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  • 1. Collaborating with Document Workspaces Anne Archambault - Program Manager March 13, 2003
  • 2. Agenda
    • Scenario & User Goals
    • DEMO
    • Shared Workspace Pane
    • Document Workspace
      • Minimum
      • Minimum User Requirements
      • WSS Setup for Document Workspaces
      • Working with Multiple Workspaces
      • Integration with SharePoint Portal Server
      • Object Model
      • Policy Settings
  • 3. Typical Scenario
    • User must co-author annual report
    • Deadline is in 2 weeks
    • Team includes a handful of contributors (writers, editor, designer, etc…)
    • Each contributor plays a different role and has a set of tasks to accomplish
    • Several additional resources beside the draft report itself (link to previous year’s report, pictures, budget, etc…)
    • Start over again every year
  • 4. User Goals
    • I need other people’s input:
      • Comments & revisions
      • Live interactions (chats, meetings, etc…)
      • Related files and information
    • I want to minimize overheads & delays
      • Don’t want to setup a server
      • Avoid multiple forked versions
      • Avoid bottlenecks
      • Avoid document content being out of date
      • Work around file being locked
    • I want to track progress
  • 5. Ad-Hoc Collaborative Authoring Today
    • **Email**
    • Authoring applications
      • Word
      • Excel
      • PowerPoint
    • Groupware tools (STS, Groove)
    • Real-time collaboration tools (instant messaging, conferencing, application sharing)
  • 6. Ad-Hoc Collaborative Authoring Office 11
    • Combining the best approaches…
    • E-mail’s ease of getting started
    • WSS online file management and sharing
    • Editing functionality found in Office apps
    • = Document Workspaces!!
    • Capitalize on natural entry points
    • Supplement and integrate with existing tools
    • Minimize overhead of collaboration apparatus
    • Make organic growth straightforward -- from a shared attachement to a full-blown SharePoint team site
  • 7. Document Workspaces Anne Archambault Program Manager Authoring Services
  • 8. Shared Workspace Pane vs Document Workspaces
    • Shared Workspace Task Pane Office task pane which brings the collaboration context from a WSS server into the editing environment
    • Document Workspaces Specialized WSS template that provides streamlined ad-hoc collaboration, offline document editing and syncing, and improved version control
  • 9. Shared Workspace Pane vs Document Workspaces X X PowerPoint X Project X OneNote X X Visio X X Excel X X Word Document Workspace Shared Workspace pane
  • 10. Shared Workspace Pane Integration with WSS
    • Site membership
    • Lists: Tasks, Documents & Links
      • Displays oldest list in the site (Tasks & Links)
      • Displays the document library the current document is a part of
    • Versions History
    • Check-in / Check-out
    • Alert Me
    • WSS Properties
  • 11. Minimum User Requirements * Internet Explorer 5.0+ or Navigator 6.2+ Must Have Must Have Email account Optional Optional Instant Messenger Optional Must Have Office 11 Must Have Right to create workspace Must Have Must Have Browser* Must Have Must Have Access to WSS v2 server Use Workspace Create Workspace
  • 12. Entry Points to DWSs
    • Outlook
      • Shared Attachment option in the email Attachment pane
    • Word / Excel / PowerPoint / Visio
      • “ Create” button in the Shared Workspace pane
    • Windows SharePoint Services
      • “ Create Document Workspace” command in the document context menu
      • Create a new site and apply the DWS template
  • 13. Location Picker
    • The location picker lists:
      • “ My Site” – my personal site on SharePoint Portal
      • Up to 5 WSS sites where I recently created a workspace
      • Up to 5 WSS sites that I recently visited and where I have the right to create a workspace
  • 14. Fork and Publish to Source Windows SharePoint Server Document Workspace Create document workspace Publish to Source location Annual Report .doc Annual Report .doc
  • 15. WSS Setup for Workspaces
    • Administrators must grant right to create workspaces to site groups
    • Site Settings 
      • Allow site and workspace creation
  • 16. WSS Setup for Workspaces
    • Default
    •  Only administrators can create new workspaces
    • Right to create workspaces is inherited
  • 17. Managing Multiple Workspaces
    • Each WSS site provides a list of subwebs grouped by template type
    • List only includes immediate subwebs
    • Site Settings  Manage Sites & Workspaces
  • 18. Integration with SharePoint Portal
    • “ My Site” is default location in picker
    • Special web part in “My Site” lists all workspaces
  • 19. Shared Workspace Options
    • Shared Workspace  Options
    10
  • 20. Policy Setting
    • Specify the location of “My Site”
    • Specify the MRU list for the location picker
    • Turn on/off the location discovery mechanism
    • Specify the Shared Workspace pane polling interval
    • Prevent/force the Shared Workspace pane from showing up automatically for WSS and DWS documents
    • Prevent/force the Shared Workspace pane from showing up automatically when there is important status information
    • Prevent/force the Attachment Options pane from showing up automatically
  • 21. Object Model
    • Programmatically provision a document workspace
    • Bulk manipulation of collaborative data
    • File synchronization
    • Object model does not drive the user interface
  • 22. Partner Opportunities
  • 23.
    • Q&A
    • [email_address]
  • 24.  
  • 25. Deadlines
    • Once the agenda is more complete, the IW partner team will send a meeting request to confirmed speakers to block their calendar.
    • February 28 - Draft 1 of PPTs is due by 5pm. Post in the "Draft 1 PPTs" folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx . 
    • March 3 to 7 - IW partner team will schedule 1on1 review sessions with speakers.
    • March 7 - Final draft of PPT is due by 5pm for inclusion in conf CD. Post in the “Final Drafts PPTs” folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx .
    • March 10 - Potential walk-through at Westin
    • March 11 to 13 - Actual Sessions at Airlift