Customizing SharePoint Content Publishing Approval Workflows

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SharePoint has a rich platform for the development of content based web sites. Included in the platform is the ability to create a solid information architecture and a robust approval process. This deck, delivered to a private audience in October of 2012 shows some of that power.

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  • Corporate LicenseMSL Courseware Library – 2 day courseThe SharePoint Shepherd Presents… The Psychology of SharePoint Adoption and EngagementPatterns and Practices SharePoint Guidance (http://www.microsoft.com/spg) – Book “Designing Solutions for Microsoft SharePoint 2010: Making the right architecture and implementation decisions”MSL Course 10232 Designing and Developing Microsoft SharePoint 2010 ApplicationsECM Implementers course – videos for free on Microsoft.com ask your rep about a 5 day class version.
  • Why I did it… having trouble timing training and user need...
  • Understanding Adoption and EngagementUnderstanding and Creating ChangeUnderstanding MotivationUnderstanding TrustDefining and Measuring the GoalBarriers to Change
  • How many are familiar with HTML? (Not writing)Multiple locations?
  • Publishing Views - Where does publishing fit into the process of developing a site, and how do we manage control/volume?Publishing Scenarios – No approval, manual approval, automated, batch, schedule
  • Show DestinationShow Article Page (note inheritance)Go back to DestinationAdd New Site Column / Show defines structure – use number for validation and limits
  • Show / Create Geography MMS FieldDiscussMultiple locations / TaggingTargeting news for regions (using higher levels)The idea of having “Areas” – i.e. Chicagoland – might include Gary
  • Master PagePage LayoutContent
  • Show Destination and Destination AltSwitch a page from one to another.DiscussNot changing underlying data, just appearanceDecoupling
  • Show Publishing Approval WF in SPDThe WF that happens when you submit a page for approval.OOTB one activity for approvalModified version reads a naughty word list (NFL Football Jersey words)If the post doesn’t include “naughty words” it’s automatically approved.Show Visual StudioActivitiesRead file into a stringCheck for tokensShow .ACTIONS fileShow Feature Receiver / Authorized TypesDemonstrate a good pageDemonstrate a bad pageShow OnMajorCheckInModify attributeChange to list attribute
  • Show Publishing Approval WF in SPDThe WF that happens when you submit a page for approval.OOTB one activity for approvalModified version reads a naughty word list (NFL Football Jersey words)If the post doesn’t include “naughty words” it’s automatically approved.Show Visual StudioActivitiesRead file into a stringCheck for tokensShow .ACTIONS fileShow Feature Receiver / Authorized TypesDemonstrate a good pageDemonstrate a bad pageShow OnMajorCheckInModify attributeChange to list attribute
  • Show Batch Approval WorkflowNote that it’s a Site Workflow (not an item workflow)Show the batch approval activityRun the workflow (View All Site Content Workflows)Show approved items in Destinations
  • Customizing SharePoint Content Publishing Approval Workflows

    1. 1. Customizing Content Publishing Approval Workflows Robert L. Bogue Rob.Bogue@ThorProjects.com (317) 844-5310
    2. 2. Who Am I? • 9 Year Microsoft MVP • Author of The SharePoint Shepherd’s Guide for End Users: 2010 and 21 other books • Lead Author for ECM Implementers Course
    3. 3. The SharePoint Shepherd’s Guide for End Users: 2010 • Content – Background Information – Decision Trees – 181 Tasks • Available Forms – Book (available where books are sold) – Corporate Licenses available for deployment to your intranet.
    4. 4. The Psychology of Adoption and Engagement • DVD format • 2 hours and 21 minutes of content • It’s the “thinking” about adoption (and engagement) • Cost $299.99 from http://www.SharePoint Shepherd.com
    5. 5. • Nine non-technical things you need to know to be successful in SharePoint • 57 Minutes • $99.99 www.sharepointcincy.com Nine Keys to SharePoint Success
    6. 6. WHO ARE YOU?
    7. 7. Agenda • SharePoint Content • SharePoint Publishing • SharePoint Workflow • Publishing Views • Publishing Scenarios • Content Promotion
    8. 8. SHAREPOINT CONTENT
    9. 9. SHAREPOINT SITE COLUMNS AND CONTENT TYPES DEMO
    10. 10. Content Types Managed Metadata
    11. 11. SHAREPOINT MANAGED METADATA DEMO
    12. 12. SHAREPOINT PUBLISHING
    13. 13. Avoiding Coupling • Visual Design ≠ Content • Minimize Effort For Visual Design Changes
    14. 14. PAGE LAYOUTS DEMO
    15. 15. Targeting • Managing signal-to- noise ratio to improve attention • Not security • Quickly becomes complex
    16. 16. Audiences • Attribute-based – More flexible (think interests) – Recompilation time lag • Don’t use for user changeable attributes – Recoverability issues • AD Groups – Group management issues
    17. 17. Targeting Types • Content Targeting • Web Part Targeting – Limit Web Parts to < 25 • Web Part Configuration – Users must configure • Custom Web Part Code
    18. 18. SHAREPOINT WORKFLOW “I’ve just got to get this rock to the top of the hill.” -Sisyphus
    19. 19. Workflow Options • Out of the Box / Web • Visio • SharePoint Designer • Visual Studio
    20. 20. Types of Designer Workflows • List (Classic) • Reusable (Content Type) • Site
    21. 21. CREATING WORKFLOWS DEMO
    22. 22. PUBLISHING VIEWS “I view publishing as a lost art” -Art
    23. 23. Look First, Language Later? • Most publishing site projects start with look and feel • Language – and the process of language – comes later. • You won’t launch your site with lorem ipsum
    24. 24. Process Control Single Approver No Approval
    25. 25. PUBLISHING SCENARIOS “There’s no scenario in which I could see myself in publishing.” - Scandal Victim
    26. 26. No Approval • User writes content and approves • Content is published immediately
    27. 27. One at a time (Manual) • User writes content • Content is edited • Content is approved and published
    28. 28. ONE AT A TIME APPROVAL WORKFLOW DEMO
    29. 29. Automatic Publishing / Screening • Sanity Checking Contents • Requiring Additional Reviews for some words • Per-Attribute/Targeting based approvals
    30. 30. AUTOMATIC SCREENING APPROVAL WORKFLOW DEMO
    31. 31. Scheduled • Must go live at a time • Examples: – Product Launch – Earnings Announcements
    32. 32. Batch Approval • A set of materials approved at one time • Examples: – Set of pages for a product (general, technical specs, etc.) – Update of a section of the site
    33. 33. BATCH APPROVAL WORKFLOW DEMO
    34. 34. CONTENT PROMOTION “You can promote me? Does that come with a raise?” -Confused Employee in a Live Meeting
    35. 35. Publishing Process Simplified?
    36. 36. Attribute • An attribute on content indicates “featured” • Display is CQWP with “Featured” • Concerns – Couples display to content – Doesn’t support multiple different featured locations – Difficult to set start/end times for featured
    37. 37. Control List • Create an entry in a featured list • CQWP query of control list • Benefits – Control scheduling – Decouple presentation and data • Concerns – Maintaining the data
    38. 38. PROMOTING CONTENT DEMO
    39. 39. PITFALLS
    40. 40. Multilingual • Significant rework if not addressed upfront • SharePoint doesn’t support different initial authoring languages (Out of the box)
    41. 41. Performance • Expect to make caching tradeoffs – Expect that you’ll want to have < 5 minute delays to go live • Don’t ask to have clients automatically get updates
    42. 42. THANK YOU Robert Bogue Rob.Bogue@ThorProjects.com (317) 844-5310

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