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Enterprise Document Management in SharePoint 2010
- 1. Clarity. Direction. Confidence. ENTERPRISE DOCUMENT MANAGEMENT IN SHAREPOINT 2010 ...as You’ve Never Seen Ágnes Molnár SharePoint Server MVP, Senior Solutions Consultant BEST PRACTICES CONFERENCE SHAREPOINT
- 2. About the Speaker... Ágnes Molnár SharePoint Server MVP Senior Solutions Consultant, BA Insight Budapest, Hungary http://aghy.hu E-mail: aghy@aghy.hu Twitter: @molnaragnes BEST PRACTICES CONFERENCE SHAREPOINT
- 3. Sessions Title Day / Time / Venue Enterprise Document Management Monday 10:15 AM in SharePoint 2010 PAV3 as You’ve Never Seen Best Practices for Implementing Monday 2:30 PM Enterprise Search in SharePoint GBE Best Practices for Organizing Tuesday 12:45 PM Documents in SharePoint 2010 GBE BEST PRACTICES CONFERENCE SHAREPOINT
- 4. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 5. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 6. Document Management „A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents.” (Wikipedia) BEST PRACTICES CONFERENCE SHAREPOINT
- 7. Document Management General Requirements Store, edit, modify metadata, etc. Version management Permission management Workflows Content Types Document Templates Extensibility Search – and Find... BEST PRACTICES CONFERENCE SHAREPOINT
- 8. SharePoint 2010 Capabilities Document Libraries • General SharePoint capabilities for storing & Folders documents • Properties • Document Templates Content Types • Workflows • ... • Custom Content Type • Metadata Sharing • Versioning • Workflows Document Sets • Default content • Available Content Types • Permission management • Customizable Welcome Page BEST PRACTICES CONFERENCE SHAREPOINT
- 9. SharePoint 2010 Capabilities • Term: • a word or a phrase that can be associated with an item in SharePoint Server 2010 • Term Set: Managed Metadata • a collection of related terms • Metadata Management: • a way of referring to the fact that terms and term sets can be created and managed independently from the columns themselves • Link to the document Document ID • Unique • Can be customized BEST PRACTICES CONFERENCE SHAREPOINT
- 10. SharePoint 2010 Capabilities • Can be associated with • Documents • Document Sets Workflows • Can be started: • New item created • Existing item modified • Manually • Property based rules • Users don’t need to know where to save Content Organizer anymore Rules • Well organized content • Searchability and Findability BEST PRACTICES CONFERENCE SHAREPOINT
- 11. SharePoint 2010 Capabilities • Word, Excel, PowerPoint, OneNote, ... Office 2010 • Multi-user Support in Word and integration PowerPoint • View and Edit in the Browser Office Web Apps • Multi-user Support in Excel and OneNote • Offline content management SharePoint • Anywhere, anytime Workspace 2010 • Documents, List items, Properties, Metadata, Business Data, ... BEST PRACTICES CONFERENCE SHAREPOINT
- 12. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 13. Online Access to Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 14. Online Access to Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 15. Office Web Applications Enforce using Office Web Applications, when: Internet/Extranet solutions No Office Clients at all For example, branch offices, help desk, etc. No fix office desk for the employees For example, Help Desk BUT: Plan for the Performance! BEST PRACTICES CONFERENCE SHAREPOINT
- 16. Office Web Applications Don’t enforce using OWA, when: Users don’t understand it Training!!! Cutom Office Add-ins are required for example, Contracts App for Word „Just for fun” BEST PRACTICES CONFERENCE SHAREPOINT
- 17. SharePoint Workspace 2010 Enforce using SharePoint Workspace when: Offline access is needed for example, sales people or agents Would like to have access to content from different sources BUT: Be careful and set the access rules and permissions properly! BEST PRACTICES CONFERENCE SHAREPOINT
- 18. Accessing Content in SP2010 – Decision Matrix SharePoint 2010 + Office SharePoint 2010 + Office SharePoint Workspace 2010 Web Apps 2010 with Office clients Easiest to adopt with Easiest to adopt with previous SharePoint Internet experience experience Full Office 2010 capabilities Limited Office 2010 Full Office 2010 capabilities + Integration capabilities + Integration Different sites, different Different sites, different Various sites can be URLs URLs managed at one place Access to the content Offline access to the anywhere, anytime content „View in Browser” for Search Results BEST PRACTICES CONFERENCE SHAREPOINT
