents in the Summary pane. Identify the various buttons on the ribbon.
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As indicated in the
Setting Up the Course
section, each student
has a unique student
account on the
SharePoint Server. The
first student is
student01, the second is
student02, student03,
student04, etc.,
depending on the
number of pupils. Each
account uses the same
password, P@ssw0rd,
for each student
account.
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Briefly explain the

various site objects
listed in the Navigation
pane. Encourage
students to explore the
ribbon, the Navigation
pane, and the Summary
pane.
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e) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open.
TOPIC B
Get Help and Support for SharePoint Designer
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SharePoint Designer 2013 focuses on advanced tasks, such as data access and custom workflows.
These tasks require skill, but they also require help from the SharePoint developer community and
Microsoft. As you develop your team sites using SharePoint Designer you will, undoubtedly, run
into problems that you can't solve yourself. When that happens, you'll need to know where to go for
help. Fortunately, SharePoint Designer 2013 has support tools to get the answers you need.
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You will probably need to reach out to other SharePoint developers when working with the
advanced features of SharePoint Designer 2013. There isn't a help manual in the world that could
cover all the potential custom scenarios. You can open SharePoint Designer 2013 and access the
Microsoft SharePoint Designer Help

button that links you to the Microsoft SharePoint
developer support pages. The support site is called the SharePoint Dev Center.
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The SharePoint Dev

Center
Demonstrate the
SharePoint Dev Center
for the students while
delivering the content.
Display the SharePoint
Dev Center on your
projector.
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SharePoint Designer Help
Figure 1-7: The SharePoint Dev Center.
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You should become familiar with the support pages because some tasks are challenging and may
require assistance, especially custom workflows. The SharePoint Dev Center site is a great place to
solve issues.
Online Resources

Support Page
Once you have accessed the SharePoint Dev Center, you can reach out to the SharePoint developer
community. The SharePoint Dev Center is much different from the traditional Help menus found in
Office products. SharePoint developers can post questions to the community, read how-to
documents, view training materials, and seek other helpful tools.
The SharePoint Dev Center Support page allows you to get help from your peers. You can ask a
question in a forum or answer someone else's question. There are SharePoint blogs from the
Microsoft SharePoint development team and conference announcements.
Lesson 1: Getting Started with SharePoint Designer 2013 | Topic B
Figure 1-8: SharePoint Dev Center support page.
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If you scroll further down the support page, you can troubleshoot specific problems using search
fields. You can search by keywords, articles, events and errors. There are many other resources,
including international and legacy support.
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information and job aids on How to Get Help and Support for SharePoint Designer 2013
ACTIVITY 1-2
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Getting Help and Support for SharePoint

Designer 2013
Before You Begin
SharePoint Designer 2013 and your SharePoint Server 2013 subsite are open.
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Scenario
Before your development team uses SharePoint Designer 2013, you will need additional support in
case something goes wrong. It will be important for you to navigate Microsoft SharePoint Designer
Help and the SharePoint Dev Center. You will access support features of SharePoint Designer 2013.
These features include the SharePoint Dev Center, which offers samples, how-tos, training, and
support.
1. Locate SharePoint Designer Help.
or
button in the upper-right corner of SharePoint

a) Select the Microsoft SharePoint Designer Help
Designer 2013. Your browser will open and the SharePoint Dev Center web site will appear.
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Note: Microsoft SharePoint Designer 2013 automatically opens your browser

to access help and support tools on the Microsoft site.
2. Use online resources.
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a) Select the following help options in the top menu: Samples, Tools, Training, How To, and Support.
Browse the contents of each help page.
b) Select Support and view the available support options: Get help from your peers, Get help from
Microsoft, and SharePoint blogs.
c) On the Support page, in the Get help from your peers section, in the Ask a question in the forums
(or answer one) section, select More SharePoint forums.
d) On the left, in the Forums section, expand SharePoint Products and Technologies (if necessary).
Uncheck the Select all check box (if necessary). Scroll down and select SharePoint 2013 - Using
SharePoint Designer, InfoPath and Other Customizations.
e) Scroll down the forums and browse common issues.
f) Return to the Support page.
g) Locate the Get help from Microsoft section.
h) In the Troubleshoot an issue section, in the Search all sources box, enter sharepoint designer 2013
unable to open site then view the responses.
i) SharePoint Designer 2013, your SharePoint Server 2013 subsite, and your browser should remain
open.
Summary
Why can't companies just hire programmers to build custom workflows and data types using C# or Visual
Basic?
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A: Answers will vary, but may include programmers can be difficult to hire. By providing a code-free
environment with SharePoint Designer 2013, more people can create SharePoint applications without
years of programming experience.
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In this lesson, you learned about the capabilities of Microsoft SharePoint Designer 2013 and its
relationship to SharePoint Server 2013 and Visio 2013. You navigated the interface, including the
ribbon, Navigation pane, and Summary pane. You also searched for help using the online
SharePoint Dev Center.
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Can you think of a time when the information in the SharePoint Dev Center's forums would have helped
you solve a problem with your organization's SharePoint site?
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A: Answers will vary, but may include every developer works with SharePoint Designer 2013 differently.
Custom workflows can use solutions that Microsoft didn't consider. The only way to accommodate
these wide uses of the application is to open up the support community to the developers themselves.
Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Course
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.
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Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.
Lesson 1: Getting Started with SharePoint Designer 2013 |
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Customizing and
Implementing Content
Types
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Lesson Objectives
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Lesson Time: 1 hour
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Customize content types.
Implement customized content types.
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Lesson Introduction
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The content generated by a company is usually stored in documents, folders, and lists.
Content for each project is usually stored together. By defining content types, the content
can be shared and reused in different ways. In SharePoint Server 2013, content types can
be defined for any item type, such as documents, folders, and lists.
Custom content types allow SharePoint site owners to configure specific content types for
sites, libraries, and lists that meet the specific needs of the company.
TOPIC A
Customize Content Types
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At some point, all SharePoint site owners will customize document libraries and lists. The content
found in those libraries and lists can be reused by other departments in the company. By
customizing these content types, site owners are not bound to SharePoint templates and default
settings.
It is important to be aware of the various content types and customize them. Your company
benefits from custom content types that are specifically designed for its business processes.
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Content types are reusable settings that define shared behaviors of content. For example, content is
almost always produced during company projects. The content can be legal contracts, employment
records, proposals, etc. Content types allow companies to organize and manage this content
consistently across a SharePoint site collection, and hence, the organization.
SharePoint Server 2013 includes dozens of pre-defined content types that can be manipulated by
Microsoft SharePoint Designer 2013. These content types are included by default and are used to
create every single piece of content in SharePoint.
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Common Default
Content Types
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Content Types
Figure 2-1: Default content types viewed within SharePoint Designer 2013.
Note: To view a full list of default content types, open SharePoint Designer 2013. In the
Navigation pane, select the Content Type item.
The most common content types are announcements and blank documents. Here is a list of
common default content types:
Content
Content Type
Document
Wiki page, basic page, blank document, link, or form.
List
Contact, task, announcement, or blog post.
Lesson 2: Customizing and Implementing Content Types | Topic A

Content
Content Type
Digital asset
Image, video, or audio.
Note: All content types are applied to a site and its subsites by default. They can also be
published across multiple sites and site collections.
Advantages of Using Custom Content Types
Built-In Content Types
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Your company probably uses reports, procedures, contracts, proposals, etc., that are unique. When
SharePoint's built-in content types do not provide the functionality you need, you can create custom
content types. Custom content types allow new kinds of content to serve your company's unique
requirements. They also provide consistency across the company and more efficient management
for each piece of content.
You must always start from an existing content type when creating a custom content type. Your
custom content type inherits the attributes of the original content type. For example, it could inherit
a document's template, columns, and read/write settings. You can change all of the attributes after
you create the content type.
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These pre-defined content types can be used, but many times they do not provide the functionality
you need. You can change these pre-defined content types to create custom content types.
Figure 2-2: Built-in content types.
information and job aids on How to Customize Content Types
ACTIVITY 2-1
Customizing Content Types
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Before You Begin

1. Create a new content type from a built-in content type.
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Scenario
The human resources department at Develetech needs to keep track of how many paid personal
days each employee has accrued. You have been asked to create a prototype content type that
includes five employees and their accrued personal days. The content type will be customized using
an existing built-in content type from SharePoint. Your supervisor has asked you to use SharePoint
Designer 2013 to complete the task.
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a) In SharePoint Designer 2013, in the Navigation pane, select Content Types. Select CONTENT
TYPESNewContent Type. If the Content Type button is greyed out, select anywhere in the
Summary pane, then try again.
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Note: This course uses a streamlined notation for ribbon commands. They'll
appear as "[Ribbon Tab][Group][Button or Control]" as in "select
HOMEClipboardPaste." If the group name isn't needed for navigation or
there isn't a group, it's omitted, as in "select FILEOpen." Occasionally you
may already be on the tab indicated in the notation, in which case you will not
need to select it.
b) In the Name box, type Paid Personal Days and in the Description box, type Number of paid personal
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days accrued by employee.
c) From the Select Parent Content Type from drop-down menu, select List Content Types. From the
Select Parent Content Type drop-down menu, select Item.
Note: The Item list is the built-in content type that you will customize into the
Paid Personal Days custom content type.
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d) In the Select a Sorting Group for this Content Type section, ensure the Existing Group radio button
is selected. Select List Content Types from the drop-down menu.
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e) Select OK. On the Quick Access Toolbar, select the Save button.
2. Create a new column for your custom content type.
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a) In the Navigation pane, select Site Columns. On the toolbar, select COLUMNSNewNew
ColumnNumber. If the New Column button is greyed out, select anywhere in the Summary pane
and try again.
b) In the Create a Site Column dialog box, type Paid Personal Days Left
c) In the Put this site column into section, ensure the Existing Group radio button is selected, then
select Custom Columns. Select OK.
Note: You just created a new column that will eventually include the number of
paid personal days left for each employee.
d) On the Quick Access Toolbar, select Save.
3. Add your customized column to your custom content type.

a) In the Navigation pane, select Content Types. In the Summary pane, in the Content Types tab,
select the far-right arrow and select Paid Personal Days.
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b) In the Customization area, select Edit content type columns. Select the Add Existing Site Column
button. In the Site Columns Picker dialog box, select Paid Personal Days Left. Select OK.
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c) On the Quick Access Toolbar, select Save. In the Summary pane, right-click the Paid Personal Days
tab and select Close.
d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.
TOPIC B
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You now have the skills to create custom content types. But, once you have created a custom
content type, you need to implement it on your SharePoint site.
Similar to built-in content types, custom content types are implemented in many different ways.
They are posted on site pages, such as team sites or blog sites, and used in workflows.
Understanding how to implement a custom content type on a SharePoint site allows you to create
automated business processes.
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Implement Custom Content Types
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Custom Content Type Applications
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By default, content types are called site content types because they are defined at the site level. They
can be used by any subsite of that SharePoint site.
A SharePoint List with

Multiple Content Types
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Inheritance
When you create a custom content type, it inherits the attributes of the content type from which you
built it. In most cases, that will be a built-in content type from the parent site. The custom content
type will inherit any columns, read-only settings, workflows, or item and document templates.
When a child site uses a content type from a parent site, only the shared attributes can be updated.
For example, if you customize the child site with extra columns and attributes, it will not overwrite
the parent's content type with the new attributes.
Also, once you add a content type to your SharePoint site, any changes you make do not affect the
original content type from which you built it.
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Lists and Libraries

Content types are usually added to lists and libraries. Each list or library has a New selection to add
items of the associated content type.
Lists and libraries can contain a single or multiple content types. This feature allows a single list or
library to host multiple content types.
Lesson 2: Customizing and Implementing Content Types | Topic B
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Figure 2-3: A SharePoint list with multiple content types.
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information and job aids on How to Implement Custom Content Types
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You may want to show

LearnTO Decide When
to Use Custom Content
Types from the
screen or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
screen after class for
supplemental
information and
additional resources.
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Note: To further explore custom content types, you can access the LearnTO Decide When to
Use Custom Content Types animation from the LearnTO tile on the LogicalCHOICE
Course screen.
ACTIVITY 2-2
Before You Begin

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Scenario
Your supervisor at Develetech reviewed and approved your prototype of the custom content type.
She wants you to create a SharePoint custom list that includes the custom content type. She has
asked you to create the list on SharePoint Server 2013 using SharePoint Designer 2013.
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Implementing Custom Content Types
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1. Create a custom SharePoint list and name it Paid Personal Days.
a) In the Navigation pane, select Lists and Libraries. Select Lists and LibrariesNewCustom List.
b) In the Create list or document library dialog box, in the Name box, type Paid Personal Days and
select OK.
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2. Add your Paid Personal Days content type to your new list and customize the list.
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a) In the Summary pane, in the Lists section, select your new Paid Personal Days custom list.
b) In the Settings section, check the Allow management of content types check box.
c) In the Content Types section, select Add.
Explain to students that
a relationship between
the list and the content
type has been created.
Lists and libraries can
have multiple content
types associated with
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d) In the Content Types Picker dialog box, select the Paid Personal Days content type. Select OK.
e) In the Content Types section, select Paid Personal Days (the line, not the text). Select CONTENT
TYPESActionsSet as Default.
f) In the Content Types section, select Folder (the line, not the text). Select CONTENT
TYPESEditDelete. In the Confirm Delete dialog box, select Yes.
g) Select Item (the line, not the text). Select CONTENT TYPESEditDelete. In the Confirm Delete
dialog box, select Yes.
h) In the Customization section, select Edit list columns. Right-click Title and select Rename. Type
Employee and press Enter.
i) On the Quick Access Toolbar, select Save.
j) Right-click the Paid Personal Days tab and select Close.
3. Configure the list in SharePoint Server 2013.
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a) In the Navigation pane, select Team Site. On the Quick Access Toolbar, select Preview in Browser.
If prompted, enter your credentials.
b) On your SharePoint Server 2013 Team Site home page, in the left navigation links, select Site
Contents.
c) Place your cursor over the Paid Personal Days icon. Select the three dots (...) and select Settings.
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a) On your Team Site home page, in the left navigation pane, ensure that Paid Personal Days is
selected.
b) Select new item. In the Employee box, enter Sara Reinhart. In the Paid Personal Days Left box,
enter 13. Select Save.
c) Select new item and repeat the previous steps to add the following people and days: Leela Ramirez
(5), Jon Peabody (2), Devon Johnson (10), and Rosa Estelle (15).
d) View the SharePoint list. Ensure that the five employees names are correct. Ensure that the number
of paid personal days left are correct.
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Make sure all lists are

complete before
proceeding.
4. Add five employees and their paid personal days left to your Paid Personal Days list on SharePoint.
Remember to check on
student progress. Reach
out to remote students
and encourage screen
sharing to keep students
on track, if necessary.
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d) Scroll down to the Views section and select All Items.

e) Scroll down to the Columns section. In the Display column, check the Paid Personal Days Left
check box, then change the Position from Left column to 2. Scroll down and select OK.
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e) Minimize the browser window.

f) SharePoint Designer 2013, your SharePoint Server 2013 site, and your browser may remain open.
Summary
In this lesson, you learned how to customize and implement content types. Custom content types
allow new kinds of content to serve your company's unique requirements. You must always start
from an existing content type when creating a custom content type.
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In your experience, how would you compare the process of creating lists and libraries in SharePoint
Designer 2013 versus SharePoint Server 2013? Compare and contrast both methods.
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A: Answers will vary, but may include the end result is similar, but the interfaces are different. SharePoint
Designer allows advanced customization tools for lists and libraries that are not found in the
SharePoint Server 2013 interface.
When would it be appropriate to apply customized content types to SharePoint data? When would it be
appropriate for multiple SharePoint sites to share the same content type?
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A: Answers will vary, but may include customized content types allow consistency across an
organization. Instead of each department creating their own content type, one content type can be
used across the entire site.
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use the social
networking tools
provided on the
continued learning.
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Lesson 2: Customizing and Implementing Content Types |
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Integrating Data Sources

Using SharePoint
Designer
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Lesson Objectives
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Lesson Time: 1 hour, 15 minutes
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Link to data sources using SharePoint Designer 2013.

Modify a data source in data view using SharePoint Designer 2013.
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Lesson Introduction
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Microsoft SharePoint Designer 2013 allows you to access, integrate, and display data
sources. The data source can be a SharePoint list or library, Microsoft SQL Server,
Oracle database, or almost any other data source.
Connecting to data sources is an extremely valuable skill for SharePoint developers. It
allows an organization to share the data from a single data source. Information from the
data source can be used to create reports, proposals, and process requests. The data can be
presented in SharePoint using different views, depending on the data's purpose.
TOPIC A
Access Data Sources
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Accessing data sources in SharePoint Designer 2013 greatly expands the usefulness of SharePoint
Server 2013. Of all the SharePoint Designer 2013 features, the ability to connect to data sources
without code is one of the most useful.
Before you integrate a data source, you need to learn about various data sources, data views,
authentication and access methods. You do not need to be a database administrator or developer to
link a data source using SharePoint Designer 2013.
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A data source is typically a database or file that contains data used in a report. Each data source is
defined by a data connection, a data source type, and the authentication type.
Data connection: includes the name, location, and connection properties of a data source.
Data source type: a Microsoft SharePoint list, databases such as Microsoft SQL Server, Microsoft
Access, Oracle, XML files and web services, server-side scripts, and linked data sources.
Authentication type: the permission required to access the resource, usually through a user name
and password or Windows authentication.
A shared data source is independent of any application that uses the data. Many different reports use
the data. An embedded data source is defined and used by only one type of report.
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The Data Sources Tab

with a Database
Connection
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Data Sources
Figure 3-1: The Data Sources tab with a database connection.
Data View in SharePoint

Server 2013
Data Views
A data view is a web part used to display data in SharePoint Server 2013. They are used to display
data sources from the SharePoint Designer Data Source Library. Data views can be manipulated in
SharePoint Designer 2013 and viewed in a browser.
Lesson 3: Integrating Data Sources Using SharePoint Designer | Topic A
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Figure 3-2: Data View in SharePoint Server 2013.
Data view manipulation includes paging, sorting, and filtering. These customizations provide a
SharePoint user with an interactive experience when using the data in his or her browser.
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Note: Data view web parts are added using source code in SharePoint Designer 2013. You must
open your browser to view the results.
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Authentication
Data Source
Authentication
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Authentication requires credentials, such as a user name and password, to access the data source.
You must have permission from the data source owner to connect to the data source, as well as the
database itself.
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Figure 3-3: Data source authentication.
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For example, to connect to a data source on a network server, you must be granted access to
connect to the server. In most cases, you also receive read-only permission to access the database
that resides on the server.
Note: Authentication is separate from the data source connection process. For example, you can
create and preview a report on your local system, but not view the published report until your
credentials are changed on the SharePoint site.
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A connection string typically contains authentication credentials. Connection objects use these
strings with any data provider to authenticate a data source connection. There are two types:
Explicit authentication: the connection string contains a user name and password.
Implicit authentication: the connection string uses Windows credentials; also called integrated
security.
Access Methods
You can access data sources using several different methods. It varies depending on the type of
database you are connecting to, such as a Microsoft SQL Server or an Oracle database. Once a data
source is connected, you can choose the database fields to display on your SharePoint site.
Choosing a Data Field to

Display from a Database
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Figure 3-4: Choosing a data field to display from a database.
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SharePoint connects to any database supported by Microsoft's ADO.NET, which uses XML to
access data from a database, including:
Microsoft SQL Server
Oracle databases
OLE DB (Object Linking and Embedding, Database): A Microsoft API (Application Program
Interface) for accessing different data sources.
ODBC (Open Database Connectivity): A standardized API written in C for accessing different
data sources.
SharePoint lists, forms, libraries, site pages, and site assets.
The Data Source Ribbon
in SharePoint Designer
2013
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Data Source Ribbon

The Data Source ribbon provides the configuration tools to set up and manage data sources. Each
type of data source you connect to requires a different set of configuration requirements. The
different buttons on the toolbar correspond to the different data sources that SharePoint 2013 can
connect.
Figure 3-5: The Data Source ribbon in SharePoint Designer 2013.

Description
Linked Data Source
Combines multiple connections into a single data source.
Database Connection
Creates a connection to a database.
SOAP Service Connection
Creates a connection to a Simple Object Access Protocol

(SOAP) web service.
REST Service Connection
Creates a connection to a Rich Site Summary / Really

Simple Syndication (RSS) feed or a Representational State
Transfer (REST) web service.
XML File Connection
Imports an Extensible Markup Language (XML) file or

creates a connection to an XML file.
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Data Source Ribbon Option
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Import Options
SharePoint Designer 2013 allows you to import a database data source with built-in import options.
Import options appear when the database data source is selected. Data can be imported from
relational databases, XML files, Access databases, and even site maps.
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information and job aids on How to Access Data Sources
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LearnTO Identify
Compatible Access
Methods from the
navigate out to the
Course screen and
supplement to your
course on their
supplemental
information and
Note: To further explore data sources, you can access the LearnTO Identify Compatible
Access Methods animation from the LearnTO tile on the LogicalCHOICE Course screen.
ACTIVITY 3-1
Before You Begin

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Scenario
Your supervisor calls you into her office and announces your company's acquisition of
AdventureWorks, a media company from Washington state, U.S.A. To help merge the company
information systems, you need to connect the AdventureWorks database to SharePoint. The
connection will allow Develetech employees to enter records and publish AdventureWorks reports.
You need to set up the connection using SharePoint Designer 2013.
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Accessing Data Sources
1. Access the database connection tools.
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a) In the Navigation pane, select Data Sources. Select DATA SOURCESNewDatabase Connection.
b) In the Data Source Properties dialog box, ensure the Source tab is selected.
2. Configure the database connection.
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pane and try again.
a) Select the Configure Database Connection button.

b) In the Server Name box, enter the SharePoint server name where the data source is located:
sp2013\sqlexpress
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c) In the User name box, enter the system administrator account sa

d) In the Password box, enter Designer!
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Note: An information window may appear stating that the user name and
password are sent in clear text. For the purposes of this exercise, that is
permissible. Select OK.
Select Next.
From the Database drop-down menu, ensure the AdventureWorksLT2008R2 database is selected.
From the Select a table or view list, select Customer and select Finish.
Select the General tab. In the Name box, type Customers and select OK.
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f)
g)
h)
3. Verify the database connection.
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a) In the Navigation pane, ensure that Data Sources is selected. Verify that your new data source is
listed.
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b) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.
TOPIC B
Modify a Data Source in Data View
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Once a data source is connected in SharePoint, how do end users view the data on a SharePoint
page? Is it presented as a spreadsheet? Is it alphabetized? Are certain fields hidden to remove
sensitive information? Does every department in the company need to see every data field, or only
the ones important to their jobs? How many data results should be shown on each page? As you can
see, data views are very important. They filter the information that end users can view.
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Data Manipulation
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Once a data source is connected, SharePoint Designer 2013 allows you to bind the data source to a
data view. The data view is a SharePoint web part that defines how your data is displayed on a
SharePoint page.
You can manipulate a data view to display only the necessary data. This manipulation allows you to
hide specific fields from the data source that don't need to be displayed. For example, in a data view
customer database, you can hide sensitive information such as social security numbers.
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Note: The data view must be viewed in a browser. SharePoint Designer 2013 does not provide a
graphical-user interface web editor, such as Microsoft Expression Web, to view it. Once you
have configured the data view in SharePoint Designer 2013, you need to preview it in your
browser.
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Conditional Formatting
You can define criteria to create a data view. This technique is called conditional formatting. For
example, you can set criteria based on a data value. When the data value matches this criteria, it will
display. If it does not match, the data remains hidden.
Data Filters
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Database filtering is used to refine a data query. It allows end users to refine query results that meet
specific criteria. Only data meeting the criteria appears in the results. The database filtering process
does not organize data. It only pulls data that meets your criteria. You use data filtering each time
you run a search on Google or Bing. SharePoint Designer 2013 allows you to set up database filters
for your data source. You can use just a few fields from an enormous enterprise database using this
process.
Sorting
Data sorting organizes data based on specific criteria. For example, you can organize data
alphabetically, by field name, or from lowest to highest.
Unlike data filtering, data sorting does not affect the number of query results; it only organizes the
data for presentation.
SharePoint Designer 2013 allows you to sort information in data view. The query results can be
sorted in ascending or descending order, depending on the specifications you configured.
Lesson 3: Integrating Data Sources Using SharePoint Designer | Topic B
Data paging allows you to specify the number of results displayed on a page, such as a SharePoint
page or a search engine web page. If the number of results exceeds the specified number, additional
pages are used. Page indicators are generated to allow users to navigate to the additional result pages.
SharePoint Designer 2013 allows you to specify the number of page results from your data source
queries. This process is helpful and commonly used in search results. For example, the query page
may display ten results. The bottom of the page then displays hyperlinks to page 2 results, page 3
results, etc.
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information and job aids on How to Modify a Data Source in Data View
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Paging
ACTIVITY 3-2
Modifying a Data Source in Data View
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Before You Begin

