SharePoint Blog vs Wiki Smackdown

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In this session Adam will do a case study of putting up a KB/FAQ site on a SharePoint 2010 Foundation hosted environment.

Presented at the Sydney NETUG on the 15th September by Adam Cogan

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  • Cover page.
  • ............................................ So wrong
  • Adam looks weird here...
  • Insert Link to suggestions to microsoft
  • http://www.ssw.com.au/ssw/Standards/BetterSoftwareSuggestions/SharePointTeamServices.aspx#WikiSEO
  • This is the most perfect thing in the history of perfection
  • The connection between Live Writer and the SharePoint Blog site will now be established and you are ready to start creating posts within Live Writer.
  • Migrating Existing KB Word Documents using Live Writer to SharePoint Blog Site
  • TO DO slide not consistent
  • " Open up Windows Live Editor and create a new Post:

    " Type the tile of the KB article in the body of the KB Post and select HTML style Heading 2:
  • Once you have finalised the editing process and are ready to publish and make available on the web click Publish:
  • This article describes how to use the in-built Rich Text Editor of the Wiki Page to directly edit the content in SharePoint 2010.

  • Link to rule
  • and paste it directly into a Wiki Page. This is the main advantage Livewriter has over the Wiki Page approach. Using the Wiki approach you have to take screen captures using SnagIT, save them as images then upload them into the Wiki Page using the SharePoint UI. This is the most time consuming task in creating Wiki Pages. You can copy and Paste directly from SnagIT straight into LiveWriter, then using the direct publish from LiveWriter to SharePoint, image uploading is automatically handled for you. A possible solution to allow automatic publishing to Wiki Library from Live Writer using code (which time and budget did not allow) could be (this would need to be performed as a proof of concept first):
  • Link to suggestions to live writer
  • SharePoint Blog vs Wiki Smackdown

    1. 1. A case study: Building a Knowledge Base Solution on top of SharePoint 2010? Slideshare v1.9
    2. 2. A case study: Building a Knowledge Base Solution on top of SharePoint 2010? Adam Cogan Chief Architect at SSW Microsoft Regional Director @AdamCogan Delivering Awesome Web Applications
    3. 3. Agenda The importance of a KB Key Requirements ‘Nice to have’ requirements The Importance of LiveWriter (the Rich Client) Blogs vs Wiki Alternatives The 4 SharePoint Alternatives Conclusion The Future
    4. 4. Knowledge Bases!  Easy to manage • Add • Change • Remove articles  Easy to search and find  Nice URLs What are we talking about?
    5. 5.  Colin Wood  http://support.scinaptic.com/ Thanks to...
    6. 6. Chief Architect at SSW  Developing custom solutions for businesses across a range of industries such as Government, banking, insurance Microsoft Gold Partner Microsoft Regional Director VSTS MVP @AdamCogan About Adam
    7. 7. The Importance of a KB
    8. 8. A bug report...
    9. 9.  In the normal world, we hope for a response like this: Support Response From: support@adobe.com Thank you for reporting this error. To prevent future errors, we recommend you ensure all your drivers are up-to-date. Unfortunately, we are unable to address your more serious psychological problems. Have a good day, Bill Adobe Support
    10. 10.  Do you use balloons in screenshots instead of a 'Wall of Text'?  http://sharepoint.ssw.com.au/Standards/Communication/Rules ToBetterEmail/Pages/HowToUseBalloons.aspx A better way...
    11. 11.  Customer sends Question  Answer with URL  http://sharepoint.ssw.com.au/Standards/Management/RulesTo SuccessfulProjects/Pages/KB.aspx Knowledge Base... A better way
    12. 12.  Responding to a known issue with a KB article Sample Response 1 Dear Harry, Thank you for taking the time to report the issue for SSW Code Auditor. I'm happy to let you know that this is a known issue and has been addressed in our knowledge base. Please see http://www.ssw.com.au/ssw/KB/KB.asp?KBID=Q260000 for details. Kind Regards, Bob
    13. 13.  Responding when you cannot reproduce the issue Sample Response 2 Dear Harry, Thank you for taking the time to report the issue for SSW Code Auditor. I am sorry to let you know that I cannot reproduce this. Could you please provide me with more details, or even better would I be able to connect to your PC - it is simple and you can see everything I do. To do so, you can send me an appointment for an appropriate time or add me to your MSN Messenger, my address is xxx@s*w.com.au P.S. Don't forget to run SSW Diagnostics, ensuring that you only get green ticks. Kind Regards, Bob
    14. 14.  Informing of a Fix Sample Response 3 Dear Harry, Done. The code changed from xxx to yyy Thanks for reporting this bug - our software gets better with help from every customer like you. This fix will be available in the next version shortly. Kind Regards, Bob Note: In this email, you can offer them an interim build
    15. 15.  Informing of an update Sample Response 4 Dear Harry, Thank you for taking the time to report the issue for SSW Code Auditor. I'm happy to let you know that this problem is fixed in this release. Please download the new version at http://www.ssw.com.au/ssw/Download/download.aspx P.S. Don't forget to run SSW Diagnostics and gets all green ticks www.ssw.com.au/diagnostics Kind Regards, Bob
    16. 16.  ?
