LavaCon 2010: A Realistic Approach to Content Mangement Using Microsoft SharePointPresentation Transcript
A Realistic Approach to Content Management Using Microsoft SharePoint Dan Beall Product Manager ComponentOne
Realistic? Content management initiatives can be a huge investment of time, money, and resources. Huge investment = Huge risk This session will describe a way to implement a practical content management process without the investment. This is two-way discussion. Feel free to ask questions.
Purpose Give you ideas to get started with Content Management with tools that you already have or are easy to get. I learned the concepts here from my customers who were using SharePoint before we started working with it! Think of it as a poor man’s CMS!
What We Will Cover Why Use SharePoint? SharePoint’s Management Features SharePoint’s Translation Management Features Simple Scenario Using Doc-To-Help
Why SharePoint? Perfect platform for: Teamwork Access Workflow automation History Source control
Mythbusting: Let’s dispel the common myths
“SharePoint is hard to implement and our IT staff would never install it.” SharePoint is already installed on the majority of organizations’ networks. It’s just not being used. Check with your network administrator. It may already be available. SharePoint is easy to install. It starts by installing all the prerequisites and configuring the server for you and then installs the application itself. It will even automatically install and connect to SQL Server Express. To set up most of SharePoint’s features, you follow intuitive wizards.
“It would take me too long to learn to use SharePoint.” SharePoint is designed for the average computer user. Everything is menu driven and it is a member of the Microsoft Office family of products. If you can use Word, Excel®, and Outlook®, you will have no problem with SharePoint. SharePoint 2010 uses intuitive Silverlight® driven menus that make features very discoverable. The user experience is actually pleasant.
“SharePoint costs too much.” SharePoint is free! SharePoint has paid versions, but SharePoint Foundation 2010 (and its predecessor, Windows SharePoint Server 3.0) is free. Since SharePoint is so popular, self-help support information is everywhere. You can find training, tutorials, blogs, forums, and more in abundance.
SharePoint 101: Let’s examine the concepts related to content management
Content Management in SharePoint
“But you said Content Management” SharePoint stores everything in Document Libraries. Documents can be virtually any file. Content is stored in files. Document management = Content Management for our purposes. You get most content management principles.
Document Library: The Foundation Interface to open, view, and edit documents. Metadata that describes each document. Templates to create new documents. Permissions to control access.
Source/Version Control Convenient toolbar helps manage documents: Require that documents be checked out before editing. Version history. Version comparisons. Approval process. More!
Workflows Step 1 Step 2 Step 3 “In-the-Box” workflows automate processes: Work tracking Review/Approval Sign-off Translation Management Create your own: SharePoint Designer Visio Visual Studio
Translation Management! Really? Automate/track translation processes with a special Translation Management Library: Automatically create copies for each language Assign translation tasks to translators Compare versions
Let’s Take a Tour SharePoint’s base document management features
How Doc-To-Help and SharePoint Work Together: A Simple Example.