A Beginner’s Guide to Document Management and Workflow in SharePoint

A Beginner’s Guide to Document Management and Workflow in SharePoint © DocumentManagementWorkflowInfo.com Table of Contents Electronic Document Management Systems basics ...................................................................... 3 Defining and using workflows (BPM) in EDM................................................................. 3 Defining folder structures in an EDRMS ...................................................................... 3 Defining document types and metadata in an EDRMS ..................................................... 3 Components of an Electronic Document Management System ........................................... 3 EDRMS: The difference between documents and records ................................................. 3 SharePoint Document Management ................................................................................................. 4 How to delete a SharePoint document library template or list template .................................. 4 How to add a version column to a SharePoint document library .......................................... 4 How to set the default document template on a SharePoint document library .......................... 4 Document Center site template available in WSS 3.0? ..................................................... 4 Design and create a document content type in SharePoint ................................................ 4 Using a User Tasks web part for collaboration and document approval in SharePoint ................ 4 How to create a SharePoint site column ...................................................................... 4 How to add a content type to a SharePoint document library .............................................. 5 How to enable check-in, check-out, and versioning on a SharePoint document library ................ 5 Adding a document template to a SharePoint document library using a content type.................. 5 Understanding the basics of content types in SharePoint .................................................. 5 SharePoint document management web parts: Relevant Documents .................................... 5 Defining document management metadata in SharePoint ................................................. 5 How to enable tree view navigation in WSS 3.0 ............................................................. 5 Workflow / Business Process Management ..................................................................................... 6 How to use the Update List Item action in a SharePoint Designer workflow ............................. 6 How do SharePoint workflows and SharePoint event handlers differ? ................................... 6 Debugging Visual Studio 2005 workflows for SharePoint .................................................. 6 Understanding the Define Workflow Lookup dialog in SharePoint Designer ............................ 6 How to create custom Visual Studio 2005 workflows for WSS 3 or Office SharePoint Server 2007 . 6 How to create a custom SharePoint Designer 2007 workflow ............................................. 6 How to enable a Visual Studio workflow on SharePoint and attach it to a document library .......... 6 How to manually deploy a Visual Studio 2005 workflow to SharePoint................................... 6 Adding a three-state workflow to a content type in SharePoint ............................................ 7 The basics of custom Visual Studio workflows for SharePoint ............................................. 7 How to set up a three-state workflow on a SharePoint document library................................. 7 Introduction to SharePoint workflows .......................................................................... 7

3 Ways to create workflows for WSS 3.0 and Office SharePoint 2007 ................................... 7 Standard out-of-the-box workflows in WSS 3.0 and Office SharePoint Server 2007 ................... 7 SharePoint basics ................................................................................................................................ 8 How to add a date difference column to a SharePoint list or library....................................... 8 Sample SharePoint workflows ........................................................................................................... 8 Format a date in a SharePoint workflow using a SharePoint formula..................................... 8 Format a date in a SharePoint Designer workflow using a custom action ............................... 8 Get a SharePoint list item GUID using a SharePoint Designer workflow ................................. 8 How to send an email alert containing a link to a SharePoint list item .................................... 8 Using a GUID to look up a SharePoint list item instead of an ID .......................................... 8 Using the Log to History List SharePoint workflow action for debugging ................................. 8 SharePoint Designer workflow: Create a new document based on a content type ..................... 8 4 Ways to set a date value in a SharePoint Designer workflow ........................................... 9 SharePoint Designer workflow: Move a document from one library to another ......................... 9 SharePoint Designer workflow: Allow users to enter an email address before running a workflow .. 9 How to perform date calculations and construct dynamic strings in a SharePoint Designer workflow ...................................................................................................................... 9 Visual Studio workflow: Copy a document from one SharePoint document library to another ........ 9 SharePoint Designer workflow: Send email when major versions of a document are checked-in .... 9 SharePoint Video Tutorials ............................................................................................................... 10 SharePoint Video Tutorial: Use a content type to add a document template to a SharePoint document library ................................................................................................ 10 How to move a SharePoint Document Library using a List Template................................... 10 Use a calculated field and two dependent workflows in SharePoint to format a date ................ 10 Custom SharePoint Designer workflow activity to format dates ......................................... 10 Get the GUID of a new SharePoint list item created in a SharePoint Designer workflow ............ 10 Retrieve the GUID of the Current Item in a SharePoint Designer workflow ............................ 10 Define an email message with a link for a new Task list item in SharePoint Designer ............... 10 Set the approval status of a SharePoint list item using a SharePoint Designer workflow ............ 11 Create a document review workflow in SharePoint Designer 2007 ..................................... 11

