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SPConnections Amsterdam: Organizing Documents in SharePoint 2010
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SPConnections Amsterdam: Organizing Documents in SharePoint 2010

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  • 1. Agnes Molnar Best Practices for OrganizingDocuments in SharePoint 2010
  • 2. About Agnes Molnar• SharePoint Server MVP• Senior Solutions Consultant, BA Insight• Recognized blogger, speaker, writer• Web: http://www.bainsight.com• Blog: http://aghy.hu• Email: Agnes.Molnar@BAInsight.com• Twitter: @molnaragnes
  • 3. Agenda• Introduction: – SharePoint 2010 Capabilities for supporting Document Management• Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 4. Document Management General Requirements
  • 5. Document Management General Requirements• Store, edit, organize, etc.• Properties and metadata• Version management• Permission management• Workflows• Content Types• Document Templates• Extensibility• Office Web Apps / SharePoint Workspace• Search – and Find... 6
  • 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. Location: 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.
  • 8. Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 Document_DS_F1_1 DocumentSet_F1_1 _1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
  • 9. Content Types• Create your own „root” content types Document Document_Root Technical Contract Marketing Document Requirements Case Study User Manual Presentation System For Business Requirements Decision Makers Functional Requirements For Developers For Admins
  • 10. Content Types• Organize the Templates into Template Libraries
  • 11. Content Types• Organize the Templates into Template Libraries
  • 12. Content Organizer Rules• Property based rules• Users don’t need to know where to save anymore• Well organized content• Searchability and Findability
  • 13. 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!
  • 14. Metadata Management• Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: – Consistent use of terminology – Better search results – Dynamic
  • 15. Metadata ManagementList Columns Managed MetadataLocal term sets Global term setsManaged in the context Managed out of contextStatic DynamicManaged by admins Managed by owners Can be imported from CSV
  • 16. Metadata Management• Best Practices for Metadata Management – Has to be defined by the business!  Help but don’t drive! – Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata – Taxonomy vs. Folksonomy – Build hierarchy – instead of flat term stores – Be careful of legal requirements
  • 17. THANK YOU!E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu