How Can I Sign Alaska Travel Agency Agreement

Document type sign travel agency agreement alaska later

hello and welcome to the alaska sharepoint user group this is the June 2016 meeting it my name is Greg burns and today we're here with k2 there is oleg Guzman and Chris good and also special guest David Brown who is a k2 workflow enthusiast and today Oh egg is going to show us a few things about what k2 workflow can do with sharepoint and then after that we're gonna have a little bit of roundtable discussion that kind of a hot mic and we'll talk about what you know putting k2 through his paces so thank you for joining us daily thank you thank you great okay so since this is the sharepoint user group we will start with the product that the k2 has specifically targeted for sharepoint either online sharepoint 2013 online us or on pram or sharepoint online so the product is called k2 abbott and it's the app that enables you to develop with our forms technology and the workflow technology so what we're looking at and i'm going to do the quick and user demo just like the experience of how the end user would use one of the k2 apps and then we'll dive into how its it actually comes to life right there how we develop the forms how we develop the the workflows and other pieces so what we're looking at is just a very simplified case of user important a user onboard in the record will be submitted as the new record in the SharePoint list since everything in SharePoint kind of rotates around lists and libraries and our workflows are attached to those entities so and in this workflow we'll update one of the new list item fields that will go into the review of the manager and the manager will take a look at that decide if it's it's ready to be approved or for some reason maybe reject it or send it back to the originator for rework and this rework loop can be repeated as many times as necessary so once the record is approved the new SharePoint site will we create for that employee the approval email will be mailed and the item that was created in the list will be archived so basically going to take that list item and move it into a different SharePoint list so that will be enough to just show some of the exciting functionalities definitely not all of them that the k2 offers but you know just just enough to get you guys you know hot about Katie so let's take a look at this this is okay we bring up the list that we're going to be working with so this is my site I have several lists started here state and city that's something that come into play a little later but we're going into employee onboarding lists and onboarding archives is the play east where we're gonna put the record after it we've done working with that click on new item for this list and what's loading up right now is the k2 smart form that was created for this list you add and edit records and it's looks like it's taking its time there you go so although it does look like the typical the out-of-the-box SharePoint formed it really is a k2 smart form it's just didn't themed with the CSS style sheet that looks exactly like SharePoint 2013 so let's just submit our new employee and the guy I really like it'll take us an examples Donald Donald Trump so let's take that guy I mean maybe he's not gonna get his job over the CDC so well gladly take him in in our company okay Anchorage Alaska since that's where we are I don't know how that guy will like this state but hey you know tough luck okay country USA is the last time I checked Oh 940 probably employee number oh let's assign him lucky in double-oh-seven so the guy with the license to kill looks like he'll be happy about that and Department I would say Department is he's gonna be very happy with the sales right it looks like it this speaker control over here that's something that is to our error active directory and I know that we have quite a few records there if I don't know the people I can just click on the search button and go through the entire list but I do know that we have this Bri person however a genius k2a Pat specialist so if I type in your first name and just kind of you know hit enter or tab it will go and try to automatically resolve it so if there is the only option there it will automatically populate my picker control with it if there are multiple options will allow me to basically select one of those okay and it's something that I forgot to mention like the state and the gender drop-down lists those are populated with the metadata that we provided for that list and metadata is pulled into this drop-down lists control through our data layer object which is something a data layer after data layer which we call smart objects right something that again I'll show a little later let's finish filling this up for him sales sales rep okay salary he's pretty rich so just put a $1 for them okay six 8 2016 and vacation just put headquarters building one room one two three email address I'm gonna put mine and the username so Trump 0:07 as well add some attachments maybe like a resume for the guy so it's gonna pop it up for the file test resume add and finally save this so once it's saved the new record will appear on our list and it'll start the workflow for this guy now once the workflow started and as we as we saw in here there you go so it'll go through this step and it will finally it'll it'll get to this step where we expect a user the humor to interact with the workflow to take a certain action and the way this step has been configured like if we look at the participants is we can specify either people so it's the individual users here just search for people we can specify groups and these come from Azure Active Directory and the roles roles is something that is just a similar to Active Directory container but it's within Kate URL so you can set it up and your key queue management platform so we specify two people here we notify them as participants and that's the email template that will that we use to generate an email at the runtime and this email template you see this green fields and that is something that is populated these are basically variables that are populated at one time and these variables we take it from different contexts that are exposed here in our context browser so we have access to something that is specific to this SharePoint list item as well as something that is related to our server smarts forums etc so just like lots of different variables that are exposed here what this employee onboarding we can expand this node it just basically drag and drop items to this template and as well as the attachments if any that we have for the list so there is a really cool thing about this this email and I'm gonna show it to you here in a moment so this is our mail and I believe it actually manages to put our emails into clutter here so just okay there you go so a new employee Donald Trump so when it generates this email as you notice that I don't see it should have an attachment I just don't see it like on this screen it's hard to see but it gives us the link to open the form that we populate it so the person can open it up check that maybe you know make some changes and take one of the actions that we configure it for this step and we can figure these actions approve reject rework so the cool thing about this is that if your approvers if your users live mostly in the email what they can do from here they can open that form look at that and approve it from that form or they can simply respond to this email with one of these options approve reject or rework and KT server will process that as if you actually went and clicked up on the form so it's one of the options right if you have somebody who is just constantly on the go and just checks the email they have they have this option to just respond to this email and say I approve the way it works from the technical perspective is that this serial number that we added here and it was part of our template it tells the k2 server that this is the workflow instance and this is the step in that instance and that's how it knows how to take that action on that step also have some standard actions will redirect delegate and sleep so redirect basically takes this task out of your queue and puts it into somebody's else's delegate will keep it in your queue and share it with more people and sleep maybe if you're awaiting for certain documents for a couple of days and you don't want to see that task in your queue you can say sleep two days and we'll just take it out of your list for a couple of days so going back to say to our home page we have K to work list which is just embedded in the page as as the SharePoint app part and here I can see all the tasks that are currently assigned to me and one of them right there at the top review request he's the one for Donald Trump and for this for this particular task I can do the same things that we just saw in the email I can open the forum I can take one of those actions and I can do some some extra stuff right I can configure my out of the office response so if I'm on vacation for a week I can configure who these tasks are going to so people don't have to wait for me to return I can search and filter and batch and actually enable this list of again I'm a person in the accounting department who approves a whole bunch of invoices I can select if I get 20 of them and just approve them all in batch instead of going to every individual item but there's another cool thing here is the view flow view flow is basically our visual report of what's happening with your task right now and what has already happened so we can see that this path that has been highlighted in green these are the steps that have already been completed and the one that is kind of bluish this is where we sit right now so if you click on that you actually see some additional information you can look at the participants and right now we only have one but again if we had the group of people it's like in the active directory group with five people all of those people would have that task on their list right so either one of them can can action on the task and it will begun from other other lists or you can configure it in such a way that you want everybody to basically make a decision and then based on their responses let's say three people approved one people rejected is that okay according to your business case you consider that step as approved or do you actually need to rework that so gives you the flexibility of how you can figure that right how many binds you need before you actually move to to the next step and it also keeps track of the people whom who respond to the steps and how fast they do so at the end when you expose it through reports you can actually see the performance of your people it's like who approves that faster who doesn't do that good of a job now another way to action your tasks is through our mobile app and I'm gonna share it here in a second so people can see how it looks like on the screen okay so k2 mobile codes open it up and I'm logged in as the same user and since that person I know it's just like a quality on the screen is not very good but I mean turn on your imagination if your quality is still kind of blue here yes this is my iPad so this person sees only on the Left pane the different workflows that she has tasks so right now we're looking at employee onboarding and there is a new task right there for Donald Trump so we're gonna select that there you go and right there at the top I don't know if you can see it that's just like a new employee Donald Trump so again we can take our actions from here from this mobile app we can open the form that we just saw and because our smart forms are rendered html5 you can see it in the same way on mobile devices on mobile browsers or desktop browsers so they were pretty much the same that was the idea of like you designed that form once and you use on all the different devices you can take the standard actions like the share redirect and sleep that we talked about and you can also make some comments and add some files to this so let's say ok like right now I just want to enter some test comment test send this and ok let's go back and I'd like to add the file and I can either select something that already exists on my device I'll take a picture I was like take quick pictures like there are no faces or anything just a on some some computer equipment use this photo just to show you on how it works and the result that we're gonna get so it's it's uploading the photo right now ok cool so that task is still in our list but what we can do is like minimize this go back to our view flow and check it out ok so the comment that we just added through a mobile device and the attachment that we just added it shows up here on on your desktop so how about we actually take a look at the form no we're not gonna open up basically say ok I approve this person so right from here approve them and let's see what's going to happen with our view flow so again it polls the server every so often it's like you know five seconds or so that's why we're just gonna waiting for a moment here until it goes to the next step and it's like it's it's almost real-time that's actually pretty cool to see how it works from different devices ok boom so it took the approved path and right now it's creating the new site for this employee so if we go back to here I actually have like the previously added people like the test director and John Doe but hey okay lost my little view flow there for a moment hold on okay so it's it's still sitting on that step but I mean creating the sigh just takes a moment with the share point I just refresh it okay I think that notification was my new employee was created and we have the site for Donald Trump so if we actually click on that it is just like an empty team site because in our workflow we specified the template for that site EBIT inside okay and this site generation it just kind of pull a template or can you actually populate data we can populate the data on the side so just like for this simplified version we just create that send the approval email and move that item from list but yes question we can do there the population just had some info to that so the task is gone from my from my list if we go back to on employee onboarding list we see that so there's still Jane Doe paint in here but Donald Trump is is no longer there because as part of our workflow that that item they approved item was moved to the onboarding archive and this list can exist in other sites and sub sites right they just like a matter of point in that to to the correct site or sub site in your workflow design so and as one of the items that was updated as part of that workflow this view flow URL was added so at any time you can go back and open that graphic report and see what happened there and who action this particular step so k2 keeps track of all the actions whether their system action or the user action and it will store those actions for you forever and the reason for that is like if you have the internal governance that you want to use or use the date that you look at the processes and find some opportunities for optimization or if it's some external audit that you actually have to give answers to so you can go back to this and get the data questions so do you have like a ledger view of those decisions that you could like print out and show like what what let's say you've got an invoice or something like that or a costing form proposal that was rejected and they want to know why could you actually have a static list of all the steps I went through and what decisions were made yep you can get a static list and I can again very quickly show it in a slightly different environment so this is this is more of like outside of SharePoint but the same idea it would work the same way with SharePoint so what we're looking at right now is the different lists as like this this is actually our smart form right the smart form that also has the task list just in a different environment and we have different k2 apps that were built in here outside of SharePoint so what I want to show is our reporting controls and how they work and since our reporting controls just like there is a differentiation so that you guys are not confused our reports work with our data so k workflow data if you have some business data out there's like related to your employees or sales or anything like that our reporting controls don't work with that so we work with the data that k2 collects about what happened in the work flow okay but we provide you with with the option of whether using our out-of-the-box control let me just refresh this page for a moment or you can expose it as a data stream and then you can consume it with tools like Excel you can consume it with power bi and you can use that on your dashboards so if you are in the process just like our prospect in the manufacturing area if you're in the process where you have the certain timeline in the project and it's like a whole bunch of steps need to take place before the product is approved they are on the tight schedule so they want to make sure that the every step of the process is completed on time so although k2 provides you with the capability to like add escalation to all the user related tasks if it's been sick and therefore couple of days you can escalate it send an email to the user send an email to the manager redirect it to somebody else right but seeing it on the dashboards like when it gets dangerously close to the date when it just starts affecting the whole schedule that's where the value of that workflow data comes in so you actually can see it on your dashboard in when you get to work in the morning so this is the employee onboarding app outside of SharePoint just slightly different it has more steps in here but once we click on this on this bar here on this reporting control the k2 reporting control it loads up additional information here about the activity instances so it shows me how many instances took place how long each instance - just like the average time and as we scroll down here's the textual representation of you know who originated that what's the name of that instance you know how long it took from the start to finish you know what's the current status we have some completed some active and again then there is the icon that provides you with the view flow so we can take a look and see what happened in there okay so it just kind of looks like we shifted from from SharePoint to this you know outside of SharePoint environment and I wonder what's what's the best way to actually go here just they don't continue with the SharePoint designer and then switch to this oh I totally extracted yeah I guess continue with your original so from the user perspective we saw how we initiated the workflow right how we use the forms how you can access your tasks through their lists whether it's you know on the desk in the desktop environment or a mobile app or how you can action them through our email let's just take a look at what's what's under the hood so let's go back to employee onboarding list and we're gonna click on this list ribbon and katie has its own little section here so you can you can take a look at the reports so the these reports will be actually trimmed - just the workflows that are related to this list similar to what we saw out there but we don't we're not going to see multiple instances of multiple different workflows just this one work list same idea it will allow you to access the app part that we saw on the front page but if you click on applications it'll load the page that will show you all the k2 artifacts related to this particular list so the way it works when you come to to the list on the site that has already been what we call data fide which means k2 Abid application was already installed on it it gives you the option to like automatically generate these artifacts for your list and it can be either smart objects which again it's our abstract data layer something that allows you to work with the properties and items on this list okay or the metadata for the fields then our forms this is something that we briefly saw when we added the new the new item and you can also generate the actual workflow so let's first take a look at at the at the forms right so here's here's that our forms are basically the containers for the reusable components that we call views so what's loaded up right now on my screen is the view for adding the new employee to that employee onboarding list and out of the box it it is smart enough to be populated with the controls that are recalls like according to their data types so if it's just a text control text field without any metadata behind it it's gonna put the simple text box there if there is some metadata behind it it'll generate the the drop-down list if it's the daytime control it will actually put the calendar control here so it's smart enough about that but it also gives you the chance to go back and change this form so if you want to add new it's like right now we basically have this like two column table for like where the rest of the controls exist so we can add more more columns just add like this and you can start moving them around right just like title here for name here etcetera it gives you the chance to me just remove those right for now anyway it gives you a chance to change the controls so let's say for this city control I have the specialist that shows cities and the state it just like you on the two column list right the city and the state that it's related to and what I want to do is the moment the person chooses the state I want them to have the city list populated with just those cities that are related to that state the typical Cascadian drop-down box functionality so what I would do here is select the city text box click on the Pluto control in our tool bar that allows me to change the type of the control change it to drop-down list and now I have the control that is data enabled and since Smart Objects is what we use to get the data into our data in able controls and forms that's what I'm going to to work with like there is an option to just you know populate the static list and for some simple controls you may use that one but in our case we're actually going to navigate and I just cannot take me a few moments to get through this we're going to navigate to that list that was created for the oops for the state states and cities so you're going to your office 365 tenant and to a site and to a list on that site and that's your that's your data source okay this this this is something that resides in in header so okay pretty sites trying to do several things at the time like and this the screen that we're on and that's that's a pit that's an app running inside as an app in SharePoint 2013 or in office 365 but if you run it on Prem or if you run a k2 Black Pearl which is our product