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Scenario
Your company recently acquired another company and the data systems continue to merge. You
successfully connected the new company's employee database to your Develetech SharePoint Server
2013 site. However, now your Human Resources department needs the Paid Personal Days data
available to them on SharePoint for the acquired employees. The data is a SharePoint list. You must
create a custom data view in SharePoint Designer 2013 for Human Resources to access the data.
1. Create a view.
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a) In the Navigation pane, ensure that Data Sources is still selected. In the Summary pane, select your
Paid Personal Days list.
b) On your Paid Personal Days tab, in the Summary pane, in the Views section, select the New button.
c) Type StudentXX view (where XX is your student number). Do not select the Make this the default
view check box. Select the OK button.
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2. Enable HTML parsing.
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a) In the Views section, select your StudentXX view (where XX is your student number).
b) At the top of the page, in the Code View Tools section, select the Edit tab and select the Parse
HTML button.
3. Insert a view to display the data.
a) In the Summary pane, place the cursor on the blank line at line 35.
b) Select the INSERT tab on the ribbon, select the Data View button and More Data Sources. In the
Data Sources Picker dialog box, select Paid Personal Days. Select OK.
4. Customize the data view.
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a) On the LIST VIEW TOOLS contextual tab, select DesignToolbarOptionsFull Toolbar.
Note: If the List View Tools do not appear, scroll through the code and select
the snippet XsltListViewWebPart and try again. Also, below the Summary
pane at the bottom right portion of the screen, on the Code bar, ensure that
<WebPartPages:XsltListViewW...> is selected. This issue is a SharePoint
Designer 2013 bug.
b) In the View Style group, select the Shaded design.
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c) Select the OPTIONS tab.
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d) Select the Sort & Group button. In the Sort and Group dialog box, in the Available Fields box, select
Paid Personal Days Left. Select the Add button. In the Sort Properties area, select Descending.
Select OK.
e) On the OPTIONS tab, select the Paging button and select More Paging Options. Ensure the Display
items in sets of this size radio button is selected. Change the number of sets to 3. Select OK.
f) On the OPTIONS tab, select the Filter button. From the Field Name drop-down list, select Paid
Personal Days Left. From the Comparison drop-down list, select Greater Than Or Equal. In the
Value box, enter 1. Select OK.
5. Preview the data view in a browser.
a) On the Quick Access Toolbar, select the Save button.
b) On the Quick Access Toolbar, select the Preview in browser button.
This activity is not

necessary for successful
course completion.
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c) Minimize the browser window.

d) SharePoint Designer 2013 and your SharePoint Server 2013 site should remain open.
Summary
Why is it important to implement authentication when connecting to a data source?
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A: Answers will vary, but may include authentication is the process of determining if a user can access a
resource. Credentials, such as a user name and password, are required to access data sources. It
prevents unauthorized access to the data source. Without authentication, SharePoint users could add
the data source to their site, subsite, or page. It is especially important if the data source contains
confidential information.
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In this lesson, you learned how to connect a data source to a SharePoint Server 2013 page using
SharePoint Designer 2013. Data source connections are valuable for employees to view company
data. Employees have access to a centralized data source to ensure the consistency and accuracy of
information across the organization. Data view allows you to create a custom view for displaying the
data source on a SharePoint page.
Why is data view an important feature in SharePoint Designer?
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A: Answers will vary, but may include data view allows a custom view for users to examine data from a
data source. Data view can be manipulated to display only specific data source fields, sort the data,
and use paging.
use the social
networking tools
provided on the
continued learning.
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Lesson 3: Integrating Data Sources Using SharePoint Designer |
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Creating Workflows with

the Workflow Platform
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Lesson Objectives
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Explain the SharePoint Designer 2013 workflow infrastructure and platform

architecture.
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Create a workflow with SharePoint Designer 2013 and the SharePoint 2013 Workflow
platform.
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Lesson Introduction
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If you want to focus on work performance instead of performing the same task over and
over, then workflows are for you. Many businesses with redundant tasks, such as accounting
approvals and vacation requests, can improve efficiency and ensure consistent processes
with them. If you can create a workflow, then you can create new ways to improve
productivity at your workplace.
TOPIC A
Implement the Workflow Platform
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Workflows allow people to collaborate and manage tasks using automated business processes.
Documents, lists, and projects can be managed using workflows in SharePoint Server 2013.
SharePoint Server 2013 uses a complex workflow system called the SharePoint Workflow platform.
The platform consists of the software, hardware, and configurations needed to set up and run
workflows.
The most important component of the SharePoint Workflow platform is the Workflow Manager.
The service is centralized and required when implementing workflows across an enterprise. It is built
on the Windows Workflow Foundation components of the Microsoft .NET Framework 4.5.
To implement a workflow, you must understand its infrastructure and platform architecture. This
knowledge will help you implement workflows using Microsoft SharePoint Designer 2013.
Workflows are a series of tasks that produce an outcome. In SharePoint, they are best described as the
automated movement of items or documents through a sequence of tasks or actions.
Businesses use SharePoint workflows to add business logic to items or documents in a SharePoint
library or list. Business logic is a broad term used in SharePoint to describe a set of instructions that
defines and controls various actions. The actions usually control a SharePoint document or item.
Workflows allow businesses to consistently manage common business processes across the
organization.
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Workflow Example
Workflow Overview
Lesson 4: Creating Workflows with the Workflow Platform | Topic A
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Figure 4-1: Workflow example.
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SharePoint Designer 2013 is the most common tool used to develop workflows in SharePoint
Server 2013. The alternative is Microsoft Visual Basic, which requires months or years of training
to master. SharePoint Designer 2013 is specifically designed to develop workflows in the SharePoint
2013 Workflow platform.
Platform Architecture
SharePoint Server 2013

Workflow Platform
Technology Stack
The SharePoint 2013 Workflow platform uses Workflow Manager. It is based on .NET Framework
4.5, which is a Windows development platform for building apps for Windows, Windows Server,
Windows Azure, and Windows Phone.
SharePoint Designer 2013 is designed specifically for Workflow Manager, which in turn powers the
SharePoint 2013 Workflow platform.
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Figure 4-2: SharePoint Server 2013 Workflow platform technology stack.
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SharePoint Designer 2013 integrates with Microsoft Visio 2013 (not shown) to provide a visual
workflow development environment. A Visio add-in allows no-code web service calls to be
generated from a Visio flowchart.
Developers can build diagrams with Visio shapes and connectors to develop workflows based on
the SharePoint 2013 Workflow platform. Workflows can then be transfered between Visio 2013 and
SharePoint Designer 2013.
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System Requirements
SharePoint 2013 offers three different types of installations:

Single server with built-in database installations
Single-server farm installations
Multiple-server farm installations
In addition to SharePoint 2013, the installations use additional servers, such as Microsoft SQL
Server and Exchange Server. All these servers require specific hardware and software to function
efficiently.
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Hardware Requirements
Two common installations require the following hardware:
Single server with a built-in database or single server that uses SQL server: Used for
development environments. This course uses this installation method. It requires a minimum of
8 GB RAM, a 64-bit, 4 core processor, and 80 GB hard disk space.
Three-tier farm: Used for pilots and smaller production deployment environments. It requires a
minimum of 12 GB RAM, a 64-bit, 4 core processor, and 80 GB for each system.
Larger enterprise rollouts vary widely depending on the enterprise solution. For more information
on their requirements, visit the SharePoint Dev Center.
Software Requirements
Similar to hardware requirements, software requirements vary widely for the SharePoint 2013
Workflow platform. At a minimum, you need Windows Server 2012, SharePoint Server 2013, and
Workflow Manager.
Note: The single server with built-in database installation of SharePoint is designed for
development, evaluation, and training purposes. In an enterprise deployment that includes
hundreds or thousands of end users, you would configure a server farm, such as Windows
Azure.
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SharePoint Designer 2013 is used to configure SharePoint Server 2013 and Workflow Manager, but
it is not essential to the functionality of the SharePoint Workflow platform. Provided you have
permissions, you can use SharePoint Developer 2013 to log on to a SharePoint Server 2013 site over
a local or remote network and develop workflows.
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There are three general steps for setting up the SharePoint 2013 Workflow platform, assuming
Windows Server 2012 is already installed. A single server with a built-in database requires you to:
1. Install and configure SharePoint Server 2013 by using the stand-alone installation with a built-in
database. This process installs an instance of SQL Server.
2. Install and configure Workflow Manager. Use the same SQL Server instance as SharePoint.
3. Configure SharePoint to use Workflow Manager.
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Network Requirements
As most businesses use TCP/IP and reliable high-speed networks, network requirements are often
the last worry of a developer. For a development team or a small company using a single server
installation, a 100 Mbps network will probably suffice.
Enterprise deployments that use a server farm need high-bandwidth fiber optic links between the
systems. Due to potential latency issues between the systems, you need a minimum of 1 Gbps
bandwidth speeds.
ACTIVITY 4-1
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Determining SharePoint Designer 2013

Requirements
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Scenario
Your company is adopting SharePoint Server 2013 in six months. Your team must plan for the
adoption by determining the prerequisites required to successfully implement the product. Your
supervisor has put together a short quiz to find out which employees are the most familiar with
SharePoint Server 2013 and its family of products.
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1. What solution does SharePoint use to provide a set of instructions to define and control various
actions?
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Workflows
Content types
Tasks
Business logic
2. What are two components included with the SharePoint 2013 Workflow platform technology stack?
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SQL Server
Oracle
3. True or False? SharePoint Designer 2013 includes a Visio 2010 add-in for transferring diagrams.
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True
False
TOPIC B
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Where do you start when designing SharePoint Server 2013 workflows in SharePoint Designer
2013? There are three basic steps to consider:
1. Choose the type of workflows you want to create: list, reusable, or site.
2. Select and assemble the actions and conditions to define the workflow steps.
3. Publish the workflow.
Consider the workflow as a traditional flowchart. It should have a sequence of steps from start to
finish. Understanding the various types of workflows, actions, and other components allows you to
create a useful workflow with SharePoint Designer 2013 and the SharePoint Workflow platform.
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Design a Workflow
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Workflow Design Overview
The WORKFLOWS
Ribbon in SharePoint
Designer 2013
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Before you create your workflow, you must select the type of workflow to use. Three types of
workflows are available in SharePoint: List, Reusable, and Site. The WORKFLOWS ribbon
includes other helpful tools as well.
Figure 4-3: The WORKFLOWS ribbon in SharePoint Designer 2013.

Description
List Workflow
A workflow created and assigned to a specific list. It cannot be reused with

any other list.
Reusable Workflow
A workflow created and assigned to many lists or content types. It can be

reused with all items in a content type or list.
Site Workflow
A workflow created and available for an entire site. Can be assigned to any
list or content type.
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WORKFLOWS
Ribbon Button
Opens Workflow Designer for declarative environments, or Visual Designer

for Visio environments, so you can edit the workflow.
Delete
Delete the selected workflow.
Save as Template
Saves the workflow as a template for use on other SharePoint sites;

templates are saved as SharePoint solution package (.wsp) files.
Copy & Modify
Creates a duplicate of the current workflow for editing; a good strategy for
experimentation.
Edit Workflow
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Workflow Settings Displays the settings page for viewing and editing a workflow.
Import from Visio Import a Visio 2013 diagram.

