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NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks
@coreyr...
NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 TracksTulsa Te...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 3
Corey Roth
• SharePoint Solutions Architect for Stonebr...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 4
Do your document libraries look like this?
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 5
We can do better…
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 6
ECM Challenges
• Not enough time
• Cost
• Don’t know ho...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 7
How does SharePoint Help?
• Versioning
• Content Types
...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 8
Versioning
• Keeps a running history of each document
•...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 9
Ratings
• Like iTunes but for documents and list items
...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 10
Managed Metadata Service
• Provides the Term Store and...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 11
Enterprise Keywords
• Allows end users to tag document...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 12
Enterprise Keywords
• Enabled under Library Settings -...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 13
Document Id Service
• Service that assigns a unique id...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 14
Content Types
• The proper way to do ECM
• Defined by ...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 15
Metadata Navigation
• Allows the user to view document...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 16
Default Column Values
• Built-in way to do metadata in...
© 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 17
Content Organizer
• Configurable rules engine for rout...
NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks
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Instant ECM with SharePoint 2010

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Slides of my SharePoint 2010 ECM talk at Tulsa TechFest 2010.

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  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
  • http://sp2010/ECM/Design%20Documents/Forms/AllItems.aspx
    http://sp2010/_layouts/settings.aspx -> Document Id Service
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
    http://sp2010/ECM/Company%20Documents/Forms/AllItems.aspx
  • http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
  • http://sp2010/sites/ecmsource
  • Transcript of "Instant ECM with SharePoint 2010"

    1. 1. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks @coreyroth www.dotnetmafia.com Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
    2. 2. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 TracksTulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
    3. 3. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 3 Corey Roth • SharePoint Solutions Architect for Stonebridge • Microsoft SharePoint MVP • Specializing in ECM and Search • Passed all SharePoint 2010 certification exams • Microsoft Solutions Advocate • E-mail: coreyroth@gmail.com • Twitter: @coreyroth • Blog: www.dotnetmafia.com • Laptop: Dell E6510 i5 2.4 GHz 8GB • Oracle VirtualBox 3.2.8 – 4GB on VM
    4. 4. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 4 Do your document libraries look like this?
    5. 5. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 5 We can do better…
    6. 6. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 6 ECM Challenges • Not enough time • Cost • Don’t know how to define an ECM Plan • No technical resources • Lack of business or IT buy-in • Lack of agreement among business units
    7. 7. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 7 How does SharePoint Help? • Versioning • Content Types • Ratings • Enterprise Keywords • Managed Metadata • Document Id Service • Metadata Navigation • Default Values • Content Organizer • Auditing / In Place Records Management • Content Type Hub • Document Sets
    8. 8. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 8 Versioning • Keeps a running history of each document • Turned off by default • Can be configured with both major and minor versions • Version limits help reduce amount of copies stored • Entire document is stored each time (not just changes) • Enabled under Library Settings -> Versioning Settings
    9. 9. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 9 Ratings • Like iTunes but for documents and list items • Allows users to rate documents with 0 – 5 stars • Timer job runs periodically to calculate average ratings • Use to sort or filter documents • Enabled under Library Settings -> Ratings Settings.
    10. 10. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 10 Managed Metadata Service • Provides the Term Store and Content Hub functionality • Term Store • Allows user to classify document with structured and unstructured terms • Structured terms: administrator defined hierarchy of well known terms in the organization (i.e.: product types, divisions, states, cities, etc.) • Unstructured terms: tagging (Enterprise Keywords) • Content Type Hub • Synchronizes content types across site collections
    11. 11. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 11 Enterprise Keywords • Allows end users to tag documents with relevant information (i.e.: Budget, 2011, Important, I like it, Contract, etc). • Provides a quick and easy way to get basic classification on documents • User can pick existing terms or create new ones • Administrator can promote a keyword into a structured term set • Displayed in search results and allows refinement • Populates the tag cloud
    12. 12. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 12 Enterprise Keywords • Enabled under Library Settings -> Enterprise Metadata and Keywords Settings
    13. 13. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 13 Document Id Service • Service that assigns a unique identifier to any document uploaded • Document Id stays the same even if document is moved to another location in site collection • Not a GUID • Administrator can define a prefix for Document Id • Must enable Document ID Service site collection feature • Configured in Site Settings -> Document ID Settings
    14. 14. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 14 Content Types • The proper way to do ECM • Defined by one or more site columns (fields) that describe the list item • Inherits from a parent type (i.e.: Item, Document) • Can be associated with custom forms, workflows, auditing, and retention policies • Built using the UI, SharePoint Designer, code, or via CAML • Content Type Hub can publish specified content types to other site collections
    15. 15. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 15 Metadata Navigation • Allows the user to view document libraries by site column or content type • Requires Metadata Navigation and Filtering feature to be activated • Enabled under Library Settings -> Metadata navigation settings
    16. 16. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 16 Default Column Values • Built-in way to do metadata inheritance • Specify a default value on a custom folder content type • When document is uploaded into folder, value is copied into matching site columns • Enabled under Library Settings -> Column Default Value Settings
    17. 17. © 2010 Stonebridge. All Rights Reserved.Stonebridge 2010 - Slide 17 Content Organizer • Configurable rules engine for routing documents to a new location when uploaded • Can help prevent folders from containing too many items • Create rules based on content type and metadata • New folders created automatically based upon metadata names • Optionally append characters new duplicate filenames
    18. 18. NWA TechFest 2010 | Thu, Jul 8th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks Your input is important! http://TulsaTechFest.com Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
    19. 19. Tulsa TechFest 2010 | Fri, Nov 12th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks
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