for more of enterprise solutions and it's like it's not dependent on on SharePoint the visual experience of design in your forms and views and the workflows is it's pretty much the same there are some different definitely black pearl allows you out of the box to can connect with more line of business systems let's take Oracle for instance like it's not something that is available it would app it out of the box but black pearl gives it you plus black pearl gives you a few more options where to design your your workflows and that's something that again will see a little later okay so I navigated to the location where I have my smart object for my state and city list so I select that the this wizard is smart enough to automatically select one of the methods that gives me a list of of the items it guesses that since I'm trying to specify the data source for the drop-down list I don't need the method that creates new records okay so it's pretty intelligent in this response respect so for the value we want to see since this is City we want to see and store the city but what we want to show oh is like the typical forum for people to see City comma space and state and the way we do it is just in the context browser I have the fields that are available to me in this context I'm just draw a dragon and drop in them and this is the typical experience that you would see in the design of your workflows and forms engage you so something that I mean we strive to be as code free as possible because I mean we want this technology to be available to your power users who do not necessarily possess a computer science degree so and what we want to do is to establish this drub cascading drop-down a fact and this is this is what I'm doing right now I click this filter the data according to another controls value I'm going to select that other control which is my in my case state and the child property in my city control is also the state so we want to link state to state save this and now if we go and look at that form whether it's in SharePoint context or outside of it so if we refresh this now our city is going to become the drop-down box and the effect is to be Cascadian so right now since we don't have anything selected in the state nothing is populated in the city but the moment we select Alaska it goes to that list and selects the three cities that I entered in there so functionality is I mean it's pretty popular people come across this all the time and depending on the technology that you choose it can be more or less difficult to establish that so it's like either a custom JavaScript code or you have to go with into four platforms which as we all know just you know they're still supported by Microsoft but they're being Sun set and you know this this popular functionality is something that is pretty easy to do in k2 form designer okay any questions I had one question from earlier that manager feel where you're picking the the manager is that a people pick or form from SharePoint or is that your own custom ad as your ad you look at it's our custom azure ad lookup so if we click on that manager picker it's going to be like a similar experience it just has a few extra fields like you know some of the picker controls you want to be able to select multiple values some of them you just want a single value so things like that right just you specify it here but as far as datasource goes we have the SharePoint integration people picker source so that is something that connects into it right but we still have the smart object that works with it because like in the KT realm we work with smart objects as our data provider okay so like the Sherpa when people pick her actually is he's looking at the user profile service which is pulling from your azure ad so as this is actually leveraging that same source okay so it's not going around and it's saying direct okay that's not that's how it's curious that same configuration same options you can you can also have the Cascadia drop down effect here you can change the display name so just instead of just having the display name you just you can go in here and populate the IDS dash space and explaining that is so cool oh my god III ran into a headache with people took her stuff because it an InfoPath it's just not very friendly and extracting that user from the mess that impact people picker returns is very much fun other use cases that we see very often is just let's say you have your typical approval herbs like the county and approval or expense claim approvals something like that so when when the when the company generates these approval levels a certain person can approve up to $5,000 then the next person can approve 5 to 10 etc etc so the problem is just if you if you try to do that with Active Directory it becomes either impossible or really difficult you must involve IT all the time right so here what you can do is you have the SharePoint list where you define your users and the approval levels and after that you use the picker control you basically just say hey you know if who is who is my manager this person well what happens if the if the invoice or the claim is over a certain amount well what it can do is just go into that drop into that SharePoint list and define who is the next person and if that person leaves the company you can again enable your users to just go and edit that drop down that SharePoint list they don't have to go to ite and ask them hey please set it up for me right you give them the power to to manage that easily within SharePoint and all you do is just expose that data through smart objects on your forms in the workflows okay so this this is the view the view is like the building block for our forms and it's like what we strive for is once you define your view like let's say you have like the the view of the customers that you pull from your Dynamics CRM just the typical information name of the company address phone etc etc and you may use it on multiple forms that relate to customers right just like the generating invoice for the customer look at all the previous invoices look at all the stuff that they bah-bah-bah but like on top of that form you will always want to have that customer information so once you design a view for that what you do is you just simply drag and drop it into our forms so that's where the reusability comes from and I'll show this in a moment but I'd like to kind of wrap up with the view features so on the view and the form levels we have parameters and you can think of them as the key value pairs so if you want to pass additional information to the form of the view that's where you define them so you can like these were automatically generated for us by that wizard that generated the forms out of the SharePoint context but you can add your own and there's like depending on what the parameter is passed we can take certain action like maybe hide some controls maybe make the whole view read-only etc so rules yep yeah change it rules this is awesome roses are it's our event handlers and add the rule has this typical interface where we say okay yeah the event handler you want to know what kind of event you're handling possibly what condition you want to be true before you actually take the action and then the actual action so for this one let's say if the view execute the method oh it's like the typical one if we control on the view execute the method so let's select something and let's say maybe when I change the value in the first name textbox okay so what I do is I click on this event it puts this template in here where I can click a click on the underlined Green values and select the options that it