Export to Visio
Export a SharePoint Designer 2013 workflow to Visio 2013.
Associate to List
Associates the workflow to a specific SharePoint List.
Lesson 4: Creating Workflows with the Workflow Platform | Topic B

WORKFLOWS
Ribbon Button
Description
Associate to
Content Type
Associates the workflow to a specific SharePoint Content Type.
Stages, Loops, and Steps
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SharePoint Designer 2013 uses stages, loops, and steps to create a workflow. Within these
components are individual conditions and actions to further define the workflow. Here are the basic
descriptions and rules:
Stages: Contain a grouped series of sequential steps. All workflow actions must be contained in a
stage.
Steps: Contain a grouped series of sequential actions. Steps may be within a loop.
Loops: Contain a grouped series of sequential actions that execute as a loop. The loop continues
to repeat itself until a condition is met. Loops must be within a stage, but a stage cannot be
within a loop. Loops must have one entry point and one exit point.
For example, a stage or step contains a group of actions required for a specific workflow process.
The stage or step is one component of a larger workflow that consists of many stages or steps.
Developers can view each stage or step individually. This method allows a workflow to be broken
up into smaller and larger pieces. Otherwise a workflow could become very difficult to design and
manage.
Conditions
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LearnTO Choose the
Best Workflow Type
from the LogicalCHOICE
Course screen or have
students navigate out to
the Course screen and
supplement to your
course on their
supplemental
information and
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Note: To further explore workflow types, you can access the LearnTO Choose the Best
Workflow Type animation from the LearnTO tile on the LogicalCHOICE Course screen.
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Conditions are workflow rules in SharePoint that are based around specific criteria to determine the
workflow path. For example, a condition can perform logic checks and compare values to determine
if an item was created within a specific data range. Conditions can check whether or not a user is a
valid SharePoint user, if an amount is greater than zero but less than 10,000, or if a calendar date
comes before or after another date, etc. Each condition usually results in a different workflow path.
When the parameters of a condition are met, SharePoint executes an action. SharePoint Designer
2013 provides predefined conditions to add to your workflow.
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Dictionary Actions
Dictionary actions allow you to save values in a storage container, which is called a variable. The
variable can then be used in other parts of the workflow. The data in the variable must be defined so
the workflow can use it.
For example, a variable can save an employee name. Since a name is considered a string character,
the variable would be created as a variable of type String. The employee name would then be stored
in the variable.
Three actions are used for Dictionary variable types:
Build Dictionary
Count Items in a Dictionary
Get an Item from a Dictionary
Note: The Action menu in SharePoint Designer 2013 Workflow toolbar lists the task actions.
You can add actions to your workflow and customize them.
The Dictionary variable type can hold a collection of variables, not just one. It is a container that can
hold many variables that include the employee name, address, mobile phone number. Without the
Dictionary variable you would have to create a separate instance for each data type.
Note: To further explore the Dictionary variable type, you can access the LearnTO Decide
When to Use the Dictionary Variable Type animation from the LearnTO tile on the
LogicalCHOICE Course screen.
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Task actions assign work to a person or group. The work can then be tracked over time to manage
progress. There are two types of task actions:
Assign a task: creates a task and assigns it to a single participant.
Start a task process: assigns a task to multiple participants.
Task actions assign tasks to people because most business processes are conducted by employees.
For example, the human resources department can assign tasks to a new employee. The employee's
progress can be tracked as he or she goes through various paperwork, orientations, and training.
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Task Actions

LearnTO Decide When
to Use the Dictionary
Variable Type from the
navigate out to the
Course screen and
supplement to your
course on their
supplemental
information and
Eventing Actions
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An eventing action can be generated in SharePoint when an item is added or changed. Workflows wait
for the specific event before proceeding with an action. It is accomplished by subscribing to an
event action defined in the workflow.
SharePoint Designer 2013 uses the following Eventing actions:
Wait for Event in List Item: An item must be created or changed to trigger the event.
Wait for Field Change in Current Item: A field must be changed in the current item to trigger
the event.
Wait for Project Event: A project must be checked in, committed, or submitted to trigger the
event.
For example, an Eventing action can be assigned to a list. When an item is added to the list, the
event is triggered and SharePoint performs a defined workflow action.
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information and job aids on How to Create a Workflow
ACTIVITY 4-2
Creating a Workflow
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Scenario
Now that you have set up data sources, your supervisor wants you to implement automated business
processes around them. Your company has never used Workflow Manager and wants to ensure it
functions properly. You have been assigned the task of setting up a basic workflow using SharePoint
Designer 2013 and Workflow Manager.
1. Modify an existing custom SharePoint list for employees to request paid personal days.
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In the Navigation pane, select Lists and Libraries.

In the Summary pane, select Paid Personal Days (the line, not the text).
Select LISTS AND LIBRARIESEditRename.
Type Paid Personal Day Request and press Enter.
Select within the text Paid Personal Day Request.
In the Summary pane, in the Customization section, select Edit list columns.
Select ColumnsNewAdd New ColumnNumber. Type Paid Personal Days Requested and press
the Enter key. On the Quick Access Toolbar, select Save.
h) To activate the Quick Access Toolbar's Preview in Browser button, in the Summary pane, select the
Paid Personal Day Request tab. Select the Preview in Browser button. Enter your credentials if
required.
i) Select the edit link. In the Rosa Estelle row, in the Paid Personal Days Requested field, type 10 and
press the Enter key. Select the Stop link. Minimize your browser.
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a)
b)
c)
d)
e)
f)
g)
2. Create and configure a List Workflow using SharePoint Designer 2013 and Workflow Manager.
Note: You can use these same procedures to create a Reusable or Site
workflow, but select the Reusable Workflow or Site Workflow buttons instead
of the List Workflow button.
c) In the Create List Workflow dialog box, in the Name box, type Paid Personal Day Request Workflow.
d) From the Platform Type drop-down menu, ensure SharePoint 2013 Workflow is selected.
If the SharePoint 2013

Workflow does not
appear, then the
Workflow Manager has
not been configured.
Contact your System
Administrator. The
SharePoint 2010
Workflow is available,
but these activity steps
are written specifically
for the SharePoint 2013
Workflow.
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e) Select OK.
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a) Switch to SharePoint Designer 2013.

b) In the Navigation pane, select Workflows. Select WORKFLOWSNewList WorkflowPaid
Personal Day Request.
3. Use actions to create workflow variables.
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a) In the Summary pane, delete the Stage 1 text and type Check if any paid personal days exist
b) Place the cursor in the Stage box where it states "(Start typing or use the Insert group on the
Ribbon.)." The cursor appears directly below the text.
c) Select WORKFLOWInsertActionSet Workflow Variable.

d) Select the workflow variable text and select Create a new variable.
e) In the Name box, type RemainingPaidPersonalDays. In the Type box, select Number and select OK.
Note: Variables cannot have spaces. For example, you must type
RemainingPaidPersonalDays instead of Remaining Paid Personal Days.
f) Select the value text and select the Define Workflow Lookup
button. In the Lookup for Number
dialog box, from the Data source drop-down menu, select Paid Personal Day Request. From the
Field from source drop-down menu, select Paid Personal Days Left.

g) From the Field drop-down menu, select Employee.
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h) In the Value box, select the Define Workflow Lookup

button.
i) In the Lookup for Single line of text dialog box, from the Data source drop-down menu, ensure
Current Item is selected.
j) From the Field from source drop-down menu, select Employee. Select OK.
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Note: An alert box may appear stating the lookup you defined is not
guaranteed to return a single value. It will use the first value if multiples exist.
Select Yes to proceed. This alert box will appear each time you exit the Define
Workflow Lookup properties.
Select OK.
Place the cursor directly below the variable you just created.
Select WORKFLOWInsertActionSet Workflow Variable.
Select the workflow variable text and select Create a new variable.
In the Name box, enter RequestedPaidPersonalDays.
In the Type box, select Number and select OK.
Select the value text and select the Define Workflow Lookup button.
In the Lookup for Number dialog box, from the Data source drop-down menu, select Paid Personal
Day Request.
s) From the Field from source drop-down menu, select Paid Personal Days Requested.
t) From the Field drop-down menu, select Employee. In the Value box, select the Define Workflow
Lookup button. From the Data source drop-down menu, ensure Current Item is selected. From the
Field from source drop-down menu, select Employee. Select OK twice to exit.
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k)
l)
m)
n)
o)
p)
q)
r)
4. Perform calculations on the workflow variables.

a)
b)
c)
d)
e)
Place the cursor in the first blank line after the variable you just created.
Select WORKFLOWActionDo Calculation.
Select the value text and select the Define Workflow Lookup button.
From the Data source drop-down menu, select Workflow Variables and Parameters.
From the Field from source drop-down menu, select Variable: RemainingPaidPersonalDays and
select OK.
f) Select the plus text and select minus.
g) Select the value text and select the Define Workflow Lookup button.
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h) From the Data source drop-down menu, select Workflow Variables and Parameters.
i) From the Field from source drop-down menu, select Variable: RequestedPaidPersonalDays and
select OK.
j) Select the Variable: calc text and select Create a new variable.
k) In the Name box, enter NewRemainingPaidPersonalDays.
l) In the Type box, select Number. Select OK.
Remember to check on
student progress. Reach
out to remote students
and encourage screen
sharing to keep students
on track, if necessary.
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5. Create a condition for the workflow.
Place the cursor in the Transition to stage section.

Select WORKFLOWInsertConditionIf any value equals value.
Select the first value text and select the Define Workflow Lookup button.
From the Data source drop-down menu, select Workflow Variables and Parameters.
From the Field from source drop-down menu, select Variable: NewRemainingPaidPersonalDays and
select OK.
f) Select the equals text and select is less than. Select the value text and enter 0. Press Enter.
g) Place the cursor in the first blank line after the text (Insert go-to actions with conditions for
transitioning to the stage). Select WORKFLOWInsertActionGo to a stage.
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a)
b)
c)
d)
e)
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Note: You will complete this substep later in the activity.
h) Place the cursor in the first blank line after Else. Select WorkflowInsertActionGo to a stage.
To create a new stage, place the cursor below your first stage. Select WORKFLOWInsertStage.
Select the Stage 2 text, type Declined, and press Enter.
j) Place the cursor below your second stage. Select WORKFLOWInsertStage. Select the Stage 3
text, type Approved, and press Enter.
k) In your first stage, in the Transition to stage section, select the first instance of the a stage text and
select Declined. Select the second a stage text and select Approved.
i)
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6. Create actions that occur when a specific condition is met.
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a) Place the cursor in the Declined stage where it states "(Start typing or use the Insert group on the
Ribbon.)."
b) Select InsertActionLog to History List.
c) Select the message text.
d) Type Employee does not have enough paid personal days.
e) Press Enter.
f) n the Transition to stage section, place the cursor in the first blank line.
g) Select WORKFLOWInsertActionGo to a stage.
h) ISelect the a stage text and select End of Workflow.
i) Place the cursor in the Approved stage where it states "(Start typing or use the Insert group on the
Ribbon.)."
j) Select the Action button and select Update List Item.
k) Select the this list text.
l) In the Update List Item dialog box, from the List drop-down menu, select Paid Personal Day
Request.
m) Select the Add button. In the Value Assignment dialog box, from the Set this field drop-down menu,
select Paid Personal Days Left. In the To this value field, select the Define Workflow Lookup button.
n) From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field
from source drop-down menu, select Variable: NewRemainingPaidPersonalDays. Select OK. Select
OK again.
o) In the Update List Item dialog box, in the Find the List Item section, from the Field drop-down menu,
select Employee. In the Value field, select the Define Workflow Lookup button. From the Data
source drop-down menu, ensure that Current Item is selected. From the Field from source dropdown menu, select Employee. Select OK.
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p) Select OK again.
q) Place the cursor directly below the Update Item in Paid Personal Day Request action that you just
created. Select InsertActionLog to History List. Select the message text. Type Employee is
approved. Press Enter.
r) In the Approved stage, place the cursor in the Transition to stage section. Select
WORKFLOWInsertActionGo to a stage. Select the a stage text and select End of Workflow.
s) On the Quick Access Toolbar, select Save.
7. Manually test the workflow.
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b) Select WORKFLOWSavePublish.
c) In the Navigation pane, select Lists and Libraries. Select Paid Personal Day Request. On the Quick
Access Toolbar, select the Preview in browser button.
d) In the Paid Personal Day Request list, select edit.
e) In the Rosa Estelle row, in the Paid Personal Days Requested column, ensure that 10 is entered.
Select the Stop button. Select the three dots (...) displayed between Rosa's name and her remaining
days. From the drop-down menu, select Workflows.
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Assist the students to

correct any errors.
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a) Select WORKFLOWSaveCheck for Errors. If successful, a dialog box appears stating The
workflow contains no errors. Make any necessary changes to your workflow until the workflow is free
of errors.
f) In the Start a New Workflow section, select your Paid Personal Day Request Workflow. Refresh
your browser by right-clicking the browser window and selecting Refresh. You may need to refresh
your browser twice. Rosa Estelle's number of paid personal days is approved. Her paid personal
days left are reduced from 15 to 5.
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Note: You must refresh your browser window once or twice (depending on the
SharePoint server's speed) in your Paid Personal Day Request list to see the
workflow results.
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g) Select the edit link. Add numbers to the Paid Personal Days Requested column for each employee.
Select the three dots (...) displayed between each employee's name and his or her remaining days.
From the drop-down menu, select Workflows.
Note: Make some of the requests for more than the number of personal days
left.
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h) In the Start a New Workflow section, select the Paid Personal Day Request Workflow. Refresh your
browser by right-clicking the browser window and selecting Refresh. View the results. Depending on
the number of requested days, some requests are approved and others are declined. The Paid
Personal Days Remaining column is recalculated as necessary.
i) To view the history log, select the three dots (...) displayed between an employee's name and his or
her remaining days. From the drop-down menu, select Workflows. In the Workflows section, select a
workflow to view more details. Scroll down to the Workflow History section. The history log message
from your workflow appears in the Description column.
8. Automatically start the workflow.
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b) In the Navigation pane, select Workflows. In the Summary pane, select Paid Personal Day Request
Workflow.
c) In the Summary pane, in the Start Options section, check the Start workflow automatically when an
item is created and Start workflow automatically when an item is changed check boxes. Select
WORKFLOW SETTINGSSavePublish to save and publish the workflow.
d) Switch to your browser and access your Paid Personal Day Request list. Select the edit link. In an
employee's Paid Personal Days Requested column, enter a number and press Enter.
e) Select the Stop link. The list is updated. The workflow started automatically when the Paid Personal
Days Requested field was changed.
f) Minimize the browser window.
g) SharePoint Designer 2013, your browser, and SharePoint Server 2013 should remain open.
Summary
In this lesson, you learned about workflows in SharePoint Designer 2013. You explored the
SharePoint Workflow platform. You also configured actions, components, and conditions for
workflows, including stages, loops, steps, dictionary actions, task actions, and eventing actions.
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There are three types of workflows: List, Reusable, and Site. Which type could benefit your organization the
most? Explain your answer.
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A: Answers will vary because any workflow type is possible. However, site workflows are usually the
most effective. A workflow can be used across the company, regardless of the SharePoint site or
subsite.
What business process at your company could benefit from a workflow? How would it work?
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A: Answers will vary, but may include popular SharePoint workflows are approval processes. These
workflows send a message to an employee when a document is available to review. The employee
accepts or rejects it. Then a message is sent to the originator with the approval or rejection notice.
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use the social
networking tools
provided on the
continued learning.
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Lesson 4: Creating Workflows with the Workflow Platform |
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Creating Workflows with

SharePoint Designer and
Visio
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Lesson Objectives
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Use Visio 2013 to design workflows.
Transfer a Visio 2013 workflow design to SharePoint Designer 2013.
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Publish a Visio 2013 workflow design using SharePoint Designer 2013.
Lesson Introduction
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If you have ever drawn a flowchart or used Microsoft Visio , then you can create a
workflow in Microsoft SharePoint Designer 2013 using Visio 2013. It allows business
professionals, such as process consults and business analysts, to create workflows alongside
IT professionals. You can build workflows using the same flowchart shapes most nontechnical people are familiar with.
TOPIC A
Design Workflows with Visio 2013
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Visio 2013 has significantly expanded the number of SharePoint Designer 2013 workflow
developers, thanks to its visual tools. The same shapes used for traditional flowcharts are used to
create workflows. These shapes are familiar to most people, so almost anyone in your organization
can create one. Workflows can be created by experts in a given subject, such as accounting, human
resources, or sales. It is your job to translate their flowcharts into SharePoint workflows.
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The SharePoint 2013 Workflow Template in Visio 2013 is a template used to design workflows in
Visio 2013. To design a workflow, you open a new diagram in Visio 2013 and select the SharePoint
2013 Workflow Template. The template provides traditional flowchart shapes that are associated
with workflow actions, conditions, and terminators.
There are three steps to create a SharePoint Designer 2013 workflow using Visio 2013:
1. Create a Visio 2013 flowchart using the SharePoint 2013 Workflow template.
2. Transfer the flowchart to SharePoint Designer 2013.
3. Publish the workflow to a SharePoint site.
The most difficult part is adding workflow parameters to the Visio 2013 flowchart after it has been
transferred to SharePoint Designer 2013. It usually requires an IT professional to add the
parameters with Visual Designer or a text editor. Visual Designer is a Visio 2013 ActiveX control
within SharePoint Designer 2013.
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SharePoint 2013
Workflow Template in
Visio 2013
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The SharePoint 2013 Workflow Template in Visio 2013
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SharePoint 2013 Workflow Template Shapes in Visio 2013

SharePoint 2013 workflows can be created with the SharePoint 2013 Workflow template in Visio
2013. The template includes shapes within three stencils:
SharePoint 2013 Workflow Components
SharePoint 2013 Workflow Actions
SharePoint 2013 Workflow Conditions
The stencil shapes equate to actions, conditions and terminators/components of SharePoint 2013
workflows. The workflows are created by dragging shapes onto the Visio 2013 canvas, similar to
drawing a flowchart based on business logic.
Lesson 5: Creating Workflows with SharePoint Designer and Visio | Topic A
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Figure 5-1: The SharePoint 2013 Workflow Template in Visio 2013.
Terminator Shapes
The SharePoint 2013

Component Stencil
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The first and last step of a SharePoint 2013 workflow uses Terminator shapes. The SharePoint 2013
Component stencil in the SharePoint 2013 Workflow template contains the following shapes.
Figure 5-2: The SharePoint 2013 Component stencil.
Description
Loop count
A loop is a container that defines a series

of shapes that repeat themselves until a
specified loop count is met. Each loop
must include an Enter and Exit shape.
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Loop n times
Value/Property
Shape/Action
Loop count
The loop continues until a specified

condition is met.
Start
(Not applicable)
Begins all SharePoint 2013 workflow

diagrams.
Step
Step
A group of sequential actions. Each step

must have an Enter and Exit shape and
exist within a stage.
Stage
Stage
A stage is a container that groups

together steps and shapes. All workflow
actions are contained in a stage. Each
Loop with condition

Shape/Action
Value/Property
Description
stage must include an Enter and Exit

shape.
Action Shapes
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Core actions are the most common actions used in SharePoint workflows. Most of the core actions
are included as shapes in SharePoint Designer 2013's Visual Designer and in the SharePoint 2013
Workflow template in Visio 2013. In fact, the SharePoint 2013 Workflow template automatically
opens the SharePoint 2013 Workflow Terminators, Actions, and Conditions stencils. Each of these
stencils contain shapes that match the Declarative Designer in SharePoint Designer 2013.
The core actions included in the SharePoint 2013 Actions stencil are listed in the following table.
For a complete list of shapes, go to the Shapes in the SharePoint Server 2013 Workflow template in
Visio 2013 web page at http://msdn.microsoft.com/en-us/library/jj164055.aspx.
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The SharePoint 2013

Action Stencil
Shape/Action
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Figure 5-3: The SharePoint 2013 Action stencil.

Value/Property
Description
Comment
Allows you to write a comment in the

workflow for other developers to
reference.
Add time to date
Months, days, hours,

minutes, date, output
Adds time to a date, such as the current

date or a specific date. The output value
is stored as a variable.
Call HTTP web service
HTTP request
Requests an anonymous HTTP web

service.
Count items in
dictionary
Dictionary, output variable Counts items in a dictionary, then stores

the number as a variable.
Do calculation
LeftOperand, operator,
RightOperand, to
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Add a comment
Performs addition, subtraction,

multiplication and division, then stores
the answer in a variable.
Get item from dictionary Item name of path,

Obtains variables from a dictionary.
dictionary, output variable
Log to history list
Message
Logs a predefined message item to a

history list.
Pause for duration
Days, hours, minutes
Pauses a workflow from executing over a

period of days, hours, or minutes.
Pause until date
Date
Pauses a workflow from executing until a

specific date.
Shape/Action
Value/Property
Description
Send an email
Email
Sends pre-written email messages when

an event occurs.
Set time portion of date/ Hours, minutes, date,

time field
output
Creates and stores a timestamp in a

variable.
Set workflow status
Status
Identifies the status of a workflow.
Set workflow variable
Variable, value
Assigns a value to a workflow variable.
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Condition Shapes
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The SharePoint 2013

Conditions Stencil
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Conditions determine workflow paths based on certain criteria. When specific parameters are met in
a workflow, the SharePoint 2013 Workflow platform performs a pre-determined action. The
SharePoint 2013 Conditions stencil in the SharePoint 2013 Workflow contains the shapes listed in
the following table.
Figure 5-4: The SharePoint 2013 Conditions stencil.

Value/Property
Person is a valid
SharePoint user
User
Description
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Shape/Action
Skip project stage
Determines if two values are equal or not

equal.
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If any value equals value Value operand value
Determines if a user has a valid account

on a SharePoint site.
(Not applicable)
Determines if the skip project stage

feature is running.
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information and job aids on How to Design Workflows with Visio 2013
ACTIVITY 5-1
Designing Workflows with Visio 2013
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Scenario
Your company is expanding the use of automated business processes using SharePoint Server 2013.
Your supervisor assigns you to recreate the workflow for the Paid Personal Days approval process.
You have already ensured that Workflow Manager functions properly, but the declarative authoring
environment was difficult. You will create the process using Visio 2013 instead.
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1. Create a flowchart in Visio 2013.
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a) From the Windows 8 Start page, open Visio 2013.

b) In the Template section, select Microsoft SharePoint 2013 Workflow. Select the Create button.
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Note: The template opens and the drawing canvas already includes an Enter
and Exit shape. A single connector joins them. The Shapes pane appears in
the left side of the screen with actions, conditions, and components stencils.
c) Select the FILE menu and select Save As.

d) In the Save As dialog box, under Computer, select Desktop.
e) In the File name box, type StudentXX-VisioWorkflow.vsdx (where XX is your student number) and
select Save.
2. Design a flowchart in Visio 2013 by dragging actions, conditions and shapes onto the Visio canvas.
a) Select VIEWShow and uncheck Page Breaks and Ruler.
b) In the diagram, double-click the Stage 1 text and type Check if any paid personal days exist. When
finished, select anywhere on the canvas to deselect the text.
c) In the Shapes pane, select Actions - SharePoint 2013 Workflow and select the Set workflow variable
shape. Drag the shape onto the canvas to the right of the Start shape.
i)
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d) Double-click the Set workflow variable text, append a colon (:) and then type Remaining paid
personal days (It should read Set workflow variable: Remaining paid personal days.)
e) In the Shapes pane, select and drag a second Set workflow variable shape onto the canvas to the
right of the first shape.
f) Double-click the second shape's Set workflow variable text, append a colon (:) and then type
Requested paid personal days (It should read Set workflow variable: Requested paid personal
days).
g) In the Shapes pane, select and drag the Do calculation shape onto the canvas to the right of the
second Set workflow variable shape.
h) Double-click the Do Calculation text and delete it. Type Remaining paid personal days minus
Requested paid personal days. Italicize minus to emphasize the calculation in the workflow. On the
Quick Access Toolbar, select the Save button.
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In the Shapes pane, select Conditions - SharePoint 2013 Workflow. Drag the If any value equals
value shape to the right of the Exit shape, outside of Stage 1.
Double-click the If any value equals value text and delete it, then type Is the New remaining paid
personal days value less than zero?
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k) Select VIEWZoomZoom and select Percentage. Select 50% and select OK.
l) In the Shapes pane, select Components - SharePoint 2013 Workflow and select Stage. Drag the
Stage shape to the right of your first stage. It will be your second stage.
m) Double-click the Stage 2 text and type Declined
n) Drag a another Stage shape below your second stage. It will be your third stage. Double-click the
Stage 3 text and type Approved
o) Reposition Stage 2 and Stage 3 toward the top of the page until the centerline of Stage 1 is between
them.
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p) Select VIEWZoomZoom and select Percentage. Type 88% and select OK.
q) Select HOMEToolsConnector. Select the middle handle of the Stage 1 Exit button. Drag the
connector to the If any value equals value shape.
r) Select the top handle of the If any value equals value shape. Drag the connector to the Stage 2
Enter shape. Right-click the connector line you just created and select Yes.
s) Select HOMEToolsConnector. Select the bottom handle of the If any value equals value shape.
Drag the connector to the Stage 3 Enter shape. Right-click the connector line you just created and
select No.
t) Select HOMEToolsPointer Tool.

u) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Log to history list shape to
Stage 2. Place it to the right of the Enter shape. Double-click the Log to history list text and type
Employee does not have enough paid personal days
v) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Update list item shape to
Stage 3. Place it to the right of the Enter shape. Double-click the Update list item text and type
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Update remaining paid personal days
w) In the Shapes pane, select Actions - SharePoint 2013 Workflow. Drag the Log to history list shape to
Stage 3. Place it to the right of the Update list item shape. Double-click the Log to history list text
and type Employee is approved
x) On the Quick Access Toolbar, select the Save button.
3. Validate the flowchart.
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a) Select PROCESSDiagram ValidationCheck Diagram.

b) The Issues pane opens if workflow errors are found. Select each item listed in the Issues pane.
Resolve each error. Select Check Diagram again. Visio should state that no errors were found.
Validation is complete.
c) Select OK.
d) On the Quick Access Toolbar, select the Save button. Close Visio 2013.
TOPIC B
Transfer a Visio Workflow Design to SharePoint
Designer
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After the business logic is defined and saved in a Visio 2013 flowchart using the SharePoint 2013
Workflow template, an expert is required to complete the task. Nearly any person can create the
flowchart, but only programmers and SharePoint Designer 2013 developers can transfer it to
SharePoint Designer 2013. Specialized skills are needed for the conversion process.
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After the business logic is defined and saved in a Visio 2013 flowchart using the SharePoint 2013
Workflow template, it must be opened in SharePoint Designer 2013. SharePoint Designer 2013
translates the Visio.vsdx file package, which contains XML documents, into SharePoint workflows.
You must ensure your SharePoint Server 2013 site is open.
Visual Designer in
SharePoint Designer
2013
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Visio 2013 Workflow Design Transfers to SharePoint Designer

2013
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Visual Designer
SharePoint Designer 2013 automatically opens the Visio file in Visual Designer, which is a Visio
ActiveX control. Visual Designer translates all the shapes and text created in Visio to SharePoint
Designer 2013.
Figure 5-5: Visual Designer in SharePoint Designer 2013.
Lesson 5: Creating Workflows with SharePoint Designer and Visio | Topic B
Description
Save
Saves the workflow; it must be saved before changes take effect.
Publish
Publish the workflow to SharePoint Server 2013.
Check for Errors
Checks the structure of the workflow for errors.
Advanced Properties
Modifies the properties of a selected action or condition.
Pointer Tool
Moves, resizes, and selects a workflow's objects and shapes.
Connector Tool
Draws connection lines between shapes and objects.
Text
Selects text and adds text shapes.
Views
Changes the workflow view between Visual Designer and the

text-based, declarative designer.
Generate Stage Outline
Creates a basic outline of a workflow using Stage shapes.
Generate Workflow Outline
Automatically converts a Stage Outline into a workflow.
Export to Visio
Exports the workflow for use in Visio 2013.
Workflow Settings
Displays the settings for the selected workflow; allows settings

to be changed.
Initiation Form Parameters
Defines the initial parameters for a selected workflow.
Local Variables
Defines the variables in each workflow shape.
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Visual Designer Workflow

Ribbon Feature
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The Visual Designer Workflow ribbon in SharePoint Designer 2013 is described in the following
table.
Each shape in Visual Designer is associated with an action, called an Action Tag. A shape's Action
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Tag is accessed using the Workflow Settings Type

button located at the bottom-left of each
shape. A drop-down menu appears when you select the button. It allows you to choose an action's
attributes, conditions, and properties.
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The Workflow Settings

Type Button in Visual
Designer
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Figure 5-6: The Workflow Settings Type button in Visual Designer.
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Properties define the values of the action. The values, also called parameter values, can identify
destination addresses, lists to obtain items, or operators for a calculation. Selecting a property from
the drop-down menu allows you to customize it. For example, two properties are associated with
the Send an email shape. The first property, Create email, allows you to write the message that
will be sent. The second property is called Properties. It allows you to configure all parameters for
the action.
Note: All shapes have a Properties property that lists the action's parameters.
After the properties are configured, you can validate and publish your workflow to a SharePoint
Server 2013 site.
information and job aids on How to Transfer a Visio 2013 Workflow Design to
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SharePoint Designer
2013 allows developers
to switch between Visual
Designer and the
Declarative Designer.
Demonstrate to students
how to switch between
them by selecting the
Workflow tab and
choosing Views.
SharePoint Designer
validates and converts
the workflow between
the two formats, which
can take awhile. Errors
are displayed at the
bottom of the
Declarative Designer
canvas.
ACTIVITY 5-2
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Transferring a Visio 2013 Workflow Design to

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Scenario
A business analyst at Develetech created a flowchart in Visio 2013 using the SharePoint 2013
Workflow template. The flowchart must be converted to a SharePoint workflow. To start the
conversion, your supervisor needs you to transfer the Visio 2013 flowchart into SharePoint
Designer 2013.
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Before You Begin

1. Import the Visio 2013 flowchart to SharePoint Designer 2013.
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a) In SharePoint Designer 2013, in the Navigation pane, select Workflows. Select

WORKFLOWSManageImport from Visio. From the drop-down menu, select Import Visio 2013
Diagram.
b) In the Import Workflow from Visio Drawing dialog box, navigate to the desktop, select StudentXXVisioWorkflow.vsdx (where XX is your student number) and select Open.
2. Create a new workflow based off your Visio diagram.
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a) In the Create Workflow dialog box, in the Name box, type StudentXX Visio Workflow - Paid Personal
Day Request (where XX is your student number).
b) From the Workflow Type drop-down menu, select List Workflow. From the SharePoint List field dropdown menu, select Paid Personal Day Request. Select OK.
c) The workflow opens in Visual Designer. On the Quick Access Toolbar, select Save.
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3. Set the workflow variables.
a) In your workflow, place your cursor over the Set workflow variable: Remaining paid personal days
drop-down button appears.
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action. The SharePoint Designer Properties
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b) Select the SharePoint Designer Properties drop-down button and select Variable. In the Set
Workflow Variable Properties dialog box, select Variable, from the drop-down menu select Create a
new variable. In the Name box, type RemainingPaidPersonalDays. From the Type drop-down menu,
select Number. Select OK.
c) Select Value and select the Define Workflow Lookup
button. In the Lookup for Number dialog
box, from the Data source drop-down menu, select Paid Personal Day Request. From the Field from
source drop-down menu, select Paid Personal Days Left.
d) From the Field drop-down menu, select Employee. In the Value field, select the Define Workflow
Lookup button. In the Data source drop-down menu, ensure Current Item is selected. From the Field
from source drop-down menu, select Employee. Select OK twice to exit.
Note: An alert box will appear each time you exit a Define Workflow Lookup
dialog box. The alert states that the lookup you defined is not guaranteed to
return a single value. It will use the first value if multiples exist. Select Yes to
proceed each time the alert appears.
e) In the Set Workflow Variable Properties dialog box, select OK.
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g) Select the SharePoint Designer Properties drop-down button and select Variable. In the Set
Workflow Variable Properties dialog box, select Variable, and from its drop-down menu select
Create a new variable. In the Name box, type RequestedPaidPersonalDays and from the Type dropdown menu, select Number. Select OK.
h) Select Value and select the Define Workflow Lookup button. In the Lookup for Number dialog box,
from the Data source drop-down menu, select Paid Personal Day Request. From the Field from
source drop-down menu, select Paid Personal Days Requested.
i) From the Field drop-down menu, select Employee. In the Value field, select the Define Workflow
Lookup button. In the Data source drop-down menu, ensure Current Item is selected. From the Field
from source drop-down menu, select Employee. Select OK twice to exit. Select OK to exit the Set
Workflow Variable Properties dialog box.
j) On the Quick Access Toolbar, select Save.
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f) In your workflow, place your cursor over the Set workflow variable: Requested paid personal days
action. The SharePoint Designer Properties drop-down button appears.
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a) In your workflow, place your cursor over the Remaining paid personal days minus Requested paid
personal days action. The SharePoint Designer Properties drop-down button appears.
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b) Select the SharePoint Designer Properties drop-down button and select LeftOperand to open the Do
Calculation Properties dialog box.
c) In the LeftOperand row, select the LeftOperand text and select the Define Workflow Lookup button.
From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field
from source drop-down menu, select Variable: RemainingPaidPersonalDays and select OK.
d) In the Operator row, select the plus text. From the drop-down menu, select minus.
e) In the RightOperand row, select the RightOperand text and select the Define Workflow Lookup
button. From the Data source drop-down menu, select Workflow Variables and Parameters. From
the Field from source drop-down menu, select Variable: RequestedPaidPersonalDays and select
OK.
f) In the To row, select the Variable: calc text. From the drop-down menu select Create a new
variable... In the Name box, enter NewRemainingPaidPersonalDays. In the Type box, select
Number. Select OK.
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g) Select OK again. On the Quick Access Toolbar, select Save.
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5. Add the conditions.
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a) In your workflow, place your cursor over the Is the New remaining paid personal days value less
than zero? shape. The SharePoint Designer Properties drop-down button appears.
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b) Select the SharePoint Designer Properties drop-down button and select Value to open the If any
value equals value Properties dialog box.
c) In the Value row, select the Value text and select the Define Workflow Lookup button. From the Data
source drop-down menu, select Workflow Variables and Parameters. In the Field from source dropdown menu, select Variable: NewRemainingPaidPersonalDays.
d) Select OK.
e) In the Operator row, select the equals text. From the drop-down menu, select is less than. Select the
value text and place your cursor on the blank line in the second column. Type 0
f) Select OK. On the Quick Access Toolbar, select Save.

6. Configure the action for declined employees.
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a) In your workflow, place your cursor over the Log to history list shape that states Employee does not
have enough paid personal days. The SharePoint Designer Properties drop-down button appears.
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d) Select OK.
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b) Select the SharePoint Designer Properties drop-down button and select Message to open the Log to
History List Properties dialog box.
c) Place your cursor in the empty field and type Employee does not have enough paid personal days
7. Configure the actions for approved employees.
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a) In your workflow, place your cursor over the Update Remaining paid personal days shape. The
SharePoint Designer Properties drop-down button appears.
b) Select the SharePoint Designer Properties drop-down button and select Item to open the Update
List Item dialog box.
c) From the List drop-down menu, select Paid Personal Day Request.
d) Select the Add button. In the Value Assignment dialog box, from the Set this field drop-down menu,
select Paid Personal Days Left. In the To this value field, select the Define Workflow Lookup button.
e) From the Data source drop-down menu, select Workflow Variables and Parameters. From the Field
from source drop-down menu, select Variable: NewRemainingPaidPersonalDays. Select OK. Select
OK again to close the Value Assignment dialog box.
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f) In the Update List Item dialog box, in the Find the List Item section, from the Field drop-down menu,
select Employee. In the Value field, select the Define Workflow Lookup button. In the Data source
drop-down menu, ensure that Current Item is selected. From the Field from source drop-down
menu, select Employee. Select OK twice.
h) Select the SharePoint Designer Properties drop-down button and select Message to open the Log to
History List Properties dialog box.
i) Place your cursor in the empty box and type Employee is approved
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g) In your workflow, place your cursor over the Log to history list shape that states Employee is
approved. The SharePoint Designer Properties drop-down button appears.
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j) Select OK.
k) On the Quick Access Toolbar, select Save.
l) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open.
TOPIC C
Publish a Visio Workflow Design Using
SharePoint Designer
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You have modified Visio flowcharts in Visual Designer to ensure they are functioning workflows in
SharePoint Server 2013. To complete your workflow, you must publish it to a SharePoint 2013
Server. This process includes a validation process that is required before the workflow can be
published to the SharePoint Server 2013.
Workflow Publication
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Before a workflow can be published, it requires validation to ensure it functions on SharePoint

Server 2013. Publishing a workflow using SharePoint Designer 2013 involves three steps:
1. Modify the Visio workflow design in Visual Designer.
2. Validate the workflow using SharePoint Designer 2013.
3. Publish the workflow to a SharePoint site.
Publishing the workflow is usually the easiest part, because it simply involves saving the workflow to
your SharePoint site. Modifying and validating, on the other hand, can be time consuming.
Workflow Validation Errors
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The validation process begins when you select the Publish button in the Visual Designer ribbon
of SharePoint Designer 2013. You can also manually check for errors at any time.
The Microsoft Developers Network (MSDN) provides a list of validation errors from Visio 2013
and Visual Designer. Each error has a suggested action to resolve it.
The web site is titled Troubleshooting SharePoint Server 2013 workflow validation errors in Visio
2013 and is located at http://msdn.microsoft.com/en-us/library/jj163971.aspx.
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Troubleshooting
Workflow Validation
Errors
Lesson 5: Creating Workflows with SharePoint Designer and Visio | Topic C
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Go to the MSDN
validation error web
page and show the
student various errors
and fixes. The students
will use this table during
their activity.
Figure 5-7: Troubleshooting SharePoint Server 2013 workflow validation errors.
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Common Validation Errors in Visual Designer animation from the LearnTO tile on the
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information and job aids on How to Validate and Publish a Visio 2013 Workflow Using

LearnTO Resolve
Common Validation
Errors in Visual Designer
from the LogicalCHOICE
Course screen or have
students navigate out to
the Course screen and
supplement to your
course on their
supplemental
information and
ACTIVITY 5-3
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Validating and Publishing a Visio 2013

Workflow Using SharePoint Designer 2013
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Before You Begin

SharePoint Designer 2013, your StudentXX Visio Workflow - Paid Personal Day Request
workflow (where XX is your student number), and your SharePoint Server 2013 subsite are open . If
required, enter your credentials.
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1. Check for workflow validation errors.
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Scenario
You have transfered and modified a Visio 2013 flowchart created by Develetech's business analyst
into SharePoint Designer 2013. You used Visual Designer to modify the flowchart into a functional
workflow. Your supervisor has asked you to validate and publish the workflow to the company's
SharePoint site using SharePoint Designer 2013.
a) In SharePoint Designer 2013, ensure the workflow appears in the Visual Designer tab. In the Save
group, select Check for Errors.
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below the Visual Designer canvas.
2. Fix any workflow validation errors.
d) Once the errors are addressed, select Check for Errors again. If no errors are found in the workflow,
SharePoint Designer 2013 displays a message stating that no issues were found.
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Assist students to fix

their errors. Display the
MSDN web page
Troubleshooting
workflow validation
errors at http://
msdn.microsoft.com/enus/library/jj163971.aspx
on the overhead. Use
the web page as a
reference to help
troubleshoot issues.
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a) Select each error item in the Issues pane list. The action, condition, connector, terminator, or
container in the workflow that caused the error will be highlighted.
b) Open your browser and go to the Troubleshooting SharePoint Server 2013 workflow validation
errors web page at http://msdn.microsoft.com/en-us/library/jj163971.aspx.
c) Use the web page as a reference to resolve any validation errors listed in the Issues list.
e) Select OK. On the Quick Access Toolbar, select Save.
Note: You cannot publish the workflow to SharePoint until it has been checked
and no issues have been found.
3. Publish the workflow.
a) On the WORKFLOW tab, in the Save group, select Publish.

b) Errors may occur during the publishing process. If so, Visual Designer reopens in SharePoint
Designer 2013. Errors appear in the Issues pane. Fix the errors and re-publish the workflow until
you are successful.
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a) Select the WORKFLOWS tab. In the Navigation pane, select Lists and Libraries. Select Paid
Personal Day Request. On the Quick Access Toolbar, select the Preview in browser button.
b) In the Paid Personal Day Request list, select the edit link.
c) Add new numbers to the Paid Personal Days Requested column for each employee. Also add new
numbers to the Paid Personal Days Left column for each employee.
d) Select the three dots (...) displayed between each employee's name and his or her Paid Personal
Days Left column. From the drop-down menu, select Workflows.
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correct any errors.
4. Manually test the workflow.
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e) In the Start a New Workflow section, select your StudentXX Visio Workflow - Paid Personal Day
Request (where XX is your student number). Notice there are two workflows available for this list.
Ensure you select your Visio workflow.
f) After you select your workflow, refresh your browser by right-clicking the browser window and
selecting Refresh. You may need to refresh your browser twice. View the results. Depending on the
number of requested days, some requests are approved and others are declined. The Paid Personal
Days Remaining column is recalculated as necessary.
Note: You must refresh your browser window once or twice (depending on the
SharePoint server's speed) in your Paid Personal Day Request list to see the
workflow results.
g) To view the history log, select the three dots (...) displayed between an employee's name and his or
her remaining days. From the drop-down menu, select Workflows. In the Workflow section, select a
workflow to view more details. Scroll down to the Workflow History section. The history log message
from your workflow appears in the Description column.
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b) In the Navigation pane, select Workflows. In the Summary pane, select StudentXX Visio Workflow Paid Personal Day Request (where XX is your student number).
c) In the Summary pane, in the Start Options section, check the Start workflow automatically when an
item is created and Start workflow automatically when an item is changed check boxes. Select
Workflow SettingsSavePublish to save and publish the workflow.
d) Switch to your browser and access your Paid Personal Day Request list. Select the edit link. In an
employee's Paid Personal Days Requested column, enter a number and press Enter.
e) Select the Stop link and refresh the web page. The list is updated. The workflow started
automatically when the Paid Personal Days Requested field was changed.
f) Switch to SharePoint Designer 2013.
g) In the Navigation pane, select Workflows. In the Summary pane, select StudentXX Visio Workflow Paid Personal Day Request (where XX is your student number).
h) In the Summary pane, in the Start Options section, uncheck the Start workflow automatically when
an item is created and Start workflow automatically when an item is changed check boxes. Select
WORKFLOW SETTINGSSavePublish to save and publish the workflow.
i) SharePoint Designer 2013, your browser, and SharePoint Server 2013 should remain open.
Summary
How can you utilize Visio 2013 and SharePoint Designer 2013 to include non-technical people, such as
business analysts, in the workflow development process?
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A: Answers will vary, but may include you can have a business analyst create a traditional flowchart in
Visio 2013 using the SharePoint 2013 Workflow template. The business analyst should be
comfortable using Visio. You can then transfer the flowchart to SharePoint Designer 2013 and create
a functional workflow.
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In this lesson, you learned about creating workflows with SharePoint Designer 2013 and Visio 2013.
The Visio workflow shapes were introduced, such as terminator, action and condition shapes.
Design concepts were taught, as well as how to transfer a Visio 2013 workflow into SharePoint
Designer 2013. Visual Designer is the Visio ActiveX control used to modify the workflow so it can
be validated and published.
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Provide a scenario where creating an automated business process using Visio 2013 and SharePoint
Designer 2013 would provide efficiency to a company.
A: Answers will vary, but may include Visio 2013 and SharePoint Designer 2013 provide the same
functionality as any SharePoint workflow. However, it makes the development process easier.
Scenarios could be a document approval process or a customer-facing product catalog using
databases and web services.
use the social
networking tools
provided on the
continued learning.
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Lesson 5: Creating Workflows with SharePoint Designer and Visio |
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Packaging and Deploying

Workflows
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Lesson Objectives
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Lesson Time: 35 minutes
Package a workflow using SharePoint Designer 2013.
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Deploy a workflow in SharePoint Designer 2013.
Lesson Introduction
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Microsoft SharePoint Designer 2013 can package and deploy a SharePoint 2013
workflow. The process allows different SharePoint sites and farms to use the workflow.
Packaging a workflow is the process of saving a workflow as a template. Deploying a
workflow package is the process of exporting a workflow package for different SharePoint
2013 sites.
TOPIC A
Package Workflows
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SharePoint Designer 2013 allows workflows to be saved as templates. This process is called
packaging and allows other SharePoint sites and farms to use the same workflow. Without this
feature, workflows would have to be rebuilt for each site or farm in your organization.
Workflow Packaging
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SharePoint Designer 2013 allows workflow packaging, which is the process of saving a workflow as a
template. The template can be used by other departments and locations in your company, including
those located on different SharePoint sites and farms. The SharePoint 2013 Workflow platform
supports saving a workflow as a template for most workflows, including list workflows, reusable
workflows, and site workflows.
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Creating a SharePoint
Solution Package
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Note: SharePoint Designer 2013 packages workflows as Web Solution Package (WSP) files.
A .wsp extension is used for WSP files.
Figure 6-1: Creating a SharePoint Solution Package.
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information and job aids on How to Package a Workflow
Lesson 6: Packaging and Deploying Workflows | Topic A
ACTIVITY 6-1
Before You Begin

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Scenario
The SharePoint workflow that you created has worked well for the company. The sales department,
which is hosted on a different SharePoint site, has requested to use your workflow. Your supervisor
has tasked you with packaging the workflow so it can be deployed.
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Packaging a Workflow
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1. Create a simple reusable SharePoint workflow and save it as a template.
You need a workflow

package on your
instructor computer to
upload and activate for
the students in the next
activity. Create,
package, export, and
activate your workflow
as Student00 Accounts
Payable Workflow.
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a) In the Navigation pane, select Workflows. Select WORKFLOWSNewReusable Workflow. In the

Name box, type StudentXX Accounts Payable Workflow (where XX is your student number). Select
OK.
b) Place your cursor in Stage 1 and select WORKFLOWInsertActionDo calculation. Select the
value text, type 40, and press Enter. Select the second value text, type 10, and press Enter.
c) Place your cursor in the Transition to stage section. Select WORKFLOWInsertActionGo to a
stage. Select the a stage text and select End of workflow.
d) On the Quick Access Toolbar, select Save. Select Check for Errors and fix anything necessary.
Select Publish. Select OK.
e) In the Navigation pane, select Workflows. Select StudentXX Accounts Payable Workflow (where XX
is your student number). Ensure the WORKFLOW SETTINGS tab is activated.
f) Select WORKFLOW SETTINGSManageSave as Template button. The workflow is saved as a
SharePoint solutions package (.wsp file) in the Site Assets library. An information window appears
confirming the template has been saved.
g) Select OK.
2. Verify the workflow is packaged and saved to the Site Assets library.
a) In the Navigation pane, select Site Assets to view the workflow template.
Note: A workflow template automatically saves to the Site Assets library of the
site collection in which the workflow resides. It can take a minute for the
template to appear in Site Assets. You can press F5 to update the list. If it
doesn't appear, repeat the steps to save the workflow as a template.
b) SharePoint Designer 2013 and your SharePoint Server 2013 subsite should remain open.
Lesson 6: Packaging and Deploying Workflows | Topic A
TOPIC B
Deploy Workflow Packages
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After a SharePoint workflow is packaged, it can be deployed to other SharePoint sites and farms.
This allows SharePoint sites and farms to use the workflow. This capability provides consistency and
productivity across an organization. Developers do not need to rebuild a specific workflow for each
SharePoint site or farm. Instead, developers can spend time performing other job duties.
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Workflow deployment is the process of uploading and distributing a workflow package for use by
different SharePoint sites and farms. For deployment to succeed, any libraries, lists, content types,
and columns used in the workflow must exist on the new SharePoint site or farm. These
components are called workflow dependencies, and each one must have the exact name as the
original workflow.
The deployment process involves exporting the package, deploying it on a SharePoint site or farm,
and activating it. Any deviation from these requirements results in an error.
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Deploying a Workflow in
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Workflow Deployment
Figure 6-2: Deploying a workflow in SharePoint Server 2013.
information and job aids on How to Deploy a Workflow Package to SharePoint 2013
Lesson 6: Packaging and Deploying Workflows | Topic B
ACTIVITY 6-2
Before You Begin

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Scenario
Your supervisor has congratulated you for creating a useful workflow for the company. Other
departments and locations also need the workflow. She tasks you to create and distribute a template
of your workflow on SharePoint 2013.
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Deploying a Workflow Package to SharePoint