    17. 17.  SEO – Nice URL, nice title tag  Clipboard functionality like in Word  Copy-Paste Images  Ribbon bars with easy formatting (h1, h2, h3 etc) Key Requirements
    18. 18.  Nice HTML  No Word-inserted CSS!  ... Key Requirements
    19. 19.  Ordering by ‘category’  Not date  ... Key Requirements
    20. 20.  Comments  Can group KB article in multiple categories  Publishing/Approval Workflow  Sort by rating and popularity  Image handling  ie. renaming  ... “Nice to have” requirements
    21. 21.  The Importance of LiveWriter (the Rich Client)
    22. 22. Live Writer Extensions
    23. 23.  ... LiveWriter has two big holes
    24. 24. No ‘save as’ to move the image locally
    25. 25. No ‘Save as HTML file’
    26. 26. Blogs vs Wiki
    27. 27.  Create blog  Create content  Categorize into at least 2  Check Image  Check URL  Repeat for Wiki SharePoint Blog vs SharePoint Wiki
    28. 28. On blogs  But not good enough None on Wiki  only for internal users called 'Note Board' that display on their mysite  ... Verdict on Comments
    29. 29. Verdict on Comments
    30. 30. SharePoint 2010 Wiki’s don’t have a commenting system SharePoint 2010 Blogs have an ordinary commenting system (no threading, no spam detection etc) Suggestion to Microsoft: built in web part to add one of the main 3rd party commenting systems:  www.Disqus.com  www.IntenseDebate.com  www.aboutecho.com  How could Microsoft solve this... (two ways) How to Solve the comment problem
    31. 31.  Option 1
    32. 32.  Insert a web part called DISQUS comments Option 1: Install a SharePoint feature that
    33. 33.  In page layout dropdown  Select a 4th layout 'Basic Page with DISQUS‘  ... Option 2: Install a SharePoint feature that
    34. 34.  Option 2
    35. 35. On blogs - missing On Wiki – doesn’t save (WTF?) Verdict on Ratings
    36. 36. Blog- http://adam-sp2010demo/sites/TJsBlog/Lists/Posts/Post.aspx?ID=2 Wiki with spaces – http://adam- sp2010demo/sites/TJsWiki/Pages/Two%20Must%20Have%20Tools%20for%20 a%20More%20Readable%20Web.aspx Wiki with dashes - http://adam-sp2010demo/sites/TJsWiki/Pages/Two-Must- Have-Tools-for-a-More-Readable-Web.aspx Verdict on Url Problem
    37. 37. SEO marketers want to stuff different keywords into the:  Page Name,  Page Title,  URL and  Meta Description Problem. SharePoint 2010 Wiki’s assumes the same text in first 3 and offers no way of editing the ‘Meta Description’ tag.  This is an incorrect assumption and should be fixed in SP1 (if Microsoft wants to get it used in the CMS world). http://www.ssw.com.au/ssw/Standards/BetterSoftwareSuggestions/SharePointT eamServices.aspx#WikiSEO  ... SEO – Page Name, Page Title, URL and Meta Description Problem Keep these 2 the same Let me change the URL
    38. 38. Alternatives
    39. 39.  ? Alternatives
    40. 40.  WordPress  Wiki – Screwturn Wiki  SharePoint Wiki  SharePoint Blog  ... Alternatives
    41. 41. WordPress
    42. 42. WordPress Nice URLs LiveWriter Wiki (over Blog) Minimal Customization - Need to add a view (not sorted by date) PHP User Experience is consistent with intranet Rating System Integrated Authentication Found using SharePoint search 3/9
    43. 43. Wiki – Screwturn Wiki
    44. 44. Screwturn Wiki Nice URLs LiveWriter Wiki (over Blog) Minimal Customization - Need to add a view (not sorted by date) .NET User Experience is consistent with intranet Rating System Integrated Authentication Found using SharePoint search 5/9
    45. 45. SharePoint Blog
    46. 46. SharePoint Blog Nice URLs LiveWriter Wiki (over Blog) Minimal Customization - Need to add a view (not sorted by date) .NET User Experience is consistent with intranet Rating System Integrated Authentication Found using SharePoint search 5/9
    47. 47. SharePoint Wiki
    48. 48. SharePoint Wiki Nice URLs LiveWriter Wiki (over Blog) Minimal Customization - Need to add a view (not sorted by date) .NET User Experience is consistent with intranet Rating System ? Integrated Authentication Found using SharePoint search 8/9
    49. 49.  SharePoint Wiki! Winner is...