gives to me over there and it's all context sensitive so once I select the text box the event that is going to give me is just applicable to or the text boxes so so when this text book is changed check for a certain condition a control contains a value so let's check if the last name has the value just there you go has the value and if that is true then take the action I don't throw a message box and something we previously talked about there are so many different templates that it's sometimes easier to just type in something so message hit hit enter and it's gonna search those actions that just have the message name in them so show message kind of a way to set up like an instruction page or something like if yeah I don't think I ever used it either so browse to a message page let's take a look at the configuration yeah so title heading and the body so configure message that's like your typical message box configuration you can select the the size of the message box you can select the icon that you're gonna see there and you know just info get the title you know test message yeah as you're developing your forms and what we're close it comes in really useful like when you want to take a look at what data is being passed to the forum so it's like when you click this is interactive like business rule validation kind of stuff right it wouldn't be popping of a message in the execution of their workflow this is the yeah it'll pop up on the floor okay yep so in the forum itself like for my for my stand point is when someone submits something successfully like the first part of the page the context menu allows you to say for in this instance you have successfully submitted the form for in context would be data from the forum or the the person who you entered in you know that you're entering or setting up the site for you have successfully created the forum for X and and it shows to the user or if you forget to fill it in something you can have a rule that pops up the message says hey you can't submit this form until you fill out all the fields or this field or whatever there's a whole lot of things you can do and the one thing he was talking about too is if you've got a process that you're debugging and you're not sure if you're passing like a process instance ID or just like a smart object ID or some sort of critical piece of data that is a key a key data field to actually pre populate or populate the rest of the information you can actually show it like when the form initializes and it's supposed to load up all the data it'll show you on the message well this idea is either there or it's not and then you need to figure out why you know that kind of thing so it's it's you create your own custom error messages for debugging debugging code again the configuration is similar so if I want in this text text message just to see my serial number just to validate that that's it's the one that I intended to be there like this context browser allows me to access my view parameters the controls that I currently have one with you again just drag and drop them over there and create this big message when your whatever you show into the user so whatever you need as a developer to see the additional debugging information again drag and drop and once you're done just click OK and and that's it so validation since like we all know it's takeo it's it's the popular one so it's it's in our conditions the view passes validation so if the view passes validation and the configuration is it gives you this list of the controls that you have on the view and here's where you can specify which ones are required so again I mean we are we're striving to have you guys writing as little code as possible which I know for some developers is gonna be a big disappointment but for for many of us who've been programming for a very long time yeah we want to write as little code as possible because it makes it much more maintainable especially when we leave the company and the the new poor soul comes in to maintain whatever we created over the time so here I can specify the first name text box and the last name text box are required click OK and if view passes validation that I'm gonna do something I don't know maybe just again show the message box in here but if it doesn't my else condition is here and then over here I can specify what happens otherwise so maybe I want to show a different message box that I'm saying hey so basically if something needs to be done and you throw a big obnoxious message up there and you want to make sure there's no way to circumnavigate that or you can just stop it dead in its tracks until they correct it and that's that's been real helpful and a lot of my applications in it and and you think well okay so it stops it no big deal but when you start seeing how complex you can create rules setups that you can create and you'll notice on the in on the outside edge of the rules they have lines connecting and they have you can they they basically embed or indent so basically they encapsulate themselves so sections of rules will be executed before going to another section and sometimes the way that is configured it requires you use a stop sorry too too much info it's like well this this comes from the guy who's been in the trenches right and who's actually been doing it and that doing that day in and day out like some of the things I could say if you pass this validation you want to start the workflow and this is where you configure that and this is where you define which of the multiple workflows that at that time on your k2 server you have you want to be started so again multiple multiple forms that you develop I mean they they can start those workflows and people don't even have to know about the existence of that workflows right the form can be anonymous the signal this this event can count from the outside user but the workflow that is going to be started is gonna be internal so a typical example that we previously discussed was about like users submitting the employment applications so they can submit it through the anonymous k2 form that's been exposed on the external website but the workflow that will be triggered is going to be internal so that's where HR people will go and verify and read the resume and whether they want to just say no thank you later or they want to schedule an interview with that person okay just exit out of here and I think just you know briefly we we covered pretty much everything there is about two views how you how you develop it how you change the controls how you add the rules for the interactivity if you go to this finished section there is another thing that is useful for people who are developing it so these this runtime URL this is something I can right click on and open this a new window and just see that form so the moment I make the change I can save it and open this form and look at the look at it so this makes it very interactive you go in there you change the object you edit something you hide you hit something you added a new rule you want to check how it works just it's right there for you for for the person who develops all this stuff okay so since I as I mentioned before views are our building blocks for forms so if we click on this new employee onboarding form and just check it out so it doesn't prompt me later on and go to edit it you can see that this form consists of four two views the one that we just saw then you employee on Borgan and the bottom view is for adding one or more files to our newly created list item so this is another view that was generated for us and if you need to add yet another view just like that you know customer from the CRM data you would navigate you that view and as long as you have as a designer permissions to access that view you would be able to just select us drag it on the canvas and it shows you this hot spots where you can drop your view the moment you drop it it just looks like one of these guys so you can specify certain things about them just you know basically just the title and in the rules and the parameter in the rules you can specify how you can work with that view additionally okay a couple of cool things that are on the form levels so the forms are basically just containers for views and the rules manage all the views that we have in the forum but what we also have here in the Advanced section for the forum is a couple of cool things that depending on the use case you may be very happy about having or may not care at all so anonymous access that is something that again allows you to expose that forum to the outside world so once you specify that just one thing to keep in mind is all the views need to be set to anonymous access as well they also have that option so offline availability again this is something that is available for the forums throughout I mean through our mobile app it will not make this forum available offline through your browser ok we we had some use cases which like you know people come to us and say hey I want people to just open you for them in the browser even if they don't have internet connection populated save it and then when they are back on the Internet just sync the data with the server doesn't work that way but it does work through our mobile app okay so once you take that offline availability then this form can be used in our mobile app even if you don't have the connectivity just go pick up the data I was gonna point out the anonymous access thing came in handy because when you have say hundreds or a large quantity of users that need to interact with the form that need to fill in the form sort of like exposing it outside to the outside world like you said it doesn't require it requires a license and that is who whatever user is set up as your app pool the app pool for I is and it impersonates that so basically once that form is submitted and goes into the workflow obviously anyone else that needs to interact with the form for like you know making actions on the form and that kind of stuff that takes a license but that came in real handy because we had you know two or three hundred people that want to register their BYOD device and we don't have to have two or three hundred licenses consumed for a one time thing and we will go little into depth here right now because that would be applet with k2 Black Pearl with Abbott we also have this offline i'll sorry anonymous access availability but since it it it's it works through the k2 servers that are in the cloud what we basically ask you is like if you have anonymous access requirement contact us and we'll help you set it up for you on our server so in addition to just click on this and animus access check box if you're in a context of k2 Abid product we give you the same ability but you need to contact us first so we can actually do it on our server yeah because it would the black pearl you only server you can configure that right with the app but we own the service so we have to configure that ok so we looked at the like graphical user interface which is our forums and views how we configure them how we can add controls some of the controls that we see here they are some of them are typicals like labels and drop-down boxes text boxes etc some of them are specific to us and those would be our work list that we've seen before the the list that shows the tasks that are assigned to the currently logged in user and some of our report controls that we also previously saw in you know form so again you can drag and drop them configure and they work with the k2 workflow data that's been accumulate so I guess the four components the four pillars as we say of your KT solution is our forms and the data layer Smart Objects and the reports that are exposed like did they collected data through our reporting controls and and the workflows so the workflow design is it's like one experience is through this web-based design and basically the idea is like you start with just a little start button and the first the first actions you configure but as you need to configure more like you can point on any one of these existing ones and just click on that little flyout icon and you say ok I need to add something else so just give it a name continue and it generates the new workflow step that right now it's it's empty and here in in the designer I can go to just some general tasks like the popular ones the user tasks the email and some other things I can go to SharePoint related things so if I want to work with documents in the libraries if I want to work with list items they'll generate new sites delete sites create the exchange box for the person add new user to Active Directory group do some things with CRM entities so all these are just the groups of different things like let's say for the list item if I want to create a new list item which is drag and drop it in here and depending on the item on the action that you selected it will start taking you through this wizard which again you can either select the options that are provided for you so here in just I would select the site collection click Next and just depending on the context that you were configured and if it's an email it will take you to the page where you create your email template and drag and drop all those fields that will populate the real data yeah at the runtime or like right now what it's doing is since I selected the site that actually goes and and selects all the lists that are on that site and I since we're working with SharePoint Online it just taking a little time to do that but the idea is we want you guys to go through configuration experience instead of code writing experience so I just wanted to mention take 49 and we got about 10 minutes left on this room here so a couple questions myself and then I wanted to you know they pick David's brain and ask me that's things like what's your favorite project kind of thing right question what if I have a whole bunch of custom SharePoint 2013 or 2010 workflows does Kay to leverage those or import those I don't think there is a mechanism to take the native SharePoint workflows and just magically convert them into okay could I invoke a SharePoint workflow from k2 good question you could invoke or you could start a SharePoint workflow inside of a k2 I've actually seen but if you think about that they're just theoretically it's it's definitely possible because invoking an existing SharePoint workflow is about having proper credit credentials to it and using SharePoint API right so can we write a smart object that does it yes we can okay if you absolutely have to but from our experience it's much easier for people to look at their existing SharePoint workflows and just rebuild them engage right so I'm thinking of the customers already invested a bunch of time in an existing you know solution like improve that for example you know if I have 800 info that forms how am I going to get them into this right this does you do do you actually leverage in both have yeah it's yeah you can invoke our work flows from InfoPath forms yes yes well it's it's the API it's the web services API that's what you do right because it used to be you would just drag the integration you tell it which InfoPath form you were using it would inject all the XML into the keep on difference right you guys need to stop because