2013
1. Export a package.
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a) In the Navigation pane, select Site Assets. Locate and select StudentXX Accounts Payable
Workflow (where XX is your student number). Select your workflow template.
b) Select the Export File button. Save the template file to your local computer's desktop. A confirmation
information dialog box appears when export is complete. Select OK.
2. Deploy the workflow. Step 2 must be completed by the Instructor on the SharePoint Server 2013 parent
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site.
a) In the Navigation pane, select Home. On the Quick Access Toolbar, select Preview in browser.
Ensure you are at the SharePoint Server 2013 parent site.
button and select Site settings. In the Web Designer Galleries section,
Student00 Accounts
Payable Workflow.
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b) Select the Settings

select Solutions.
You need a workflow

package on your
instructor computer to
upload and activate for
the students in Step 2.
At this point, ensure that
you have created,
packaged and exported
your workflow as
Note: The Solutions gallery does not appear unless you are on the parent site.
It cannot be accessed from any SharePoint subsites.
c) Select the Upload Solution button. Select the Browse button, navigate to the desktop, and select the
Student00 Accounts Payable Workflow.wsp template file. Select the Open button. Select OK.
d) In the Solution Gallery - Activate Solution dialog box, select Activate.
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Note: Upon activation for a site collection, the workflow is available for all
SharePoint subsites. However, the workflow features must also be activated
for subsites.
3. Activate the workflow feature. To be completed by students.

a) In SharePoint Designer 2013, select your Team Site, then select Preview in Browser to open your
SharePoint Server 2013 subsite so you can activate the workflow solution.
button and select Site settings.

b) Select the Settings
c) In the Site Actions section, select Manage site features.
d) Scroll to the bottom of the list. Next to the Workflow Template Student00 Accounts Payable
Workflow, select Activate. The workflow template is now available for the subsite.
e) Close SharePoint Designer 2013. Close your SharePoint Sever 2013 site.
Lesson 6: Packaging and Deploying Workflows | Topic B
Summary
In this lesson, you learned about packaging and deploying workflows. Different SharePoint sites and
farms throughout an organization can use the same workflow, without having to redevelop the
workflow on each site. Packaging involves saving the workflow as a template. Deployment involves
exporting and activating the package on different SharePoint sites and farms.
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Think of a situation at your company when packaging and deploying a SharePoint workflow would be
helpful.
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A: Answers will vary, but may include some workflows, such as a document approval processes, can be
applied to many different job tasks. If you create a customized document approval process for your
department, it is possible many others could benefit from it. Packaging and deploying the workflow
provides the ability to share the workflow with the rest of the company.
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What are the requirements for different sites to use deployed workflows? If the requirements aren't met,
how could you assist to ensure the workflows function properly?
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A: Answers will vary, but may include new SharePoint sites and farms require all the dependencies of the
original workflow. You can assist by providing the correct names and configurations of the original
lists, libraries, content types, and columns.
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use the social
networking tools
provided on the
continued learning.
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Lesson 6: Packaging and Deploying Workflows |
Congratulations! You have completed the Microsoft SharePoint Designer 2013 course. You have
successfully integrated data sources, customized content types, and automated common tasks using
workflows.
The ability to create customized solutions provides you with skills above the competition.
SharePoint Designer 2013's code-free environment for accessing data types and building custom
SharePoint applications allows you to rapidly develop SharePoint workflows that meet your
company's specific needs.
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What's Next?
There are few limitations or rules to guide you moving forward with SharePoint Designer 2013.
There is almost no end to the custom workflow possibilities. To explore SharePoint further, enroll
in the LogicalCHOICE courses Microsoft SharePoint Foundation 2013: Site Owner and Microsoft
SharePoint 2013: Site Administrator. You can also actively participate in any of the social media
forums set up by your instructor or training administrator through the Social Media tile on the
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Course Follow-Up
Course Follow up
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Lesson Labs
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Lesson labs are provided for certain lessons as additional learning resources for this course.
Lesson labs are developed for selected lessons within a course in cases when they seem
most instructionally useful as well as technically feasible. In general, labs are supplemental,
optional unguided practice and may or may not be performed as part of the classroom
activities. Your instructor will consider setup requirements, classroom timing, and
instructional needs to determine which labs are appropriate for you to perform, and at what
point during the class. If you do not perform the labs in class, your instructor can tell you if
you can perform them independently as self-study, and if there are any special setup
requirements.
Lesson Lab 2-1
Creating Custom Content Types
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Activity Time: 20 minutes
2. Create a custom column.
4. Create a custom list.
6. Add items to the list.
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5. Edit content type columns.
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7. Preview the list in your browser.
Lesson Labs
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3. Add a custom column to a custom content type.
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1. Create a custom content type from an existing content type.
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Scenario
Your supervisor assigns you a special project for a new department site on SharePoint.
Your team needs a list for employees to enter their contact information. You need to
customize a built-in content type included with SharePoint Server 2013, then add the
custom content type to a list that you create in SharePoint Server 2013.
Lesson Lab 3-1
Customizing Data View
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Scenario
Your department's new SharePoint site is growing. Your supervisor needs you to create a custom
data view with SharePoint Designer 2013 for the department's contact list.
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1. Select a SharePoint web part page and publish it to your site, or use the contact list page from the
previous lab.
2. Add a data view to the page.
3. Customize the data view with at least four settings.
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4. Save your work.
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5. Preview the site in your browser.
Lesson Labs
Lesson Lab 4-1
Creating a Workflow
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Scenario
Your department SharePoint contact list is complete, but now your supervisor wants a
record of whenever an employee adds or changes his or her information. A log entry
will suffice. Create a reusable workflow to perform this action using the SharePoint
2013 Workflow platform and SharePoint Designer 2013. The workflow should be
simple enough to work on other lists as well.
1. Create a reusable workflow to accomplish your supervisor's request.
2. Use Actions, Conditions, Stages, Steps, or Loops to complete your workflow.
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3. Save, validate, and publish your reusable workflow to your department's contact list.
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4. Test the workflow.
Lesson Labs
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Solutions
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ACTIVITY 4-1: Determining SharePoint Designer 2013

Requirements
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Workflows
Content types
Tasks
Business logic
1. What solution does SharePoint use to provide a set of instructions to define and control various
actions?
2. What are two components included with the SharePoint 2013 Workflow platform technology
stack?
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SQL Server
Oracle
3. True or False? SharePoint Designer 2013 includes a Visio 2010 add-in for transferring
diagrams.
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True
False
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data source type

The type of data source, such as a
Microsoft SharePoint list, databases such
as Microsoft SQL Server, Microsoft
Access, and Oracle, XML files and web
services, server-side scripts, and linked data
sources.
or
business logic
A broad term used in SharePoint to
describe a set of instructions that defines
and controls various actions.
data source
Typically a database or file that contains
data used in a report.
authentication type
The permission required to access the
resource, usually through a user name and
password or Windows authentication.
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Glossary
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conditional formatting
The technique of defining criteria to create
a data view.
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conditions
Workflow rules that are based around
specific criteria to determine a workflow
path.
content types
Reusable settings that define shared
behaviors of content.
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data connection
The name, location, and connection
properties of a data source.
data paging
Specifies the number of results displayed
on a page, such as a SharePoint page or a
search engine web page.
data sorting
Organizes data based on specific criteria,
such as alphabetically, by field name, or
from lowest to highest.
data view
A web part used to display data in
SharePoint Server 2013.
database filtering
Used to refine a data query and meet
specific criteria.
dictionary actions
Saves values in a storage container, called a
variable, that can be used in other parts of
a workflow.
eventing actions
Actions generated in SharePoint when a
specific event occurs, such as an added or
changed list item.
explicit authentication
A connection string containing a user
name and password.
implicit authentication
A connection string using Windows
credentials; also called integrated security.
loops
A grouped series of sequential actions that
continues to repeat itself until a condition
is met.
workflows
A traditional business tool for
documenting business processes, such as
approving a vacation request or sending
reminder notices to customers based on
specific criteria.
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list workflow
A workflow created and assigned to a
specific list that cannot be reused with any
other list.
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reusable workflow
A workflow created and assigned to many
lists or content types that can be reused
with all items in a content type or list.
OLE DB
(Object Linking and Embedding,
Database) A Microsoft API (Application
Program Interface) for accessing different
data sources.
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ODBC
(Open Database Connectivity) A
standardized API written in C for
accessing different data sources.
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site workflow
A workflow created and available for an
entire site that can be assigned to any list
or content type.
stages
A grouped series of sequential steps; all
workflow actions must be contained in
one.
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steps
A grouped series of sequential actions.
task actions
Assigns work to a person or group that can
be tracked over time to manage progress.
Glossary
workflow deployment
The process of uploading and distributing
a workflow package for use by different
SharePoint sites.
workflow packaging
The process of saving a workflow as a
template.
authentication
explicit 30
implicit 30
Navigation pane
site objects 5
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business logic 44
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content types
built-in 17
customizing 17
default content types 16
within Lists and Libraries 21
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database filtering 36
data connection 28
data paging 37
data sorting 36
data sources
methods of accessing 30
modifying in data view 36
on Summary pane 28
ribbon options 30
data source type 28
data views
conditional formatting 36
H
Help button 10
Object Linking and Embedding, Database,

See OLE DB
ODBC 31
OLE DB 31
Open Database Connectivity, See ODBC
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Index
S
SharePoint 2013 Workflow template
Action stencil 64
Component stencil 63
Conditions stencil 65
types of stencils 62
developer Support page 10
SharePoint Workflow platform 45
system requirements 46
U
user interface
main features 4
V
Visio 2013
creating workflows 6
designing workflows in 46, 62
integrating using Visual Designer 7, 70
SharePoint 2013 Workflow template

62
Visual Designer
creating workflows 7
Workflow ribbon 71
Workflow Settings Type button 71
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workflow deployment 90
Workflow Manager 45
workflow packaging
SharePoint Solution Package 88
workflows
business logic in 44
conditions 50
creating in Visio 2013 6
dictionary actions 50
event actions 51
stages, loops, and steps 50
task actions 51
troubleshooting validation errors 80
using Visual Designer 7
validating and publishing 80
WORKFLOWS ribbon 49
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Index
091122S rev 1.0
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Microsoft SharePoint Designer 2013

Getting Started with SharePoint Designer 2013..............................1

Introduction to SharePoint Designer............................................... 2

Customizing and Implementing Content Types............................15

Implement Custom Content Types................................................21

Integrating Data Sources Using SharePoint Designer.................... 27

Access Data Sources.....................................................................28

Creating Workflows with the Workflow Platform...........................43

Creating Workflows with SharePoint Designer and Visio............... 61

Packaging and Deploying Workflows............................................87

| Microsoft SharePoint Designer 2013 |

About This Course

Microsoft SharePoint Designer 2013 provides a code-free environment to access data

| Microsoft SharePoint Designer 2013 |

The LogicalCHOICE Home Screen

How to Use This Book

| About This Course |

| Microsoft SharePoint Designer 2013 |

A Note provides additional information, guidance, or hints about a topic or task.

LearnTO notes show you where an associated LearnTO is particularly relevant to

| About This Course |

Getting Started with

In this lesson, you will:

Lesson Time: 1 hour

2 | Microsoft SharePoint Designer 2013

SharePoint Designer 2013

Note: SharePoint Designer 2013 is available at the Microsoft Download Center:

Lesson 1: Getting Started with SharePoint Designer 2013 | Topic A

Microsoft SharePoint Designer 2013 | 3

Figure 1-1: The SharePoint Designer 2013 opening screen.

Allows users to open a site, customize a site, and create a

Provides your user information, product information, and

Provides general options for working with SharePoint

Open Site button

Browse to locate, select, and open a site.

Customize My Site button

SharePoint Designer 2013 Opening

New Blank Web Site button

Displays recently opened sites for quick access.

Site Templates section

In addition to a blank site, you can create SharePoint sites

Add Subsite to My Site button

If you are teaching in a

Designing in SharePoint 2013

Lesson 1: Getting Started with SharePoint Designer 2013 | Topic A

4 | Microsoft SharePoint Designer 2013

Figure 1-2: Non-graphical page editor in SharePoint Designer 2013.

The SharePoint Designer 2013 Interface

Lesson 1: Getting Started with SharePoint Designer 2013 | Topic A

Microsoft SharePoint Designer 2013 | 5

Figure 1-3: SharePoint Designer 2013 interface.

Identifies the site currently active in SharePoint Designer,

Lists and Libraries

Create and manage workflows to add to your site.

Navigation Pane Site Object

Allows you to create and manage the site's web pages.

Allows you to manage your site's assets, including Check In

Create and manage content types that can be added to a site,

Allows you to create and manage columns for lists and

Create connections to data sources and manage site data

Manage security groups to grant users permissions, such as

External Content Types