Organizing Documents in SharePoint 2010
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  • The SharePoint Server has gained a lot of popularity with the release of Microsoft Office SharePoint Server 2007. With the inclusion of document management and enterprise search capabilities, as well as Records Center and Excel Services modules, more and more companies are turning toward SharePoint in search of solutions to their business problems. With this growth comes big opening for business opportunities, but those who don’t have the right training approach stand to lose out on a customer’s or internal business units satisfaction.Some of the SharePoint environment roles are often defined as IT related, and information workers are often overlooked.Lack of training is the number one

Organizing Documents in SharePoint 2010 Presentation Transcript

  • 1. Best Practices for Organizing Documentsin SharePoint 2010
    Ágnes Molnár
    SharePoint Server MVP,
    Senior Solutions Consultant
  • 2. 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
  • 3. Sessions
  • 4. Agenda
    Introduction:
    SharePoint 2010 Capabilities for supporting Document Management
    Best Practices:
    Folders vs. Document Sets
    Metadata management
    Content Types
    Content Organizer Rules
  • 5. Document Management General Requirements
    Store, edit, organize, etc.
    Properties and metadata
    Version management
    Permission management
    Workflows
    Content Types
    Document Templates
    Extensibility
    Search – and Find...
    5
  • 6. SharePoint 2010 Capabilities
    Document Libraries & Folders
    Content Types
    Document Sets
    Metadata Management
    Document ID
    Workflows
    Content Organizer Rules
    Office 2010 Integration
    Office Web Apps
    SharePoint Workspace 2010
  • 7. Agenda
    Introduction:
    SharePoint 2010 Capabilities for supporting Document Management
    Best Practices:
    Folders vs. Document Sets
    Metadata management
    Content Types
    Content Organizer Rules
  • 8. Folders vs. Document Sets
    Document Sets:
    Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
  • 9. Folders vs. Document Sets
    Document_1
    Document_F1_1
    Document_2
    Document_F1_2
    Folder_1
    Document Library
    Folder_F1_1
    Folder_F1_1_1
    Document_F1_1_1_1
    Folder_2
    DocumentSet_F1_1
    Document_DS_F1_1_1
    Folder_3
    Document_DS1_1
    DocumentSet_1
    Document_DS1_2
  • 10. Folders vs. Document Sets
    Prefer Folders:
    If you need a hierarchy inside
    If you don’t need the extra capabilities of Document Sets
    Prefer Document Sets:
    If you don’t need hierarchy inside
    If you do need the extra capabilities
    For example:
    Contracts
    Project documents
    Usability studies
    Knowledge Management repositories
  • 11. Agenda
    Introduction:
    SharePoint 2010 Capabilities for supporting Document Management
    Best Practices:
    Folders vs. Document Sets
    Metadata management
    Content Types
    Content Organizer Rules
  • 12. Metadata Management
    Managed Metadata:
    A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.
    Benefits:
    Consistentuse of terminology
    Better search results
    Dynamic
  • 13. Metadata Management
  • 14. Metadata Management
    Best Practices for Metadata Management
    Has to be defined by the business!
    But usually they cannot Help but don’t drive!
    Users are not taxonomy experts - Teach them!
    Managing metadata
    Using metadata
    Think in managed metadata
    Build hierarchy – instead of flat term stores
    Be careful of legal requirements
  • 15. Agenda
    Introduction:
    SharePoint 2010 Capabilities for supporting Document Management
    Best Practices:
    Folders vs. Document Sets
    Metadatamanagement
    Content Types
    Content Organizer Rules
  • 16. Content Types
    Create Content Types at the top level of Site Collection – except if you have other business requirements
    Can be used on all sites
    Can be the parent of other content types
    Can be managed together
    Use your own Content Type groups instead of the default „Custom Content Types”
  • 17. Content Types
    Create your own „root” content types
  • 18. Content Types
    Organize the Templates into Template Libraries
  • 19. Content Types
    Organize the Templates into Template Libraries
  • 20. Agenda
    Introduction:
    SharePoint 2010 Capabilities for supporting Document Management
    Best Practices:
    Folders vs. Document Sets
    Metadatamanagement
    Content Types
    Content Organizer Rules
  • 21. Content Organizer Rules
    Property based rules
    Users don’t need to know where to save anymore
    Well organized content
    Searchability and Findability
  • 22. Content Organizer Rules
  • 23. Content Organizer Rules
  • 24. Content Organizer Rules
    Use if you have clear organizing requirements
    Deploy a good Search Architecture  Search Based Navigation
    Don’t forget to turn on the Content Organizer Feature – on the Target Site too!
    Don’t forget to implement Content Types in the Target Libraries
    Teach the users!
  • 25. Thank you!
    E-mail:aghy@aghy.hu
    Twitter:@molnaragnes
    Blog:http://aghy.hu