Electronic Document Management Systems basics Defining and using workflows (BPM) in EDM What is workflow? The term workflow can be broken down into two parts: Work = An activity towards the production or accomplishment of something, i.e., a goal. Flow = A course of successive events taken to achieve a goal or an outcome. In Document Management, workflow is generally used as a process to route electronic documents between entities. Entities can be people, departments, companies, or systems. Workflow is sometimes also called ... Defining folder structures in an EDRMS The use of folders in document management Once you have defined the document types and metadata for managing documents, you will need a way to categorize and group the documents. Folders are used as a storage mechanism in document management; they are used as containers to group and store documents. Folders should be created in such a way that they are intuitive ... Defining document types and metadata in an EDRMS Document types Document types describe the document's content in electronic form (such as an image) and the information associated with the document. You can use document types to index and categorize documents in an EDRMS. Indexing information in documents is commonly referred to as metadata. Metadata describes things such as the type of document, the creation date of the document, the filing date ... Components of an Electronic Document Management System Basic components of an EDMS The basic components of an Electronic Document Management System (EDMS) are: Document repository Check-in and check-out Version control and auditing Classification and indexing Search and retrieval Security Integration with desktop client applications The functionality of an Electronic Document Management System (EDMS) may be extended to include: Workflow Collaboration Archiving Imaging Records management Document repository Every EDMS should have a document repository. A document repository is a central location on a server ... EDRMS: The difference between documents and records What is EDRMS? EDRMS stands for Electronic Document and Records Management System. Document Management can be used to manage the lifecycle of documents in an organization, which includes the way documents are created, stored, reviewed, published, retrieved, disposed, and retained. Records Management is the act of: Determining when documents become records. Which documents need to be retained and for what period of time documents need ...

SharePoint Document Management How to delete a SharePoint document library template or list template A SharePoint document library template, not to be confused with a document template in a SharePoint document library, is a .stp file that contains the structure, views, and optionally the contents of a SharePoint document library. Likewise, a SharePoint list template is a file that defines the structure of a SharePoint list. Templates for both SharePoint libraries and lists are called ... How to add a version column to a SharePoint document library Introduction to versioning in SharePoint Document management systems should allow for the tracking and maintaining of versions of documents. Windows SharePoint Services (WSS) 3.0 and MOSS 2007 offer the possibility to maintain the history of the versions that each document goes through. While it is not enabled by default, you can enable versioning on SharePoint document libraries, and once you do, you ... How to set the default document template on a SharePoint document library The default document template on a SharePoint document library is defined as the document template of the first content type listed under the menu of the New button on the SharePoint document library. The importance of the order of document templates listed under the menu of the New button on a SharePoint document library becomes apparent when you want to use ... Document Center site template available in WSS 3.0? What is the Document Center? The Document Center is a site template that comes with Microsoft Office SharePoint Server (MOSS) 2007. It provides features for creating and managing large sets of documents. The Document Center is not available in WSS 3.0, but you can enable several of the features provided by the Document Center in MOSS 2007, in WSS 3.0. Enabling Document Center features in ... Design and create a document content type in SharePoint Document content types in SharePoint While SharePoint offers several types of site content types, the two most important content types for document management in SharePoint are used to create: Documents Folders Site content types used to create documents are called document content types, and those for folders, folder content types. Document and folder content types encapsulate the metadata, workflows, policies, and other settings of documents ... Using a User Tasks web part for collaboration and document approval in SharePoint It is common in document management scenarios to have multiple people approving a document. In such a case, you can assign a task to a user so that the user knows that there is a document for him/her to approve. The out-of-the-box (OOTB) Approval Workflow in Microsoft Office SharePoint Server 2007 uses this method to notify users that there is a ... How to create a SharePoint site column Site columns are used in SharePoint as metadata on documents. Document types in SharePoint are defined through content types. The scope of a site column, that is, the availability of a site column on SharePoint sites, depends on the SharePoint site you create the site column on. The availability of a site column follows the site hierarchy in SharePoint, which means ...

