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SharePoint Workflow Authoring in Visio Premium 2010 (Part 2)

SharePoint Workflow Authoring in Visio Premium 2010 (Part 2)

  • Comments 11

Workflow design often takes a lot of communication and collaboration. Business stakeholders may send IT professionals business flowcharts to further automate as workflows. On the flip-side, once the IT professional has implemented the workflow, he/she may want to store the workflow as a Visio diagram so that all stakeholders are clear on what is being implemented. Such diagrams can also serve as copies that can be archived for auditing purposes.

Such collaboration is made easier with the workflow export and import capabilities in Visio Premium 2010. Export (as described in an earlier blog post) enables business stakeholders to pass flowcharts as business requirements to IT Professionals. With import, IT professionals can document their workflows visually. In this post, we will walk through the following:

  • Importing a workflow from SharePoint Designer
  • Customizing workflow visualization in Visio for presentation
  • Publishing Visio diagram visualization for workflow status tracking on SharePoint server

First, let’s discuss the workflow import capabilities in Visio 2010.

From SharePoint Designer 2010 to Visio 2010

With SharePoint Designer 2010, an IT professional can author an executable SharePoint workflow that publishes directly to SharePoint server. Such a workflow may look like the following:

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Before a workflow is ready for execution, it can be exported as a Visio diagram for Business Analyst or all process stakeholders to review before publishing. To do so, simply use the Export to Visio command in SharePoint Designer 2010, and a Workflow Visio Interchange (*.vwi) file will be saved out:

clip_image004

To visualize this workflow in Visio 2010, import the workflow file by going to New->Microsoft SharePoint Workflow, then go to the Process tab-> Import Workflow:

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From there, the workflow is visualized in Visio, and the IT Professionals or Business Stakeholders are free to edit and enhance the diagram just the same way as any flowchart using features such as Themes or Auto Align & Space for presentation purposes:

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The workflow visualization is now ready to be archived or presented to a wider audience.

Publishing Visio Visualization from SharePoint Designer 2010

We have discussed how workflows can be imported or exported between Visio Premium 2010 and SharePoint Designer 2010. Now let’s talk about how you can also show the status of a workflow being executed directly on SharePoint. SharePoint Designer 2010 supports publishing the visualization straight to the SharePoint Server along with the executable workflow. To do so, simply enable visualization by going to the workflow settings page, and ensure that the checkbox “Workflow Visualization” is checked:

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When visualization is published from SharePoint Designer 2010, the status of the workflow execution is also shown as part of the Visio diagram. For example, as shown in the diagram below, not only are there icons indicating tasks “in progress” or “completed”, people assigned to the Tasks are also displayed clearly within the Task shapes:

clip_image012

The workflow is not only being executed, but users can now easily track progress of the workflow through visualization!

Try out our Beta!

We are very excited to bring you this new functionality and it is avaible for you to try out in the public beta. Do try it out and send us feedback through the Send a Smile feedback tool or comment on this post!

Leave a Comment
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  • Hello,

    My workflow visualizattion link is disabled.I am not able to check “Workflow Visualization”.Please help!!!

  • Does Visio 2010 and SharePoint Desinger 2010 workflows work with SharePoint 2007?

  • Trevor, Visio 2010 and SharePoint Designer 2010 workflows integrate with SharePoint 2010 only.

    Mark

    Visio Team

  • Terrific - if only I could get a red line example through the new apps/services/server e.g. from workflow design in visio to designer / infopath to sharepoint exposed to WinMo's secured by UAG (TMG?)and back to BI based on virtual machines for 2 weeks to convince the business. Any advice how to get the fragmented items together in a fast way is very VERY welcome (heck, besides I have a job to fulfill).

    Thx Don

  • Maybe you should talk a little on the required settings on the SharePoint Server (Visio Graphics Service, Visio Web Access feature etc)

  • Hi, cool feature indeed. Can the data for a decision point (ex. approved, rejected, deferred) come from an external data source ?

    i.e. can this feature be integrated with an underlying BCS infrastructure to pull enterprise data from a legacy system ?

    SAP, Oracle etc.

    Tnx

  • Am planning to implement this functionality for a sharepoint site. Hope it works fine. Is there a contact person in Microsoft if we run into issues?

  • For me, Checkbox to Show workflow visualization is Greyed out in sharepoint desinger.

    I have followed instruction on this article still the same problem

    nikspatel.wordpress.com/.../enable-the-sharepoint-2010-workflow-visualizations

    One thing i want to mention, i dont have Visio 2010 premium installed on my BOx.

    Please HELP!

  • I have a general question but do all of the users using this newly imported sharepoint workflow need Visio Premium to be able to use the visualization? Ex: 1 copy of Visio Premium per Employee tha tneed to access this workflow?

    Thanks in advance!

  • How did you update the Visio file to show started and completed time?

  • Here is good article and video, which descrive the difference from 3rd party visual editors:

    www.harepoint.com/.../VisioWorkflows.aspx

    Thank you very much for nice article.

    WBR, Alexander

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