    50. 50. The 4 SharePoint Alternatives
    51. 51. PROBLEM!
    52. 52. Can’t use Wiki with LiveWriter!
    53. 53. 1. Live Writer - Publishing to SharePoint Blog Site 2. Word 2010 - Publishing to SharePoint Blog Site 3. Live Writer - Publishing to SharePoint Wiki Site via Blog 4. Rich text editor - Directly in SharePoint Wiki Site Options
    54. 54.  ... 1. Live Writer - Publishing to SharePoint Blog Site
    55. 55.  Open Live Writer and Add Blog Account: 1. Connecting to SharePoint
    56. 56. 1. Add the URL to your SharePoint 2010 Blog Site
    57. 57.  Connecting to SharePoint - Done! 1. You will be prompted whether you wish to download editing theme from Blog site
    58. 58.  File New Blog post  Publish 1. Creating Simple Post - Live Writer
    59. 59. 1. Blog post on SharePoint
    60. 60.  Copy from Word to LiveWriter (Ctrl+Shift+V) 1. What about existing Word docs?
    61. 61.  "It seems hit or miss whether the images come into Live Writer"  Copy and Paste separately 1. Images from Word?
    62. 62. 1. Live Writer - great for image editing
    63. 63.  Migrated Word doc
    64. 64.  Each image as an attachment to the Blog Post Item  This is great - Post + images live as 1 unit in SharePoint  Good for moving and migration  Deleting post, everything is gone 1. How Live Writer publishes images in SharePoint Site
    65. 65. Live Writer is simple to use Feature packed Rich Text Editing Copy and Paste directly from clipboard (SnagIT straight into Live Writer Rich Text Editor) Familiar office ribbon in version 2011 Preview your blog post within Live Writer with the styles from your SharePoint blog site 1. Advantages
    66. 66. No nice URLs  Can only publish to SharePoint Blog Sites not Wiki Page libraries. Customisation needed (need time/budget) Versioning / publishing controls  Wiki has better out-of-the-box which blog sites do not have. Separate application on the desktop required (minor) 1. Disadvantages
    67. 67. Not recommended 1. Conclusion
    68. 68. 2. Word 2010 - Publishing to SharePoint Blog Site  Word 2010 has in-built Blog publishing capabilities  Allow us to publish our existing Word formatted KB articles relatively seamlessly
    69. 69. 2. Connecting to SharePoint
    70. 70. 2. First time
    71. 71. 2. Choose SharePoint Blog
    72. 72. 2. Enter URL of SharePoint Blog Site
    73. 73. 2. Enter a Post Title
    74. 74. 2. Publish
    75. 75. 2. Word Document will be updated to reflect the published state of the Document
    76. 76. 2. Go to SharePoint
    77. 77.  Word 2010 creates new images in the Photos library of the Blog site with a unique name and references them in the Blog Post 2. How Word 2010 publishes images in SharePoint Site?
