Enterprise Document Management in SharePoint 2010

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

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

SessionsTitle Day / Time / VenueEnterprise Document Management Monday 10:15 AMin SharePoint 2010 PAV3as You’ve Never SeenBest Practices for Implementing Monday 2:30 PMEnterprise Search in SharePoint GBEBest Practices for Organizing Tuesday 12:45 PMDocuments in SharePoint 2010 GBE BEST PRACTICES CONFERENCE SHAREPOINT

AgendaIntroduction: SharePoint 2010 Capabilities for supporting Document ManagementBest 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

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

Document Management GeneralRequirements Store, edit, modify metadata, etc. Version management Permission management Workflows Content Types Document Templates Extensibility Search – and Find... BEST PRACTICES CONFERENCE SHAREPOINT

SharePoint 2010 CapabilitiesDocument 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

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

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

SharePoint 2010 Capabilities • Word, Excel, PowerPoint, OneNote, ... Office 2010 • Multi-user Support in Word and integration PowerPoint • View and Edit in the BrowserOffice Web Apps • Multi-user Support in Excel and OneNote • Offline content management SharePoint • Anywhere, anytimeWorkspace 2010 • Documents, List items, Properties, Metadata, Business Data, ... BEST PRACTICES CONFERENCE SHAREPOINT

Online Access to Documents BEST PRACTICES CONFERENCE SHAREPOINT

Office Web ApplicationsEnforce 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

Office Web ApplicationsDon’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

SharePoint Workspace 2010Enforce 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

Accessing Content in SP2010 – DecisionMatrixSharePoint 2010 + Office SharePoint 2010 + Office SharePoint Workspace2010 Web Apps 2010 with Office clientsEasiest to adopt with Easiest to adopt withprevious SharePoint Internet experienceexperienceFull Office 2010 capabilities Limited Office 2010 Full Office 2010 capabilities+ Integration capabilities + IntegrationDifferent sites, different Different sites, different Various sites can beURLs 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

Metadata ManagementManaged 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

Metadata ManagementBUT: 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

Organizing DocumentsSharePoint 2010 capabilities: Site Collections and Sites Document Libraries Document Sets Folders Content Types and document templates Content Organizer Rules ... BEST PRACTICES CONFERENCE SHAREPOINT

Organizing DocumentsDocument Library Folder Document SetEasy to create Easy to create Easy to createEasy to maintain the Easy to understand Shared Metadatapermissions Views without folders Shared Version Shared Workflow Permissions Content types can be contained Default content Custom Welcome PageHard to keep organized in Tree hierarchy vs. Hardest to understandcase of a large number of Managed Metadata Sometimes the extradocuments features are not required Views vithout folders show Document Sets as well as their content BEST PRACTICES CONFERENCE SHAREPOINT

Organizing DocumentsContent Types Reusable collection of settings: metadata (columns) document templates workflows custom Document Information Panel information management settings BEST PRACTICES CONFERENCE SHAREPOINT

Planning Content TypesWhere?How? Content TypeWhy? MapWhat? 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

Planning Content TypesDefine on the proper siteDefine metadata and force the users to use themDefine custom document templatesMake a clear content type hierarchy in a clear sitehierarchyUse different Content Types in different Document Sets ifit’s possibleTrain the users BEST PRACTICES CONFERENCE SHAREPOINT

Planning Content Types –The Document Templates BEST PRACTICES CONFERENCE SHAREPOINT

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

Documents out of SharePointMigrate 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

Search and Find Your Documents Win7 Connector Related searches Launch in Office Web Apps Federated Refinement results panel BEST PRACTICES CONFERENCE SHAREPOINT

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

Search and Find Your DocumentsWindows 7 Connector for Search BEST PRACTICES CONFERENCE SHAREPOINT

Search and Find Your DocumentsPlan! 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

Clarity. Direction. Confidence. THANK YOU!Please be sure to fill out your session evaluation! BEST PRACTICES CONFERENCE SHAREPOINT

BEST PRACTICES CONFERENCE SHAREPOINT

http://localhost	18
http://aghy.hu	6
http://paper.li	1
http://www.aghy.hu	1

Enterprise Document Management in SharePoint 2010

by Agnes Molnar

Accessibility

Upload Details

Usage Rights

4 Embeds 26

Statistics

Enterprise Document Management in SharePoint 2010 Presentation Transcript