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Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability
 

Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability

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  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • The types of files that you want to store and manage are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels. You need to apply different settings, such as versioning or approval, to different sets of files. You do not need to analyze the files together or receive consolidated updates about the files. You want to provide different sets of options for creating new files, or you want the options on the New menu of a library to appear in a different order.
  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • You can set the default content type of a library – and set that content type’s default values so that any item added to that library will automatically have metadata associated with it.
  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • Your group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date. People want to search for the files in the same location on a site. You want to apply the same settings to files, such as tracking versions of files or requiring approval. The groups that are working with the library share similar characteristics, such as the same levels of permission. You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening

Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability Presentation Transcript

  • Expert Tips and TricksIncreasing SharePoint DocumentManagement, Usability and EndUser Adoption Presented By: Richard Harbridge and Michal Cohen Twitter References: @Rharbridge and @Michal_harmonie #harmonieSP @Teamharmonie
  • Who am I?
  • SharePoint Containment Hierarchy Site Collections Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Folders and Document Sets Item Documents, Events, Pages, Custom Item, Image, etc. Metadata#harmonieSP @RHarbridge @Michal_harmonie &
  • Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  • Require Check Out or Don’t? OR#harmonieSP @RHarbridge @Michal_harmonie &
  • How do we do it? • Library tab • Library settings#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? Not Enabled By Default#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? You cannot edit multiple documents in datasheet view.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? Co-Authoring is disabled on libraries where check out is required.#harmonieSP @RHarbridge @Michal_harmonie &
  • Don’t Require Check Out? • Office 2007 and Office 2010 let’s the user know it is being used by someone else. • This eventually times out. (15 mins on XP – 60 mins on Vista/Win7) • Other formats dont notify user.#harmonieSP @RHarbridge @Michal_harmonie &
  • Require Check Out? • You do not need to co-author documents. • You do not need to bulk update metadata. • There is typically a high number of people updating the documents in this library. • Updates are made frequently to the same documents by different people.#harmonieSP @RHarbridge @Michal_harmonie &
  • Don’t Require Check Out? • You do need to co-author documents. • You do need to bulk update metadata. • There are few people updating documents in this library. • Updates are not made frequently to the same documents by different people.#harmonieSP @RHarbridge @Michal_harmonie &
  • Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  • List and Content Type Tip!#harmonieSP @RHarbridge @Michal_harmonie &
  • Default Content Types and Metadata Values#harmonieSP @RHarbridge @Michal_harmonie &
  • Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  • Folder or Metadata? OR#harmonieSP @RHarbridge @Michal_harmonie &
  • Folders and Default Values#harmonieSP @RHarbridge @Michal_harmonie &
  • The Contracts document library#harmonieSP @RHarbridge @Michal_harmonie &
  • Drill down into East folder#harmonieSP @RHarbridge @Michal_harmonie &
  • Drill down into Financial#harmonieSP @RHarbridge @Michal_harmonie &
  • Add a new document here#harmonieSP @RHarbridge @Michal_harmonie &
  • Note: Some metadata prefilled#harmonieSP @RHarbridge @Michal_harmonie &
  • How did we do that? • Library tab • Library settings#harmonieSP @RHarbridge @Michal_harmonie &
  • Column default value settings#harmonieSP @RHarbridge @Michal_harmonie &
  • Select a folder and set defaults • Note folder inheritance#harmonieSP @RHarbridge @Michal_harmonie &
  • Set the default value#harmonieSP @RHarbridge @Michal_harmonie &
  • Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  • Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  • Thank YouQuestions? Ideas? Feedback? Contact us: Twitter: @RHarbridge Blogs: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com
  • harmon.ie Next Steps• Download a 30-day evaluation of harmon.ie Enterprise Edition www.harmon.ie/Outlook/30dayeval• Contact a collaboration expert to discuss your Social Business/SharePoint project www.harmon.ie/contactExpert• Follow us on Twitter @Teamharmonie