OL2002: Overview of Implementing Workflow or Routing Solutions

This article provides a top-level overview of what to consider if you want to use Outlook as part of a workflow or routing solution.

Outlook offers many e-mail features that make it a logical choice for implementing a routing or workflow solution. These solutions typically require that a piece of information (such as an expense report) be passed to a certain number of users where it is reviewed and approved along the way. However, Outlook does not provide any direct way of performing workflow or routing tasks. To accomplish this, you need to either use a third-party solution, create your own custom solution, or use a different product or approach that is specifically designed to create workflow solutions.

Client-based vs. Server-based Routing

Before considering a specific solution, first decide whether you require a client-based solution or one that requires some server-based technologies or logic.

One type of routing solution is a client-based solution. An example of this type of solution would be using custom Outlook forms with Visual Basic Scripting Edition (VBScript) code that handles the logic of how an item is routed. In this type of solution, VBScript code helps ensure that the item is properly routed from user to user. One major limitation of this approach however, is that if one of the users does not perform the required action (such as opening the mail message), then the routing process will fail.

To ensure that routing processes do not fail, consider implementing a server-based routing solution. In this type of solution, some or all routing information and programming logic is stored in a centralized location. If one person does not perform a necessary action, server-based logic can perform an action to ensure that the workflow continues.

There are many factors to consider when deciding between a client-side or server-side solution, including:

• Product availability: Are you currently in a client-server environment, or is everyone configured for peer-to-peer use?
• Time and cost: Generally, server-side routing solutions involve greater time and cost to implement.
• Importance (robustness): Server-side solutions should be implemented in scenarios where you need to ensure the workflow process does not fail. An expense reporting workflow for a large company would be an example of when server-side technologies should be employed.
• Number of users: Generally, server-side routing solutions should be implemented if you have many users involved. The greater the number of users, the greater the liklihood that client-side workflow will fail. This is because it is typically more difficult to tightly control the actions of a large group of people.

Technology Considerations

After you have enough information about whether you require a server-based routing solution or a client-based routing solution, you should consider the products and technolgies that can be used to implement that solution. You generally have three options when considering Outlook as part of a routing solution.

Consider Using Built-in Microsoft Office Features

Aside from basic e-mail functionality, Outlook does not provide a built-in feature to route items from one person to another in sequential order.

Microsoft Word and Microsoft Excel both provide the ability to add a routing slip to a file. This is an example of simple client-side routing. To use this feature in either program, on the File menu, point to Send To, and click Routing Recipient. The Routing Slip window allows you to specify a list of people to route the file to, and if you select One after another in the lower left corner of the window, the file will be routed to the individuals in the proper order.

Consider Third-Party Add-Ons

Depending on your needs, implementing a routing or workflow solution can become quite complex. Prior to investing time and money in creating your own custom solution, investigate third-party add-on products that may suit your needs. These types of solutions are typically oriented towards mid- to large-sized enterprises.

The following Microsoft Web site can help you find third-party solutions for Microsoft Exchange Server:

Consider Using Other Microsoft Products

Microsoft provides other products and technologies specifically designed to implement workflow or routing solutions. These technologies are all server-based.

• Exchange Server 5.x Scripts and Routing: Exchange Server version 5.x includes features designed to create enterprise-level routing solutions. For additional information about implementing an Exchange Server 5.x routing solution, please see the following Web site:
  http://msdn2.microsoft.com/en-us/library/aa484779.aspx (http://msdn2.microsoft.com/en-us/library/aa484779.aspx)
  NOTE: Exchange 2000 Server provides many new workflow features and tools that simplify the creation of a workflow solution. You may wish to consider the Exchange 2000 Server features mentioned below before investing in an Exchange 5.5-based solution.
• Workflow Designer for Exchange 2000 Server: You can design and build collaborative workflow solutions using the Workflow Designer for Exchange 2000 Server. Workflow Designer for Exchange 2000 Server comes with Office 2000 Developer Version 1.5 and will also be available in Office XP Developer Edition when that becomes available. You can:
  
  • Define information flow and create business rules within Exchange 2000 Server-based solutions, such as Office document routing.
  • Generate workflow processes that use Collaboration Data Objects (CDO) for Workflow Objects, the native workflow engine for Exchange 2000 Server.
  • Take advantage of the tight integration between Office XP and Exchange 2000 Server, such as Office document properties and the ability to save documents directly to public folders to automatically start a workflow process.
  • Save on development time by designing workflow processes that use Exchange 2000 data.
  • Automatically generate the appropriate server-side business rules for the workflow process-requiring no client-specific code.
  • Automate any action as part of the workflow process by attaching custom script to workflow events shown in the workflow diagram.
  The following whitepapers provide general information about implementing a workflow solution based on Exchange 2000 Server:
  
  Workflow Designer for Exchange: Automating Workflow on Exchange Folders
  
  
  http://msdn2.microsoft.com/en-us/library/ms998674.aspx (http://msdn2.microsoft.com/en-us/library/ms998674.aspx)
  Troubleshooting and Debugging Workflow Designer
  
  
  http://msdn2.microsoft.com/en-us/library/ms998677.aspx (http://msdn2.microsoft.com/en-us/library/ms998677.aspx)
• Exchange 2000 Server workflow: Exchange 2000 Server supports the Web Storage System, which can be used in conjunction with other technologies to create workflow solutions. This is the platform on which the Workflow Designer for Exchange 2000 Server was created, but if that doesn't suit your needs for some reason, you can build a custom workflow solution from the ground up.
• Microsoft Access 2000 Workflow Designer for SQL Server: This product is included in Microsoft Office Developer (MOD) 2000 version 9.5 and is available free of charge to registered MOD version 9.0 owners. It will also become available in Microsoft Office XP Developer Edition when that becomes available. This solution uses a SQL database on the back end and is not directly hosted by Microsoft Exchange Server. For more information about the Access Workflow Designer for SQL Server, please see the following Web site:
  http://msdn.microsoft.com/en-us/library/aa140453(office.10).aspx (http://msdn.microsoft.com/en-us/library/aa140453(office.10).aspx)

Develop Your Own Custom Outlook Forms Solution

If you decide that a client-based routing solution is adequate for your needs, there are no third-party products that meet your needs, and you do not wish to use the Word or Excel Routing Slip feature, implementing a routing solution using custom Outlook forms may be your best choice.

For additional information about resources that you can use to start developing this type of solution yourself, and information on how to contact a Microsoft Solution Provider if you would prefer to have someone develop the solution for you, click the article number below to view the article in the Microsoft Knowledge Base:

For additional information about available resources and answersto commonly asked questions about Microsoft Outlook solutions, click the article number below to view the article in the Microsoft Knowledge Base: