If your organization currently owns Microsoft BizTalk Server, it is a
logical choice for document workflow. First, because it is a
Microsoft product it offers very
tight integration with SharePoint. It actually contains an adapter for SharePoint-based
document libraries. Second, it is a product designed for very sophisticated
routing; it has a graphical interface for decision process design, is highly scalable, and
works with many disparate data sources. That said, purchasing BizTalk to facilitate
document workflow is probably not the right choice. It is
a big tool that comes at a big
cost.
Another
alternative is custom development. SharePoint
offers a very open architecture; one that is easily extended. There
are a few example web parts, available for free in the
SharePoint online community, that demonstrate slightly more advanced document workflow. However, custom workflow is
probably best suited for highly specialized requirements (i.e. sensitivity to look, feel,
and flow). Workflow development will probably cost your organization just
as much, if not more, than a BizTalk
license.
So, what's
left? There are a number of products available dedicated
exclusively to workflow in a SharePoint environment. Each
offers a unique collection of capabilities at varying cost.
Here are a few:
SmartLibrary 2.0 (by
Nintex)
Built on Microsoft .NET technology,
SmartLibrary integrates seamlessly with SharePoint (SPS and WSS)
sites maintaining the usage characteristics, and the look and feel
of SharePoint. Authoring and management of workflow is
done directly by the business units thus allowing the control of
their own workflow. Features include:
- Serial or parallel approval at the document
or folder level, progress reporting, reviewer comments and
customizable alerts
- Monitoring and reporting of activities
within document libraries and throughout the workflow
process
- Undelete for documents and
folders
- Workflow approved documents can be
automatically published to other systems
Skelta
Workflow.NET
Skelta Workflow.NET, a complete .NET based
workflow framework, extends advanced workflow functionality for both SharePoint Portal Server and
Windows SharePoint Services. Features include:
- Easy-to-use, drag and drop, graphical
workflow process designer
- Activity monitoring and
reporting
- Intelligent notification and escalation
capabilities
- Features for creation of complex,
document-based collaborative solutions
- Custom actions
K2.net
2003
K2.net 2003 automates business processes
spanning people, technology and distance using the .NET
platform. K2.net leverages two core technologies to
integrate with SharePoint Portal Server, a SharePoint Portal Server add-in and a collection of
ASP.NET forms controls. Features include:
- Complex routing and work management
associated with documents in the enterprise
- Processes containing multiple documents and
versions of document can be tied together
- SharePoint Portal Server check-in and
check-out features are fully supported; versioning is also
natively supported
- Encapsulates complex business
rules
- Integrates multiple servers and uses SOAP as
an RPC interface
- A single process can be spawn across
multiple other processes where the document may need to be
translated, edited and used in other collaboration
efforts.
- Integrates and uses the SharePoint Portal
Server security model
Captaris Workflow
Captaris Workflow provides easy, flexible, and
integrated business process workflow for organizations.
Captaris Workflow 5.1, powered by .NET technology, provides a
powerful workflow tool that drives efficiencies. Users can
install, build, manage and administer workflows within the context of Microsoft SharePoint
Portal Server 2003. Features include:
-
Leverages
SharePoint user interface to easily create simple or complex
workflows
-
Structures
collaboration between groups, systems and individuals
-
Records
collaboration activities to facilitate
accountability
-
Creates task
lists for individual users or groups
-
Presents task
lists, process, and monitoring views within SharePoint
-
Offer
multi-approvals, parallel approvals, re-works, and sophisticated
workflow capabilities
-
Leverages
Wizard-driven Business Rule Editor and Web Form Editor Ability
to migrate to full Integrated Development Environment
(IDE)
Conclusion
I've had the opportunity
to work with most of these products. Each
is very good at delivering specific workflow functionality. Because
the complexity of document workflow varies across organizations I offer
no recommendation for the "best" workflow product. I
suggest matching product features with your organization's document workflow
requirements, all weighed against total cost. This will
ensure you select the "right" product for your
team.