    78. 78.  Images randomly named in folder  Association to blog post? Suggestion to MS: Fix this so that it is the same as the Live Writer approach and is consistent across their products. 2. Images - No good
    79. 79.  Customize Site HomePage to change the Webpart display(s)  Posts are listed top to bottom by default so probably some user interface modifications required  Have to decide if we need the ‘Comment’ functionality on existing posts  Theme and Brand the Site (MasterPages) CSS etc. to look similar to current WebSite  Add search capabilities to Site  If Search Server Express 2010 is used, add Search Webpart to Homepage  Work out URLs to be used and how it can be achieved in SharePoint 2. Additional Development Tasks Required
    80. 80. Word 2010 publishing is better for Publishing / migrating existing articles as it is more seamless and is quicker to get them into SharePoint Use Word for the rich text editing experience which most users are familiar with Spell check is awesome 2. Advantages
    81. 81. Word 2010 adds a lot of unnecessary styling Some functionality in Word 2010 will not be supported in Blog Site Not easy to re-style blog posts once created – no CSS classes referenced (this is the same for the blog post). 2. Disadvantages
    82. 82. Not recommended 2. Conclusion
    83. 83.  Ultimate solution!  Use LiveWriter to publish to blog and then to wiki 3. Live Writer - Publishing to SharePoint Wiki Site via Blog
    84. 84.  Nice URLs  Each article is a page that can have a proper URL with no URL rewrites 3. Benefits of the Wiki
    85. 85.  Publish to a blog site  Copy the content from blog item  Paste to Wiki Page  Move images into a image library  Fix the image links  Delete blog item 3. There is no direct route
    86. 86.  Copy and paste the text into the Post title as well.  The reason we do this is so that we can click to open the blog post when published to blog site:
    87. 87.  Create a sub heading called Issue and set its html style to Heading 3
    88. 88.  Type your text in normal paragraph style:
    89. 89.  Paste screenshots into Live Writer  Select the image  Change the picture to original size
    90. 90.  Publish
    91. 91.  SharePoint
    92. 92.  Open up the actual blog post
    93. 93.  Edit the post
    94. 94.  Copy Body content
    95. 95.  Navigate to the Support Wiki Library  Create new page
    96. 96.  Give the page a name - the KB article number
    97. 97.  Paste the contents of the blog post into the editor
    98. 98.  The article will retain its formatting form the blog post and will now be visible in the editor of the wiki page:
    99. 99.  The hack
    100. 100.  Remapping images...  When the blog post was created the screenshots were created as attachments to the Post List item. Yes we could leave them there and maintain the link form the wiki page to them but we probably want to copy them off to the Site Assets library in the Team Site and change the image source links to point to Site assets
    101. 101.  Move images to Site Assets do the following  Open up SharePoint Designer 2010 and open up the blog Site and the main team site so that they appear as separate windows (so we can drag drop between them). Potentially you could up up two browsers in explorer view of blog and KB library.
    102. 102.  All Files view  Go to the All Files view and Select the images from the posts list (you need to know the list item ID of the blog post) and select copy
    103. 103.  Got to the SharePoint Designer window where the Support Site is Open and navigate to the Site Assets library and select paste
    104. 104.  Go back to your Wiki Page in Edit Mode and Switch to Html Source Mode
    105. 105.  Change all URL references to be relative to the 'Site Assets Library' within the team site:
    106. 106.  Publish
    107. 107.  Done! ;-)  Article is published  To modify  UnPublish  Make changes  Republish
    108. 108. Can use Live Writer as the editing tool which is focused on creating blogs/articles in a rich text editing environment Using the benefits of Live Writer publishing with the benefits of a Wiki Page 3. Advantages
    109. 109. A “few” steps involved... Very manual process remapping / moving images which kind of defeats the point of easy content editing Suggestion to MS: Allow the ability to directly publish to a Wiki from LiveWriter. 3. Disadvantages
    110. 110. Not recommended 3. Conclusion
    111. 111. 4. Rich text editor - Directly in SharePoint Wiki Site
    112. 112.  Assuming you want to use SharePoint Foundation, you can’t use Enterprise Wiki  No ratings  No tagging  Use the Team Site with Wiki Library 4. Wiki Options SharePoint Foundation 2010
    113. 113.  Create a standard Team Site in SharePoint Foundation  Create a Wiki Library
    114. 114.  This will take you into Rich Text Edit Mode for editing page.
    115. 115. 4. Rich Text Editor - Blog
    116. 116. 4. Rich Text Editor - Wiki
    117. 117.  Apply styles to text  Spell check your content (sux)  Insert and format tables  Embed graphics or video 4. The Rich Text Editor
    118. 118. Spell check not as good as word  Need to manually check it  http://www.ssw.com.au/ssw/Standards/Rules/RulesToBett erTechnicalDocumentation.aspx#WordSpellingAndGramm arChecker 4. The Rich Text Editor
    119. 119.  But... 4. Done!
