Learn those extra settings we can turn on to enhance the way people collaborate with documents in SharePoint. There is a set of out of the box settings available in a document library that we can configure to provide a friction free experience for document authors and content consumers.

1. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron Gonzalez
Lead Solution Architect
Hershey Technologies
haarongonzalez@mvps.org
http://twitter.com/haarongonzalez

2. @sanspug
Quote from user
“Please don’t make me
learn new stuff,
I just want to get work
done! ”
End User from Legal
Department XYZ
company

3. @sanspug
The Bottom Line
 People just want to get work done
 Technology enable us to achieve results
 Learning is not sequential, it’s a personal experience
 Knowledge is interactive!
 People learn things they decide to learn, no what teacher
teach, keep in mind!
 We no longer remember things we know we can find!

4. @sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd events
 Blogger since 2005
 Youtuber since 2008
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez

5. @sanspug
SharePoint
 The new SharePoint is all about getting things done
together.
 SharePoint has a lot of features, capabilities, functionality
available out of the box (OOB).
 What I will cover today:
 How to simplify a site and make effective use of OOB capabilities
 Make sure SharePoint works well for the end user and try to
maximize adoption
 Focus on file management and user experience
 Lots of demos!

6. @sanspug
Common way to set up SharePoint for
dealing with documents
 Like a file share (folders and default view)
 1. Folders – lots of clicking, single dimension for viewing
 2. No metadata – no navigation, no search
 Great for contributors, a nightmare for consumers
@sjamFrom Scott Jamison slides

7. @sanspug
Common way to set up SharePoint for
dealing with documents
 Metadata instead of folders
 1. Unfamiliar to users
 2. Forces users to add metadata (they’re lazy and will pick the 1st
choice)
 3. No good drag & drop & tag
 4. No good offline experience
 Great for consumers, a nightmare for contributors
@sjamFrom Scott Jamison slides

8. @sanspug
The way to go
Folders Metadata

9. @sanspug
Concentrate more on outcomes
 Features
 Site Columns
 Manage Metadata
 Document Library
 Views
 Folders
 Manage Metadata Filtering
 Column default value settings
 Drag and Drop
 Permissions
 Manage Metadata
 Term Set
 Search
 One Drive for Business
 Better
 Content organization
 Content discovery
 Content consumption
 Content authoring
 Content filtering
 Content security
 Content versioning
 You named!

10. @sanspug
Site Metadata
 Manage Metadata
 It’s a service for storing Terms and use those
terms to Tag content
 The goal is to use Terms to describe content
and provide better meaning to non relational or
unstructured data like files, presentations, excel
spreadsheets or word documents
 We can define terms in a hierarchy up to 7
nested levels
 Companies use it to describe strategic
terms or business topics that content can
be related to
 SharePoint offers a lot of integrated features for
tagging content using terms and provide the
basics for knowledge management

11. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Term Store Management options

12. @sanspug
Site Columns
 Site columns are data type
definitions, centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection or sub site.

13. @sanspug
Site Columns
SC 1
SC 1
SC 1
SC 2
SC 1
SC 2
SC 1
SC 2
SC 1
SC 1
Site Column 1
Site Column 2
Site Collection
Subsite

14. @sanspug
Site Column - Examples
Name Type Group Description
Topic Manage
Metadata
Intranet Columns Column that reference the
Topic Term Store
Department Choice Intranet Columns List of departments
Policy Type Choice Intranet Columns Regulatory, Internal,
Miscellaneous
Procedure Type Choice Intranet Columns Operational, Instruction,
Manual, Recovery
Form Type Choice Intranet Columns Request, to be determine.
Report Type Choice Intranet Columns Production, Imaging,
Financial, Compliancy
Summary Text Intranet Columns General information
column.
Review Date Date Intranet Columns Review date.
Publication Date Date Intranet Columns Publication date.

15. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Manage Metadata Term Store Create Topic site
column

16. @sanspug
Site Content Types
 Content Types are data structures
that represent a business entity,
they group Site Columns.
 Content Types represent the
different types of information and
content existing on a site.
 Content Type is a composite of
configuration settings for your
content, settings like Information
Management, Workflows.
 Content Type support inheritance
so you can re-use and extend
settings
In order to provide meaning and context
to the content stored we need to define a
set of Content Types that make sense to
your business in order to provide a
consistent approach for the type of content
that the Intranet will support today and
tomorrow.

17. @sanspug
Site Content Types - Examples
Name Description
Proposal We can define a content type by the type of document that we
represent, in this case a proposal.
Human Resource We can define a content type based on the Department that will
use it. So any document or file that exist in the Human Resource
site can be easily identified
Curriculum
Marketing
System Item Document Legal Document
Contract
Will
Power of
Attorney
Estimate cost

18. @sanspug
Legal
Document
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
Contract
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Contract Type: Choice
 Summary: Plain Text
 Review By Date: Short date
 Publication Date
NDA
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Summary: Plain Text
 Review By Date: Short date
Estimate Cost
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Estimate Type: Choice
 Amount: NUmber
 Summary: Plain Text
Lease
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Summary: Plain Text
 Publication Date
Site Content Types - Examples

19. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Create Human Resource Document Content Type and
configure in document library

20. @sanspug
Views
 Views allow us to visualize the
data in different way. Highly
flexible for create
representation of our content.
 Use a view to display recent
documents for content
consumers and a another view
to display folder structure for
content creators

21. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Modify All Documents view and create All Folders view

22. @sanspug
Folders
 Folders are great for people that contribute with content.
Represent a hierarchical view of the data. Folders are not so
great for people that consume the content, they need to drill
down in order to get what they want.
 Three valid reasons for folders:
 Security – Security Trimming
 Location-based default values
 SharePoint Library Sync & OneDrive for Business
 We can associate Metadata terms to a folder hierarchy for auto
default metadata values in content using Default Column
Values

23. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enhance existing folder and apply permissions

24. @sanspug
Metadata Navigation and Filtering
 Enables metadata-based
navigation and filtering.
 Provides tree view
hierarchies and filter
controls to improve
navigation and filtering of
the contained items

25. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enable Metadata Filtering feature and configure in
document library

26. @sanspug
Sync local copy
People like to work they way the know. So with
OneDrive for Business we can enable user to work
locally in offline mode, content creators will just drag and
drop to local folder

27. @sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Sync files and validate metadata

28. @sanspug
Human Resource
Benefits 401K Recruiting
Leave of
Absence
Training Wellness

29. @sanspug
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing
Information
Purchasing
Cost and
Pricing
Engineering
Documents
Technical
Documents
Contracts
Contractual
Documents
Subcontracts

30. @sanspug
Metadata
 Document Type
 Customer Documents
 Cost and Pricing Information
 Engineering Document
 Contracts
 Document Topic
 RFQ
 Specifications
 SOW
 Purchasing
 Cost and Price
 Technical Doc
 Contractual Doc
Proposals
Customer
Documents
RFQ
Specs
SOW
Cost and
Pricing
Information
Purchasing
Cost and
Pricing
Engineering
Documents
Technical
Documents
Contracts
Contractual
Documents
Subcontracts

31. @sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd
 Blogger since 2005
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez