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Reduce the Frequency of Duplication of Effort by Publishing Reusable Workflows Globally

Reusable workflows can be used to reduce process development costs for SharePoint 2010, especially when these costs arise from duplication of effort. When reusable workflows are published, globally, across all SharePoint sites, all administrators, developers, and designers (with appropriate permissions) will be able to access the workflows and implement as appropriate.

We have included a short video tutorial on this topic, Publishing globally reusable Workflows. This video is included in our SharePoint Designer 2010 Workflows Training DVD, which is available for purchase, either for individual use or for enterprise use. This same course is also included in our SP202 – SharePoint Designer 2010: Workflows Training curriculum which is available to all subscribers to our online content offering on SharePoint-Videos dot com.

Our intended audience for this class are SharePoint Administrators and Site Collection Administrators who have permission to access the very top level of site collections. We demonstrate how these users can easily publish reusable workflows to the top level of a site collection and, thereby, provision the workflow, globally, across the entire collection. Once published globally, the workflow can be reused within any sub site of the collection.

The workflow must be produced at the top level of the site collection, with SharePoint Designer 2010. Only at the top level of the site collection will the option be offered on the ribbon to publish the workflow globally. Asif Rehmani demonstrates how to verify that the reusable workflow has been made available to any/all sites within the collection once the example workflow has been created. Asif uses the browser to navigate to a sub site, to select a document library (we should note that the workflow built in this example was configured as a workflow to be run on the document content type) and, finally, to build a workflow (by clicking on the “Workflow Settings” button on the ribbon) with the globally reusable workflow which appears as an option in the “Select a Workflow Template” drop down set of choices.

We think that SharePoint 2010 business owners should make note of this example of the ability of a SharePoint platform to support globally reusable processes (that can be readily produced with no-code methods, as we demonstrate in this tutorial, as well as in each of the other tutorials that we offer on building workflows) as an important indication of the cost savings that can be delivered through an implementation of SharePoint 2010. Video training content is a key “must have” to capture this highly valuable cost savings benefit. Please contact us at (630) 786-7026, or Contact Us to further a discussion about our video training content.

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