• Save
Moving mountains with Sharepoint - Document Management with SharePoint 2013
Upcoming SlideShare
Loading in...5
×
 

Moving mountains with Sharepoint - Document Management with SharePoint 2013

on

  • 282 views

This presentation shows how to implement a Document Management System to an existing SharePoint Intranet, Best practices on how to start that kind of projects and on Document Management with ...

This presentation shows how to implement a Document Management System to an existing SharePoint Intranet, Best practices on how to start that kind of projects and on Document Management with SharePoint

Statistics

Views

Total Views
282
Views on SlideShare
280
Embed Views
2

Actions

Likes
1
Downloads
0
Comments
0

1 Embed 2

http://www.slideee.com 2

Accessibility

Categories

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment
  • Document Ids have s special format!
  • Thank you for your ATTENTION. <br /> It has been a real pleasure for me to talk about Document Management with SharePoint in front of that awesome audience!

Moving mountains with Sharepoint - Document Management with SharePoint 2013 Moving mountains with Sharepoint - Document Management with SharePoint 2013 Presentation Transcript

  • Moving Mountains with SharePoint Professional Document Management with SharePoint 2013 Oliver Wirkus Senior Consultant, bridgingIT GmbH MCTS / MCPD / MCT @OWirkus
  • Introduction www.sharepointeurope.com
  • Introduction www.sharepointeurope.com
  • Important Requirements www.sharepointeurope.com
  • www.sharepointeurope.com Document Management with SharePoint 2013 Initial Steps
  • Requirements Workshop www.sharepointeurope.com  What does the customer understand when thinking about document management?  How does the customer work with documents today and where are the “pain-points”?  How does the customer envision a future document management system?  What internal processes, requirements, and characteristics must be considered? Important: Understand your customer and their requirements by learning to listen!
  • Introductory Workshop www.sharepointeurope.com  Quick introduction to SharePoint and standard possibilities for working with documents  Examination of observed pain-points and outlines of possible solutions  Detailed description of the migration plan and the migration process  Explanation of further steps based on a project plan and definition of milestones Important: The customer must leave knowing that they have been understood!
  • Metadata Workshop www.sharepointeurope.com Goal: Coordinated metadata concept for the entire enterprise!  Short presentation on metadata and their value to document management  Involve all units and divisions  Support tool: Use an Excel sheet to build metadata structures (can be imported back into SharePoint)  Term sets should be comprehensive…these can still be amended later
  • Content Type Workshop www.sharepointeurope.com  Short presentation about content types and their use for document management  Involve all units and divisions  All available document types should be known and validated (e.g. via a review)  Consideration should be given to the previously defined metadata structure Goal: Clear alignment of document types in the company to content types
  • Metadata and Content Type Concept www.sharepointeurope.com  Up to three (3) company-wide (global) metadata definitions per content type (required)  Up to four (4) unit-specific metadata definitions per content type  Optional metadata and required metadata should be well-balanced Content Type 1 Global Global Global Devision 1 Devision 1 Devision 1 Devision 1 Content Type 2 Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
  • www.sharepointeurope.com Document Management with SharePoint 2013 Employment scenarios of individual features
  • Using Templates in Document Libraries www.sharepointeurope.com  Close tie-ins with the MS Office client application  Saving directly to libraries, no need to navigate with URLs  Easy transition from previous ways of working  Metadata exchange between Office and SharePoint (Document Information Panel)
  • Editing Documents www.sharepointeurope.com  Enable Versioning  Clear User Experience advantages  Be aware of Draft Item Security!  Recommendation: Set up Shredded Storage!  Offer Check-In / Check-Out functionality  Helps users transition from previous ways of working  Co-authoring possible with client applications and Office Web Apps http://technet.microsoft.com/de-de/library/ff718249.aspx