I well I think black pearls probably where the fun stuff is right what happens is definitely some fantastic stuff and just just for the people on the recording here you guys talked to me last week about what the difference was black pearl is the on-prem perpetual license version of k2 an app it is lives in the k2 cloud and all your data stays in your SharePoint site or your office 365 tenant the only thing that goes back to the k2 cloud is the workflow stuff and the the big squirrel cage where they're they're turning the workflow processes and sending decisions back right that's correct we're big believers and live in your data where it belongs but on the other hand let's say you have a prototype that you were developing right something that do you want to quickly throw together don't want to touch any of your business forms at all maybe it's one of your power users who doesn't really have any access to your data sources in the back so what we can do is create smart objects that use what we call smart box the smart box is the the sequel table that will be generated automatically based on the properties that you select for your smart object so it's like it's an on-the-fly generated table for you just populate that the person never sees sequel management studio or anything like that they go through our web-based interface right and they build those Smart Objects just populate the properties the data types for them click Save and now you have the option to work with the data that that you created right great for prototyping great for starting the project because quite frankly after you give users the try and they bug the hell out of it what you can do is take that same project those same forms and workflows and create a smart object that points you to the actual data source use that same thing and just change your data source just just like points it's very different right and so I mean I've my experience Beasley is one of the SharePoint designer and that kind of stuff and wouldn't you been demonstrating this stuff I've been comparing it to what I know SharePoint designer can do obviously here UI is way more advanced and much friendlier you know that why does some of you learn a lot of similarities but it is good it goes way way way beyond what you could have the box with SharePoint or even in text from what I've seen so well here's one more thing to the unsung hero is that of all the workflows that I've created a native SharePoint sales air traffic is horrible well yeah it's bad it doesn't really tell you we're sure with the 2013 we're closed you actually get a little more flexibility there yeah the air controls air copy for k2 is so insanely user-friendly and allows you to not only not only can you restart the broken process fix it and then restarted you can send it to another part of the workflow to start at a different point or if you create a hole or if you have t make a complete change to the to the actual say you made a change to one of the activities or an event or something and it just breaks everything well it's being state-based the problem is well I'm already in the middle of a process if I put it if I send it to another step or activity it might screw things up what you do is you use their visual studio tools and I think it still works the same way you just basically say don't don't use your now use the new one go into the new one and it will pick up where it left off and everyone's happy so so even in flight workloads well yeah Wow okay that's cool you could change planes in the middle of the flight that's the great okay people people often come to us saying hey we have this huge and complex process that we want to develop and very often they actually answer their own questions say well how do we approach that well how do you eat an elephant right just like one piece at a time so like you may start to your HR onboarding process with a very simple like four-step workflow right and I know some HR people would be ecstatic if they only have the the option automate when the person submits their resume it gets stored automatically in where it's supposed to be stored right and sends them an email and shows them the tasks that that they are supposed to do that's it that's like three four steps whatever it's done later on you can add things like what signature of through DocuSign you want your person to just review like stock option agreement right and put the signature that boom just ad in there there the additional action that takes them to DocuSign review the document put that and take them to the next step and then you can make it pretty complex over time like one of our customers in Canada is the big gold mining company they started developing their capital expenditure workflow and they've been adding to it over the last three years that thing is mighty complex now but it helps them it helps them save millions of dollars because imagine when you're opening a new goldmine there's like tens of millions if not hundreds that go in there and it goes through multiple levels of approvals and reviews and everything and that's that's what they've been doing okay so David what is your favorite thing you ever did with that okay - my favorite thing about k2 I think everything you ever did oh they ever did with Kate you I would have to say my favorite workflow I did an a workflow that was purely for you eighty or you eight for user acceptance testing of another application so basically the workflow would allow us to have milestones for each of the you know the development gathering requirements gathering scope the whole nine yards of putting together a project to create a custom application or an application and what it would do is it would allow us to to not only gather up all the documents in SharePoint and store them but also have you know all the approval process you know this is what we're doing you agree this is what you want they agree through the workflow process we have a record that was what the agreed upon requirements were the scope the whole nine timing all this kind of stuff and then when the process started over in terms of testing an application we would be able to have be able to assign tasks to stakeholders that had many tasks that would go out to them and time them it'd be like okay your task is to test this particular feature on this application and report back does it work what does it not work or whatever and what they would do is it would go out it would since we were having difficulty with people saying hey it's taking too long to create this application what's taking so long we want to make sure we have the metrics or how long each task took regardless of it being in the actual development side and the actual UAT user testing side and we were able to hold people accountable for their actions it's like hey you're telling me I'm dragging my feet you you've got two things to test and you need to send it back so it quantified all this information game was this big checklist of everything that was gone off and that went on and the agreement was with the users or the client slash you know sponsor was once we had everything checked off we're in business so we were getting scope creep we were getting everything based on we were getting times recorded we knew who was taken to time where the you know where stuff is being you know feet were being drugged that kind of thing and at the end of the process when you approved that final thing when the sponsor approved that final thing rolled into production no more changes unless you have a change change order which is a whole separate thing so basically allowed us to not get scope creep have to waste a lot of time be able to control every step that was my favorite so it's all that work I mean like you kind of you get everything stayed on track and because the work yeah it did work and as far as I know they're they're still using it although I think there's a lot less custom code and stuff like that going on with the group anymore because a lot of daughter nation processes that we brought in I created App Store so I did one that would validate credentials for medical installations so basically all of the government contracted medical was that they were troops would go to get their their physicals before they were shipped out to the you know military it would keep the credentials for all of the nurses and the doctors up to the government standard otherwise audits would end up happening in people would be fined and all that kind of stuff it gave us a review process notification process and the ability to look at all that information in one pane one form when well in my case it was info that I was really never better you know but that was that one for you ATT testing I thought was kind of ironic it was kind of a fun fun one to do it was internal and another nap there's one we did for timesheet correction ta-ta is part of cost point time-to-time an expense and it was pin it off' so basically it became this onerous now you have to you the hiring manager have to go out and do all these steps to make sure that your employee knows that they need to enter their time correctly or they're not going to get paid and it worked like a charm because the whole idea was to cut down on the instances of employees just fudging their time yeah it's since it's like we're targeting the technical audience today just that I mean the things that we talk about there's just lots of business cases definitely brings a lot of value to the businesses right it saves them time saves the money but again for IT people I just wanted I like show in this example this is something that we use on a daily basis in k2 right and this this is the control panel for us to start our esra VMs to make snapshots of them to clone them to open new ports on them to keep track of all the events that happens like when I started when I stopped my VM and basically it also keeps track of my costs so I can always look and see how much my ads or activities cost to the company so all this has been done with our smart forms and our Smart Objects all we do is just use the azure API for this and that's I mean this is again html5 look at on your mobile device you can start your VMs from there and just connect to them and all that yep system access request form so basically a sarff is used for like onboarding a new employee but at the IT level so instead of just the HR functionality you're talking about does he need a laptop does he need a phone or not what kind of access does he need to what applications are part of his particular company hooks in Active Directory so it can actually set up the active oh you they could actually go in and manipulate put users in specific of use it can actually go in and set up purchasing requests for equipment and all that kind of stuff from one form and then go out and set up access to applications and cost points so if they check this off and at the end of the process if the data model is great and I'm hoping it will be once it someone clicks if the final approval all this stuff just happens in the background and it goes to it's going to be going to four or five different line of business applications in Active Directory and everything and just and the cool thing about that is once you have that work flow completed that can actually become this sub workflow for HR onboarding so if someone actually on boards the people that whole thing is really part of the entire process so what you can yeah yeah it's basically a child parent workflow so so here's a scenario if you have a organization that's looking to get into a cloud like a private cloud or something like that the whole nature of the underpinning of a cloud to begin with is self-service right and you have to have workflows design that's going to automate what like let's say I need a VM you know eight gigabytes Windows 2012 secret server right and you can just specify and then then then send that instructions to the hypervisor and gets provision for you so like you know Microsoft they want you scum being where they want you to use the cloud or whatever but one of you could that really rone provision things like kind of reusing your own methods what would k2 be able to do that well okay I mean maybe maybe private cloud is a little bit you know beyond the scope of the product but I'm just thinking in terms of self service you know is a k2 sort of designed for that are they wanting to go more for a bike it doesn't process well I know that both of our products right at the Abbott and the Black Pearl they differently supports very wide integration with Web Services and as long as that particular environment exposes API through web services we will be able to do that just like in the example that I showed with Azure VMs all we're doing is just using their API so if there is an API to actually do that and whatever else it allows us to do in the environment all there is it's just here's the smart object for it provide the properties execute the method and you could you can manipulate as ready as your because we know if you're in that environment you will end up reading the users information you may want to look up at you might want to look up the groups that that person wants to you you may want to add that person to yet another group right to create the user from scratch and populate all the Active Directory properties for that so whether it's a ad or just the classic ad we have that out of the box all right well I think we are past an hour here and I don't really know I know so I'm gonna go ahead stop the recording and I want to thank you Oleg and David and Chris for coming and by the way this is just free it's $25 Amazon gets tribute so you can buy half of the textbook I appreciate you coming hey you should come along just I get so wrapped up in what I'm doing and during the summer trying to get out there I know it's once a month and generally it's the fourth Thursday of the month at noon so we do dial in through WebEx or show up at the office or whatever well probably going to change that of course because I'm moving so I don't know how it's gonna work but you're a hyper geek and I think you would really enjoy it being involved yeah yeah I enjoy there's there's aspects of about 2013 and 2016 i standing out that farm it was like you know i was trying to go back and think about some of the stuff that i did i did it that's all these things and you don't use some of those skills you kinda forget so no no something hilarious over the weekend this one's done my video I had VMware Workstation my PC at home and I downloaded all of the operating systems back to windows 95 and I installed them one of the time I catch them oh my god it was it was a really fascinating thing yes yes yes it's I mean it's a it's unofficial patch basically it rolls up all the patches that ever existed into one install which by the way is like 40 megabytes you know no it's it's awful actually Windows 95 is the worst experience I've ever seen because it was so Becky and there many ain't fixed everything yeah but just just we talked about going back you know I mean I I just did it kind of a kind of a mental exercise and and it's just amazing you know it's a widget so yeah yeah I'm trying to wrap it up here so to say thank you all for coming and we will see you next time no no no those are welcome