How to add a content type to a SharePoint document library You can use content types in SharePoint to define document types. Content types consist of site columns, which are used to define metadata of documents in SharePoint. Content types allow you to store documents of different types in the same SharePoint document library. For example, you can use content types to define multiple document templates on a SharePoint document library. Adding ... How to enable check-in, check-out, and versioning on a SharePoint document library Check-in and check-out Check-in and check-out in document management controls the editing of documents by multiple people. It ensures that only one person can edit a document at a time. To edit a document, a user would first have to check-out a document. This prevents anyone else from editing the document until that user checks the document back in. During the period that ... Adding a document template to a SharePoint document library using a content type You can use site content types to assign one or more document templates to a SharePoint document library. This means that you can create document templates that define the structure of documents and then add these document templates to a document library, so that users can create documents based on these document templates. Figure 1. Document templates assigned ... Understanding the basics of content types in SharePoint Document types and metadata in SharePoint Content types in SharePoint define document types in document management, while site columns in SharePoint define the metadata in document management. Since document types consist of metadata, content types consist of site columns. In SharePoint, a content type always inherits from a base content type. So when you create a content ... SharePoint document management web parts: Relevant Documents Introduction One of the Windows SharePoint Services (WSS) 3.0 out-of-the-box (OOTB) web parts you can use for document management in SharePoint is the Relevant Documents web part. The Relevant Documents web part helps you create a personalized view of the documents you (as the currently logged on user) are working with. The Relevant Documents web part allows you to: Display documents that were last ... Defining document management metadata in SharePoint Introduction to SharePoint site columns Site columns are at the core of document management in SharePoint. As mentioned in Defining document types and metadata in an EDRMS, you can use site columns in SharePoint to define metadata and content types to define the document types that make use of site columns. Site columns provide a central and reusable model for defining columns: You can ... How to enable tree view navigation in WSS 3.0 Introduction A document management system should allow for easy retrieval of documents. Part of being able to easily retrieve documents is being able to easily navigate documents. The flat folder structure of document libraries In SharePoint, documents are stored in documents libraries, and documents libraries can have many levels of folders and subfolders. But a SharePoint document library can only display documents and folders ...