  • Using Taxonomy and Folksonomy www.sharepointeurope.com  Taxonomy: predefined corporate keywords  Users cannot initiate changes to these  Folksonomy: personal keywords applied by users  Maintained by individual users  Can be added to taxonomy by administrators  Offers opportunities for personalization  Wisdom of crowds Never underestimate the power of users, you must!
  • Using Document IDs www.sharepointeurope.com  Every document receives its own unique ID  Documents can be accessed via their ID (PermaLink)  Via a URL, e.g. /_layouts/DocIdRedir.aspx?ID=VYV9WKWT4CCY-1-1  Via a Web Part (Find by Document ID)  A Document ID persists even when the document is moved  A Document ID can be embedded directly into documents (Quick Parts -> Document Property -> Document ID value)  Document IDs are unique within individual Site Collections  Individual (custom) Document ID Providers can be created easily http://www.sharepointeurope.com/blog/2013/11/21/how-to-create-a-custom-document-id-provider-with-sharepoint-2013 http://www.sharepointeurope.com/blog/2013/6/26/sharepoint-moving-a-document-with-a-document-id-to-another-site-collection
  • Setting up Document IDs www.sharepointeurope.com  First, activate the relevant Site Collection Feature:  Second, configure Documents IDs via Site Collection Settings:
  • Document Set www.sharepointeurope.com  Multiple documents can be grouped together as a Document Set  Comparable to a typical file folder  Document Sets are saved as one single entry in libraries  Document Sets are much more powerful than folders  Recommendation: avoid using folders in libraries!  To use, the relevant Site Collection Feature must be activated  … and a custom Content Type based on Document Set must be added to each library!
  • Document Set vs Folder www.sharepointeurope.com  Permitted Content Types can be defined  Metadata are inherited from Shared Columns by all documents in a Document Set  The Welcome Page is configurable  Columns to display metadata can be defined  Individualized logos can be displayed  SharePoint Designer can be used for configurations  Default documents can be added automatically when a Document Set is created  Workflows can be linked with Document Sets  Version control can be implemented for Document Sets und documents http://sharepointcommunity.de/blogs/owirkus/archive/2013/04/15/sharepoint-2013-versioning-and-document-sets.aspx http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
  • Using Ratings www.sharepointeurope.com  SharePoint 2013 offers two (2) different types of Ratings:  5-Star Rating (anonymous)  Like / Dislike (personalized)  Rating can be configured for every library or list individually Don‘t forget: Involve your Works Council when necessary! Ratings support users when finding documents via search results!
  • www.sharepointeurope.com Document Management with SharePoint 2013 Building Structures
  • Creating a Document Center www.sharepointeurope.com  All available possibilities are introduced and summarized in the “Document Center”  Configure Document Center  Design the Welcome Page  Set up permissions  Create libraries based on Content Types  Define procedures, e.g. when documents are moved to a Document Center
  • Approaches for Structures www.sharepointeurope.comTraditional Distributed
  • Structuring Document Centers www.sharepointeurope.com
  • Content Type Syndication www.sharepointeurope.com  Content Types should be saved and managed centrally  Site Collections are defined as Hubs within the Managed Metadata Service  Then, activate the Site Collection Feature Content Type Syndication Hub  Later, the Content Type Hub can only be changed via PowerShell!  Content Types are published to all Site Collections of a Web Application via TimerJobs (Content Type Subscriber Job)
  • Configuring Document Centers www.sharepointeurope.com ?
  • Content Organizer Function www.sharepointeurope.com  Users will not know where a document should be saved  The Content Organizer automates saving within the Document Center  Documents are moved to target Libraries based on defined rules  Users use the Drop Off Library exclusively  The required Site Feature must be activated:  Documents can also be moved to other sites:
  • Content Organizer Function www.sharepointeurope.com  Users will not know where a document should be saved  The Content Organizer automates saving within the Document Center  Documents are moved to target Libraries based on defined rules  Users use the Drop Off Library exclusively  The required Site Feature must be activated:  Documents can also be moved to other sites:
  • Content Organizer Rules www.sharepointeurope.com Rules are based on Content Types… …and expressions that evaluate metadata… …and a target Library where documents are moved when given rules apply
  • Content Organizer Rules www.sharepointeurope.com Rules are based on Content Types… …and expressions that evaluate metadata… …and a target Library where documents are moved when given rules apply
  • Retention www.sharepointeurope.com  Documents should not remain in the Document Center forever. They must be checked or subjected to review periodically!  Setting Retention Rules (in Information Management Policy Settings)  Retention Rules are based on conditions and actions For example: “When document is older than one (1) year, execute a workflow”  Retention Rules are configured based on Content Types and Metadata  Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site Collection Feature:
  • Retention www.sharepointeurope.com  Documents should not remain in the Document Center forever. They must be checked or subjected to review periodically!  Setting Retention Rules (in Information Management Policy Settings)  Retention Rules are based on conditions and actions For example: “When document is older than one (1) year, execute a workflow”  Retention Rules are configured based on Content Types and Metadata  Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site Collection Feature:
  • www.sharepointeurope.com Document Management with SharePoint 2013 Archiving Documents
  • Creating a Records Center www.sharepointeurope.com  The Records Center template allows documents to be archived  Configure Records Center  Design the Welcome Page  Set up permissions  Set up retention  Create libraries based on Content Types  Define procedures, for example when documents are to be moved to a Records Center
  • Archiving Documents www.sharepointeurope.com How are documents moved to a Records Center?  Establish ‘Send to’-connections  Central Administration, General Application Settings  Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target Site Settings: Site Administration -> Content Organizer Settings -> Submission Points  Configuration of Retention Rules in a Document Center  Rule-based transfer of documents to a Record Center  Manually use the ‚Drop Off‘-Library of a Record Center  Utilize Custom Workflows
  • Archiving Documents www.sharepointeurope.com How are documents moved to a Records Center?  Establish ‘Send to’-connections  Central Administration, General Application Settings  Note: a valid URL for a ‚Send to‘-connection can be obtained, for example, via the target Site Settings: Site Administration -> Content Organizer Settings -> Submission Points  Configuration of Retention Rules in a Document Center  Rule-based transfer of documents to a Record Center  Manually use the ‚Drop Off‘-Library of a Record Center  Utilize Custom Workflows
  • Bypassing Rule-based Processing www.sharepointeurope.com  Occasionally, documents should be exempted from automatic rule-based manipulation, e.g. during legal contestations  This feature must be activated in order to define exceptions to rules:  Now, Hold will appear in Site Settings  A new Holds entry defines a new exception  In order to apply the exception, open the Compliance Details  Exempted documents are marked with a lock icon
  • www.sharepointeurope.com Document Management with SharePoint 2013 Summary & Best Practices
  • Summary www.sharepointeurope.com  Professional Document Management is possible with SharePoint 2013  Many features improve working with documents  Templates support the building of structures  Document Center  Records Center  Content Types and metadata can both be managed centrally  SharePoint 2013 has been optimized for large volumes of data Document Management with SharePoint 2013? Easy to configure – easy to use!
  • My Best Practices www.sharepointeurope.com  Use workshops with all divisions in order to create metadata structures truly reflective of company requirements  Use Content Types and Content Type Inheritances whenever possible!  Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!  Subject Metadata and Content Types to multiple validations before beginning the implementation of a Document Center or Records Center in SharePoint 2013!  Involve corporate divisions as metadata administrators. Metadata should not be administered by the IT department alone!  Integrate Document Center and Records Center with existing Intranet structures. Multiple Document Centers and Records Centers are possible!
  • www.sharepointeurope.com Questions? Feel free to ask me directly… http://www.sharepointcommunity.de/blogs/owirkus …or find me on Twitter!…or visit my blog @OWirkus