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Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
Advanced SharePoint Document Management with Multi-file Documents
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Advanced SharePoint Document Management with Multi-file Documents

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Implementing advanced SharePoint document management systems with virtual and compound documents. The presentation is best suited to content managers and information architects. The presentation …

Implementing advanced SharePoint document management systems with virtual and compound documents. The presentation is best suited to content managers and information architects. The presentation focuses on:
* Capabilities
* Usage scenarios
* Requirements
There is no code or configuration, but lessons learned from our implementation are covered.

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  • Re-architecting the Document Section Manager created a new entity in the network topology: the docBlock service appliance. The Document Section Manager service code now runs on a server completely isolated from the SharePoint farm. Only a thin service client is installed on the SharePoint farm. The service client invokes the docBlock SOAP service when document processing is required.
  • Transcript

    • 1. Advanced SharePoint Document Management with Multi-file Documents
      Implementing advanced SharePoint document management systems with virtual and compound documents
      Black Blade Associates, Inc.
      Info@BlackBladeInc.com
      +1-703-260-1111
    • 2. Eugene Rosenfeld
      Two-time MOSS 2007 MVP
      CTO, Black Blade Associateswww.BlackBladeInc.com
      BloggerThingsThatShouldbeEasy.blogspot.com
      erosenfeld@blackbladeinc.com
    • 3. About this presentation
      Session is best suited to content managers and information architects
      Focusing on:
      Capabilities
      Usage scenarios
      Requirements
      No code or configuration
      Lessons learned from our implementation
    • 4. Overview
      Convince you that you need multi-file document management
      Strategies for creating your own implementation
    • 5. Setting Expectations
      Advanced document management
      Not everyone needs or is ready for this
      Investment required
      3 – 12 months to implement
      Will require re-engineering business processes to get full value
    • 6. Primer: Collab vs. Doc Man
      Collaboration
      Document Management
      Quick to start
      Free-flow process
      Little control
      Live in the now
      Goal is to exchange information
      Benefits from greater planning
      Structured process
      Granular control
      Manages full document lifecycle
      Goal is to produce and manage a work product
      Collaboration should be part of the document management process
    • 7. What SharePoint can do now for document management
    • 8. Document Consumption
      Multiple readers
      Potential multi-format documents using document conversions
      Single permission set for entire document
      Search
    • 9. Document Authoring
      Single author, multiple readers
      Authoring with Microsoft Office
      Concurrency control (check in / out)
      Permissions
      Versioning
      Publishing
      Workflow
    • 10. Concurrent Authoring
      Requires everyone to use Office 2010 for full fidelity or use less capable web app
      Users can still get edit conflicts
      Must download full document to edit
      All authors have permissions to entire document
      Can not use check in / check out
      Bottom line: collaboration or review tool
    • 11. Document Management
      Organization (tagging, metadata, storage)
      Security
      Records
    • 12. Difficult to Implement Scenarios
      Authoring with partially-trusted users
      Partners, customers, vendors, anyone besides you
      Creating financial documents
      Data from financial system and human write up
      Ensure human doesn’t fudge financial data
      Enforcing document content compliance
      Ensure every employee offer has official NDA
      Which contracts have old version of dispute resolution content?
    • 13. My Assertion
      SharePoint DM limitations stem from single-file documents:
      All content for a document is stored in a single file
      SharePoint is constrained by the limits of each document’s file type
      Lessons from the web:
      Separating the elements of a web page (the document) into multiple files makes for a much stronger management system
    • 14. What are multi-file documents?
    • 15. What is a Multi-file Document?
      Single logical document
      Ex: a proposal, a book, a report, a presentation
      Divided into parts
      Stored as separate, but related files
      Ex: multiple chapters, slides, images, spreadsheets
      Work with the each document part separately or with the document as a whole
      Two main types: Virtual and Compound Documents