Workflow / Business Process Management How to use the Update List Item action in a SharePoint Designer workflow The main goal of the Update List Item action in a SharePoint Designer workflow is to update the values of fields of one item that is located in a SharePoint list or a SharePoint document library. When you add an Update List Item action to a SharePoint Designer workflow the following phrase appears: Update item in this list And when you click on ... How do SharePoint workflows and SharePoint event handlers differ? Introduction A SharePoint event handler or event receiver is a piece of code that runs when an event, such as the adding, deleting, or changing of a SharePoint list item or document, takes place. They react to changes just like a SharePoint workflow can react to those same changes made to an item. SharePoint event handlers vs. SharePoint workflows The main differences between ... Debugging Visual Studio 2005 workflows for SharePoint If you're developing a SharePoint workflow in Visual Studio 2005 on the same machine where SharePoint is running, debugging the workflow is a 5-step process: Deploy your workflow to SharePoint. Set breakpoints in your workflow code. Set the Visual Studio debugger to attach to Workflow code. Attach the Visual Studio debugger to the w3wp.exe process for the SharePoint server to which the workflow has ... Understanding the Define Workflow Lookup dialog in SharePoint Designer Introduction You can use the Define Workflow Lookup dialog box in a SharePoint Designer workflow to look up data in: The current item the workflow is running on. A variable that is stored within the current workflow. A SharePoint list or library on the same site the workflow is running on. The Define Workflow Lookup dialog box displays one or two sections depending on the ... How to create custom Visual Studio 2005 workflows for WSS 3 or Office SharePoint Server 2007 Software required to create Visual Studio workflows for SharePoint Before you can start to create custom Visual Studio 2005 workflows that can run on a SharePoint server, you must install the following software: Windows Server 2003 (a server you can develop on) SQL Server 2005 (as a prerequisite for WSS 3.0) Windows SharePoint Services 3.0 Visual Studio 2005 Microsoft .NET Framework 3.0 Visual Studio 2005 Extensions for ... How to create a custom SharePoint Designer 2007 workflow Introduction to SharePoint Designer workflows If you want to know whether you should be using SharePoint Designer to design your workflows, you can read an article I previously wrote about when to choose a SharePoint Designer workflow and when an out-of-the-box SharePoint workflow or a custom Visual Studio workflow. Before you can create custom workflows in SharePoint Designer you must: Have access to ... How to enable a Visual Studio workflow on SharePoint and attach it to a document library Before you can use a Visual Studio workflow on a list, library, or content type in SharePoint, the workflow's feature must have been installed and activated on a SharePoint site. Checking whether a workflow has been installed and activated To check whether a workflow has been installed and activated: On the Site Actions menu of the root site of a SharePoint site collection, ... How to manually deploy a Visual Studio 2005 workflow to SharePoint

Steps for deploying a Visual Studio workflow to SharePoint Once you have created a Visual Studio workflow for SharePoint, you'll have to deploy it to SharePoint before you can attach it to a list or library. Deploying a Visual Studio workflow to SharePoint is a 3- step process: Install the DLL for your workflow into the Global Assembly Cache (GAC). Create the feature.xml and workflow.xml ... Adding a three-state workflow to a content type in SharePoint Introduction A content type in SharePoint can be seen as a document type in document management. The main benefit of using content types in SharePoint is that content types enable you to store different types of documents in one document library. In a previous article I showed you how to add a three-state workflow to a document library, but you can also add workflows to content types. Why add ... The basics of custom Visual Studio workflows for SharePoint Two types of workflows You can create two types of workflows in Visual Studio: Sequential State Machine Sequential workflows A sequential workflow consists of a set of activities, which are executed in a rigid, predefined manner. The work performed generally follows a predictable number of pathways. A good example of the application of a sequential workflow is a document approval process, where a document is modified ... How to set up a three-state workflow on a SharePoint document library About setting up a 3-state workflow in WSS 3.0 A three-state workflow can be used to track documents in a SharePoint document library by using 3 different states. Setting up a three-state workflow on a SharePoint document library is a 2-step process. You must: Create a Choice column or use an existing Choice column on the document library. Add a three-state workflow to the document library. 1. ... Introduction to SharePoint workflows Introduction As discussed in Defining and using workflows (BPM) in EDM, workflows are generally used in document management as processes to route electronic documents between people, departments, companies, or systems. The 2 base types of workflow There are two types of workflow: Collaborative processes Transactional processes Collaborative processes are driven by people and consist of an unknown number of steps. Examples of collaborative processes are: E-mail, ... 3 Ways to create workflows for WSS 3.0 and Office SharePoint 2007 Introduction Both in Windows SharePoint Server (WSS) 3.0 as Microsoft Office SharePoint Server (MOSS) 2007 you can either: Use out-of-the-box workflows, or Use SharePoint Designer 2007 to create custom workflows, or Use Visual Studio 2005 to create custom workflows Each method has its own advantages and disadvantages. Using out-of-the-box workflows I’ve previously discussed the standard out-of-the box workflows that are available in WSS and in MOSS. These workflows provide basic functionality ... Standard out-of-the-box workflows in WSS 3.0 and Office SharePoint Server 2007 Workflows in Windows SharePoint Services (WSS) 3.0 Windows SharePoint Services (WSS) 3.0 comes with only one workflow template out-of-the-box (OOTB): Three-state workflow Three-state workflow The Three-state workflow is a simple issue tracking workflow that shows the status of active and resolved issues. You can use this workflow to move a document along one or 3 states, for example a Pending, Approved, and Rejected state. The Three-state workflow works with ...

SharePoint basics How to add a date difference column to a SharePoint list or library Introduction Document Management almost always involve working with dates, such as start dates, end dates, due dates, etc. And often, you might want to perform date calculations, for example, to find out how many days are left before a due date arrives, that is, calculate the difference between two dates. You can create a calculated column in SharePoint to calculate date differences ... Sample SharePoint workflows Format a date in a SharePoint workflow using a SharePoint formula You can use a custom SharePoint Designer action to format a date in a workflow, but if you do not want to or cannot write code, you can also use a SharePoint Calculated column to format a date in the same SharePoint list a workflow is running on or in another SharePoint list. But whichever method you choose, you will have ... Format a date in a SharePoint Designer workflow using a custom action As you may already know, SharePoint Designer 2007 does not offer an out-of-the-box workflow action to be able to format dates. However, you can follow the instructions given in Building Custom Activities for Use in SharePoint Designer 2007 to create a custom workflow action that can be used in SharePoint Designer 2007 to format dates. Create the Workflow Activity Library project In ... Get a SharePoint list item GUID using a SharePoint Designer workflow GUIDs are the next best thing after IDs for being able to uniquely identify SharePoint list items, so you could use a GUID instead of an ID to look up a SharePoint list item. There are two occasions on which you might want to get the value of a GUID of a SharePoint list item in a SharePoint Designer workflow: If you ... How to send an email alert containing a link to a SharePoint list item SharePoint email alert scenario You have a SharePoint Tasks list in which new tasks are periodically created. You want to be able to send an email to the person assigned to the task and have the email contain a link to the task so that the assignee can easily click and open the task in SharePoint. Send an email message with a ... Using a GUID to look up a SharePoint list item instead of an ID Introduction I've previously written about the basics of defining a workflow lookup in SharePoint Designer. In that article, I also mentioned that you have to ensure that you use either a SharePoint list item ID or GUID to ensure that the item can be found. In this article, I'll create a sample workflow - actually 2 workflows - to demonstrate how you ... Using the Log to History List SharePoint workflow action for debugging Introduction You can use the Log to History List SharePoint Designer workflow action to write messages to the workflow history list during the lifetime of a workflow. These messages can serve as a way to report the status of the workflow back to the user. You can also use the Log to History List SharePoint Designer workflow action to debug a SharePoint ... SharePoint Designer workflow: Create a new document based on a content type Scenario You want to use a SharePoint Designer workflow to create a Word, Excel, or any other type of document that is based on a document template that was added as a

content type to a SharePoint document library. Solution You can use the Create List Item action in a SharePoint Designer workflow to create a new document that is based on a ... 4 Ways to set a date value in a SharePoint Designer workflow The values of dates in SharePoint Designer workflows can be static or dynamic, that is, you can set them to be a specific date (static), or you can calculate them or set them to the value of other date fields (dynamic). You have 4 options when it comes to setting the value of a date field in a SharePoint Designer ... SharePoint Designer workflow: Move a document from one library to another Scenario You have a document on which you want to start a workflow that will move the document from one document library to another. Solution Moving a document using a SharePoint Designer workflow involves copying the document to the SharePoint document library you want to move the document to, and then deleting the document from the current document library it is in. You can ... SharePoint Designer workflow: Allow users to enter an email address before running a workflow Scenario You want to select a document in a SharePoint document library, start a workflow on this document, enter an email address, and then click to send an email to the recipient who is required to approve the document. Solution You can use an initiation form in a SharePoint Designer workflow to enter an email address (or any other data) before the workflow ... How to perform date calculations and construct dynamic strings in a SharePoint Designer workflow Scenario When you store a document in a SharePoint document library named DepartmentDocs, you want to create a new list item in a Tasks lists named ProjectTasks. The new list item should have the name of the document in its Title and the due date of the new list item should be set to 3 days after the date the document ... Visual Studio workflow: Copy a document from one SharePoint document library to another Workflow description This article demonstrates how you can create a Visual Studio workflow that can be manually started on a document in a SharePoint document library to copy that document to another document library on the same or another SharePoint site. Creating the custom SharePoint workflow In SharePoint, create 2 document libraries: One to copy documents from and another one to store the copied documents ... SharePoint Designer workflow: Send email when major versions of a document are checked-in Scenario You want to be able to send an email to one or more users whenever a document is checked into a document library and a major version (e.g. version 1.0, 2.0, 3.0, etc.) is assigned to the document. Solution In SharePoint, ensure that versioning (major and minor versions) is enabled on the document library where the documents are stored. In SharePoint Designer, open the ...