    120. 120. 4. Layout is ugly
    121. 121.  RTE (Rich Text Editor) CSS classes  ... 4. Identify CSS classes
    122. 122.  format .ms-rteElement How styles/themes work  If you have no site them applied to a site (default – no theme)  CSS files are resident in the 14 hive (SharePoint 2010)  Once you apply a theme the CSS files are auto-propagated to themes folder of the site and you can modify the CSS form here  How do you customize... 4. Identify CSS classes
    123. 123. 1. Apply a theme to the site and customise the CSS file associated with the site theme which is stored in the themes directory of the site 2. Add a custom CSS file to the Site Assets library of the SharePoint Foundation 2010 site and reference the CSS by creating a custom masterpage with a CSS reference. This masterpage can then be set as the Site masterpage. 3. Directly modify the CSS files in 14 hive on server (access not available to do this and not a good approach) if no site them used. ... 4. Customising the RTE Styles of the Wiki Editor - 3 options
    124. 124.  Go to the themes folder and open up the corev4-XXXxxx.cs and modify the RTE classes  This approach is flawed in that if revert back to the default (i.e. no theme) all your CSS is lost and also if you change theme all your ccs is lost.  ... 4. Option 1 - Change theme
    125. 125.  Copy and paste the v4.master in SPD and give it a new name 4. Option 2 - Link to custom CSS
    126. 126.  Create a CSS file in notepad and save it with a .CSS extension. Add the CSS RTE styles you wish to change i.e. H1 0r H2 etc. Upload this file to the Site Assets library of the SP 2010 Team Site.  Open up MasterPage and add CSS reference in the head content as below (note no publishing infrastructure so you cannot use the spURL tokens): 4. Option 2 - Link to custom CSS
    127. 127.  CSS remains regardless of changes to site them and 14 hive file changes.  Better than option 1  Also now that we have a masterpage for the site we can add another essential modification to a hosted SharePoint site which is  Fix “Active X” warning on opening the site  http://www.getsharepoint.com/blogs/ms/  ... 4. Option 2 - Benefits
    128. 128.  Not an option in a hosted environment 4. Option 3 - Directly modify the CSS files in 14 hive on server
    129. 129.  Go to Versioning settings of Wiki Library and turn on versioning with major and minor version s and require content approval: 4. Publish/Version
    130. 130.  Add new page  Add images you have to upload – they are put into a folder for the wiki page in the site assets library.
    131. 131.  To add images you have to upload separately  They are put into a folder for the wiki page in the site assets library 4. Images?
    132. 132. Full control of editing experience Nice URL structure without the need for URL rewrite code which is required for blog In-built publishing/versioning Adding a new masterpage for CSS and removal of active x warning gives even more customisation options such as moving the location of the search bar to more prominent location which is essential for a KB Site. The default search location is not obvious in SP 2010 Foundation team sites Images uploaded to Site Assets in a folder specifically for Wiki Page No additional software install required (minor) 4. Advantages
    133. 133. No copy and paste images from the clipboard No use of multiple content types in Wiki Library for Pages http://office.microsoft.com/en-us/sharepoint-server-help/turn- on-support-for-multiple-content-types-in-a-list-or-library- HA010378236.aspx 4. Disadvantages
    134. 134. 4. Conclusion
    135. 135. Conclusion
    136. 136.  Rich text editor - Directly in SharePoint Wiki Site Conclusion
    137. 137. The Future
    138. 138.  This right click menu makes working with images a nasty experience ... Live Writer is no panacea until they fix the big holes in handling images
    139. 139.  we need a right click menu item on the image ‘convert to local image’  ...
    140. 140.  Write a web end point that tricks Windows Live Writer to think it's talking to a blog server (but saves it to file instead)  http://www.hanselman.com/blog/TheWeeklySourceCode55No tABlogALocalXMLRPCMetaWebLogEndpointThatLiesToWind owsLiveWriter.aspx The Future
    141. 141. Summary The importance of a KB Key Requirements ‘Nice to have’ requirements The Importance of LiveWriter (the Rich Client) Blogs vs Wiki Alternatives The 4 SharePoint Alternatives Conclusion The Future
    142. 142. Thank You! Sydney | Melbourne | Brisbane | Adelaide info@ssw.com.au www.ssw.com.au
    143. 143. Find me on Slideshare! http://www.slideshare.net/SSWConsulting/

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