- 19. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 20. Metadata Management Managed Metadata is much more than Properties: Metadata-based navigation Filter on search results Independent, centralized management Metadata Hierarchy Synonyms Multi-language support Metadata owners BEST PRACTICES CONFERENCE SHAREPOINT
- 21. Metadata Management BUT: Not necessarily use managed metadata: No need to reuse the term set No need to independent/centralized management of properties No need the multi-language support No need the magamement of synonyms BEST PRACTICES CONFERENCE SHAREPOINT
- 22. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 23. Organizing Documents SharePoint 2010 capabilities: Site Collections and Sites Document Libraries Document Sets Folders Content Types and document templates Content Organizer Rules ... BEST PRACTICES CONFERENCE SHAREPOINT
- 24. Organizing Documents Document Library Folder Document Set Easy to create Easy to create Easy to create Easy to maintain the Easy to understand Shared Metadata permissions Views without folders Shared Version Shared Workflow Permissions Content types can be contained Default content Custom Welcome Page Hard to keep organized in Tree hierarchy vs. Hardest to understand case of a large number of Managed Metadata Sometimes the extra documents features are not required Views vithout folders show Document Sets as well as their content BEST PRACTICES CONFERENCE SHAREPOINT
- 25. Organizing Documents Content Types Reusable collection of settings: metadata (columns) document templates workflows custom Document Information Panel information management settings BEST PRACTICES CONFERENCE SHAREPOINT
- 26. Planning Content Types Where? How? Content Type Why? Map What? Document Document_Ro ot Technical Contract Marketing Document Requirements Case Study User Manual Presentation System For Business Requirements Decision Makers Functional Requirements For Developers For Admins BEST PRACTICES CONFERENCE SHAREPOINT
- 27. Planning Content Types Define on the proper site Define metadata and force the users to use them Define custom document templates Make a clear content type hierarchy in a clear site hierarchy Use different Content Types in different Document Sets if it’s possible Train the users BEST PRACTICES CONFERENCE SHAREPOINT
- 28. Planning Content Types – The Document Templates BEST PRACTICES CONFERENCE SHAREPOINT
- 29. Planning Content Types – The Document Templates BEST PRACTICES CONFERENCE SHAREPOINT
- 30. Organizing Documents Folders vs. Document Sets Metadata management Content Types Content Organizer Rules Best Practices for Organizing Documents in SharePoint 2010 Tue 12:45 PM GBE BEST PRACTICES CONFERENCE SHAREPOINT
- 31. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 32. Documents out of SharePoint Migrate vs. Integrate Migrate if you need SharePoint capabilites Workflows Office Web Apps Content Types ... Migrate if you want to turn off the old system Integrate if old content is like an ‚Archive’ Configure Search on your Archive BEST PRACTICES CONFERENCE SHAREPOINT
- 33. Agenda Introduction: SharePoint 2010 Capabilities for supporting Document Management Best Practices: Online and Offline Access to Documents Metadata Management and Document Management Organizing Documents Documents out of SharePoint Search and Find your Documents BEST PRACTICES CONFERENCE SHAREPOINT
- 34. Search and Find Your Documents Win7 Connector Related searches Launch in Office Web Apps Federated Refinement results panel BEST PRACTICES CONFERENCE SHAREPOINT
- 35. Search and Find Your Documents Ordering on any property Suggestion Related while typing Searches and People Matches Document Preview Thumbnails Open in Browser Federated Results BEST PRACTICES CONFERENCE SHAREPOINT
- 36. Search and Find Your Documents Windows 7 Connector for Search BEST PRACTICES CONFERENCE SHAREPOINT
- 37. Search and Find Your Documents Plan! Plan! Plan! Where are my documents? What to search for? Who will search? Best Bets, Visual Best Bets Permissions!!! Search Scopes and Filters Result pages ... Best Practices for Implementing Search in SharePoint 2010 Mon 2:30 PM GBE BEST PRACTICES CONFERENCE SHAREPOINT
- 38. Clarity. Direction. Confidence. THANK YOU! Please be sure to fill out your session evaluation! BEST PRACTICES CONFERENCE SHAREPOINT
- 39. BEST PRACTICES CONFERENCE SHAREPOINT