QuickTip - SharePoint Workflows – The Last Frontier

Workflows in SharePoint are usually one of the last programming tasks that a developer is asked to accomplish. It is also arguably the least documented SharePoint feature. I will attempt to explain the topic from a business perspective as to what you can achieve and deliver for your business by attaching workflows to your SharePoint Lists and/or Libraries.

The main use of a SharePoint workflow is to automate a business process. To this end, a SharePoint workflow is usually started when a SharePoint user either creates a new item or edits an item in a List or Library. The workflow then takes over and completes the business processes using its programmed instructions. The workflow incorporates a "status" web page that users and management can use to check the workflow status. In order to achieve this level of automation, it requires an experienced ASP .NET 2.0+ developer with SharePoint Object Model experience as a minimum. But since workflow programming is different than classical development; focused, special instruction is necessary.

One of the primary goals of workflows is to make the SharePoint experience easier for the end-user. This allows the SharePoint end-users to focus on the business document at hand and not concern themselves with the extra processing that could be required. Also, the workflow will consistently, reliably and without bias perform the rest of the entire business operation, including acquiring the proper approvals if necessary. This provides management with the confidence in the business processes that have been automated in this fashion

The main value to the business that a workflow provides is the ability to encapsulate, document, and maintain company business processes. Every business has a few key individuals that possess critical knowledge that no one else knows. This causes management concern because when this key individual is sick or on vacation, or if the person leaves, that knowledge is missing from the business. So, by automating this business knowledge into a workflow, the business can be assured that the knowledge is safe and will always be there. Another key benefit of creating a workflow for these processes is that there will be a review of the process. This is critical as business processes change over time and should be reviewed periodically for efficiency.

In summary, SharePoint workflows can be the finishing touch to your SharePoint implementation. They will make life easier for the users, and allow management to feel confident that crucial business knowledge is safe and maintainable. There are often even more benefits that a business realizes from implementing workflows, but many will be business-specific. So, workflows in SharePoint will be very important to your company, but they also will probably be one of the last programming tasks for your programmers. As such, they will be truly the Last Frontier.