    • 16. Sample Multi-file Document
    • 17. Are Multi-file Documents New?
      No, just new to SharePoint
      You’ve already used multi-file documents
      HTML pages
      Reusable Content in SharePoint publishing pages
      OneNote notebooks
      Word compound documents
      FrameMaker documents
      TeX
      Source code
    • 18. What multi-file documents can do for you
    • 19. Multi-file Document Capabilities
      Better authoring
      Controlled concurrent authoring
      Reusable, live content
      Multiple authoring format with multiple consumption formats
      Granular management
      Enhanced version control / record management
      Granular permissions and auditing
      Targeted approval workflows
    • 20. New Usage Scenarios
      Team-based Authoring
      Authoring with External Users
      Geographically Distributed Authoring
      Sensitive Document Authoring
      Combined Automated and Human Authoring
      Brand management
      Compliance reporting
    • 21. Partial Trust Authoring
    • 22. Automated Systems Authoring
    • 23. New SharePoint Applications
      New usage scenarios enable new apps
      Proposal Builder
      Project Management
      Digital Asset Management
      Financial Reporting
      Book Authoring
      Brief Builder
      PDF Publisher
    • 24. Strategies for creating a multi-file document capability on SharePoint
    • 25. An Ideal Implementation
      Ok multi-file documents
      Ideal multi-file documents
      Require you to use special file formats. I.e.:
      Web pages require .HTML
      FrameMaker requires .MIF
      Require custom authoring apps or add-ins
      Special web app
      Office add-ins
      HTML editor
      FrameMaker
      Uses your existing file formats – no changes
      Word - .DOC, .DOCX
      PowerPoint - .PPT, .PPTX
      Use existing authoring apps – no add-ins
      MS Office
      OpenOffice
      WordPerfect
      Author as multi-file, distribute as single-file
    • 26. General Approach
      Completely server-side approach
      Use native document formats
      No custom apps or Office add-ins needed
      End result had to be a single file per document format
      Low operational and maintenance costs
      No data loss
    • 27. Components
      Document content data
      Document processing engine
      Process management
      User interface
    • 28. Document Content Data
      Options
      Store in SharePoint using folders
      Store in SharePoint using document sets
      Store in SharePoint using metadata
      Store in custom data store
      Final answer
      Store in SharePoint using metadata
      Heavy use of content types
    • 29. Document Sets as Documents
      Document Sets
      Multi-file Document
      Based on folder paradigm
      Can’t control order
      Flat list
      Requires SharePoint Server 2010
      Final product is a collection of documents
      Based on document paradigm
      Full ordering support
      Full hierarchy support
      Nice to have WSS / Server and 3.0 / 4.0 support
      Final product is a single document
    • 30. Document Processing Engine
      Options
      List item event receiver
      Workflow
      Timer job
      Windows service
      Stand-alone processing engine service
      Final answer
      Stand-alone processing engine service, loosely coupled to SharePoint using WCF services
    • 31. Process Management
      Options
      Document queue on processing engine service
      Document queue on SharePoint farm
      Final answer
      Document queue on both the SharePoint farm and the processing engine service
    • 32. User Interface
      Options
      Web parts
      Application pages
      UI on processing engine service with WSRP producer support
      Final answer
      List views
      Application pages
      UI on processing engine service but no WSRP
    • 33. Minimizing impact of SharePoint platform changes
    • 34. Platform Change Types
      Patch and service pack deployment
      .Net Framework changes
      Foundation / SharePoint server
      Windows Server updates
      SharePoint upgrade / migration
      Moving off of SharePoint
    • 35. Deploy less code to SharePoint!
      How
      SOA
      Why SOA?
      Service boundaries isolate most code from SharePoint platform – you want this!
      Less code deployed to SharePoint is less code that is affected by SharePoint platform changes
    • 36. What Code Goes Where?
    • 37. Original Application Architecture
    • 38. SOA Application Architecture
      15%
      85%
    • 39. Closing
    • 40. Summary
      You need multi-file document management, just like multi-file web content management
      Devote 3-12 months to build the capability
      Design with operations in mind – think SOA
      Remember: Document management means full life-cycle, not just authoring
      Need to re-engineer document management processes to leverage new capabilities

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