SharePoint Video Tutorials SharePoint Video Tutorial: Use a content type to add a document template to a SharePoint document library The steps described in the video above can also be found in the following SharePoint document management article: Adding a document template to a SharePoint document library using a content type. In this SharePoint document management video you learned... How to create a custom SharePoint site content type based on the Document parent content type. How to assign a document template for an ... How to move a SharePoint Document Library using a List Template There are several ways to move documents that are stored in a SharePoint document library, some of which include manual copying or moving of documents, programmatically moving a SharePoint document library, or as the video above demonstrates, using a SharePoint list template to copy a SharePoint document library and its documents from one site to another. Please note that the method ... Use a calculated field and two dependent workflows in SharePoint to format a date Before you begin, you must know how to create a SharePoint Designer 2007 workflow. In this SharePoint Designer 2007 workflow demo you saw... How to define a formula on a SharePoint list column to format a date using workflows. How to create a SharePoint list item from within a SharePoint Designer workflow. How to set the value of fields in a SharePoint list item ... Custom SharePoint Designer workflow activity to format dates Before you begin, you must know how to create a SharePoint Designer 2007 workflow. In this SharePoint Designer 2007 workflow video you saw... How to use a custom activity in SharePoint Designer to format a date. How to look up and use a variable in a SharePoint Designer workflow. How to set the value of a field in the SharePoint list item that a ... Get the GUID of a new SharePoint list item created in a SharePoint Designer workflow Before you begin, you must know how to create a SharePoint Designer 2007 workflow. In this SharePoint Designer 2007 workflow video you learned... How to create a new SharePoint list item in a SharePoint Designer workflow and store the ID of the list item in a workflow variable. How to look up the GUID of a SharePoint list item that was created in ... Retrieve the GUID of the Current Item in a SharePoint Designer workflow Before you begin, you must know how to create a SharePoint Designer 2007 workflow. In this SharePoint Designer 2007 workflow video you learned... How to look up the GUID of the Current Item in a SharePoint Designer workflow. How to add and use the Log to History List action for debugging purposes. Define an email message with a link for a new Task list item in SharePoint Designer In this SharePoint Designer 2007 workflow video you learned... How to add and use the Send an Email action. How to define and configure an email message in a SharePoint Designer workflow. How to look up data in a SharePoint workflow when defining an email message. How to add a link to a SharePoint list item in the body of an email message of ...

Set the approval status of a SharePoint list item using a SharePoint Designer workflow In this SharePoint Designer 2007 workflow video you learned... How to create a new SharePoint Designer 2007 workflow. How to add a Condition to compare a field to a value. How to add a workflow step. How to create a conditional branch. How to add and use a Set Field in Current Item action. How to add and use an Assign a To-do Item action. How to ... Create a document review workflow in SharePoint Designer 2007 In this SharePoint Designer 2007 workflow video you learned... How to create a document review workflow in SharePoint Designer 2007. How to create a new SharePoint Designer 2007 workflow. How to attach a SharePoint Designer 2007 workflow to a SharePoint document library. How to use the Collect Data from a User workflow action. How to assign the users who should input data to the SharePoint ...

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A Beginner’s Guide to Document Management and Workflow in SharePoint

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