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@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUM...
@sanspug
Quote from user
“Please don’t make me
learn new stuff,
I just want to get work
done! ”
End User from Legal
Depart...
@sanspug
The Bottom Line
 People just want to get work done
 Technology enable us to achieve results
 Learning is not s...
@sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instruc...
@sanspug
SharePoint
 The new SharePoint is all about getting things done
together.
 SharePoint has a lot of features, ca...
@sanspug
Common way to set up SharePoint for
dealing with documents
 Like a file share (folders and default view)
 1. Fo...
@sanspug
Common way to set up SharePoint for
dealing with documents
 Metadata instead of folders
 1. Unfamiliar to users...
@sanspug
The way to go
Folders Metadata
@sanspug
Concentrate more on outcomes
 Features
 Site Columns
 Manage Metadata
 Document Library
 Views
 Folders
 M...
@sanspug
Site Metadata
 Manage Metadata
 It’s a service for storing Terms and use those
terms to Tag content
 The goal ...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Term Store Management options
@sanspug
Site Columns
 Site columns are data type
definitions, centrally
managed and can be used
to reference a data valu...
@sanspug
Site Columns
SC 1
SC 1
SC 1
SC 2
SC 1
SC 2
SC 1
SC 2
SC 1
SC 1
Site Column 1
Site Column 2
Site Collection
Subsite
@sanspug
Site Column - Examples
Name Type Group Description
Topic Manage
Metadata
Intranet Columns Column that reference t...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Manage Metadata Term Store Creat...
@sanspug
Site Content Types
 Content Types are data structures
that represent a business entity,
they group Site Columns....
@sanspug
Site Content Types - Examples
Name Description
Proposal We can define a content type by the type of document that...
@sanspug
Legal
Document
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
Contract
 Title
 Author
 C...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Create Human Resource Document Content T...
@sanspug
Views
 Views allow us to visualize the
data in different way. Highly
flexible for create
representation of our c...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Modify All Documents view and create All...
@sanspug
Folders
 Folders are great for people that contribute with content.
Represent a hierarchical view of the data. F...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enhance existing folder and apply permis...
@sanspug
Metadata Navigation and Filtering
 Enables metadata-based
navigation and filtering.
 Provides tree view
hierarc...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enable Metadata Filtering feature and co...
@sanspug
Sync local copy
People like to work they way the know. So with
OneDrive for Business we can enable user to work
l...
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Sync files and validate metadata
@sanspug
Human Resource
Benefits 401K Recruiting
Leave of
Absence
Training Wellness
@sanspug
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing
Information
Purchasing
Cost and
Pricing
Engineering
D...
@sanspug
Metadata
 Document Type
 Customer Documents
 Cost and Pricing Information
 Engineering Document
 Contracts
...
@sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instruc...
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Enhance the way people collaborate with documents in SharePoint

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Learn those extra settings we can turn on to enhance the way people collaborate with documents in SharePoint. There is a set of out of the box settings available in a document library that we can configure to provide a friction free experience for document authors and content consumers.

Published in: Technology
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Enhance the way people collaborate with documents in SharePoint

  1. 1. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN SHAREPOINT Haaron Gonzalez Lead Solution Architect Hershey Technologies haarongonzalez@mvps.org http://twitter.com/haarongonzalez
  2. 2. @sanspug Quote from user “Please don’t make me learn new stuff, I just want to get work done! ” End User from Legal Department XYZ company
  3. 3. @sanspug The Bottom Line  People just want to get work done  Technology enable us to achieve results  Learning is not sequential, it’s a personal experience  Knowledge is interactive!  People learn things they decide to learn, no what teacher teach, keep in mind!  We no longer remember things we know we can find!
  4. 4. @sanspug Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd events  Blogger since 2005  Youtuber since 2008 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
  5. 5. @sanspug SharePoint  The new SharePoint is all about getting things done together.  SharePoint has a lot of features, capabilities, functionality available out of the box (OOB).  What I will cover today:  How to simplify a site and make effective use of OOB capabilities  Make sure SharePoint works well for the end user and try to maximize adoption  Focus on file management and user experience  Lots of demos!
  6. 6. @sanspug Common way to set up SharePoint for dealing with documents  Like a file share (folders and default view)  1. Folders – lots of clicking, single dimension for viewing  2. No metadata – no navigation, no search  Great for contributors, a nightmare for consumers @sjamFrom Scott Jamison slides
  7. 7. @sanspug Common way to set up SharePoint for dealing with documents  Metadata instead of folders  1. Unfamiliar to users  2. Forces users to add metadata (they’re lazy and will pick the 1st choice)  3. No good drag & drop & tag  4. No good offline experience  Great for consumers, a nightmare for contributors @sjamFrom Scott Jamison slides
  8. 8. @sanspug The way to go Folders Metadata
  9. 9. @sanspug Concentrate more on outcomes  Features  Site Columns  Manage Metadata  Document Library  Views  Folders  Manage Metadata Filtering  Column default value settings  Drag and Drop  Permissions  Manage Metadata  Term Set  Search  One Drive for Business  Better  Content organization  Content discovery  Content consumption  Content authoring  Content filtering  Content security  Content versioning  You named!
  10. 10. @sanspug Site Metadata  Manage Metadata  It’s a service for storing Terms and use those terms to Tag content  The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents  We can define terms in a hierarchy up to 7 nested levels  Companies use it to describe strategic terms or business topics that content can be related to  SharePoint offers a lot of integrated features for tagging content using terms and provide the basics for knowledge management
  11. 11. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Explore Term Store Management options
  12. 12. @sanspug Site Columns  Site columns are data type definitions, centrally managed and can be used to reference a data value on any a list or library in the site collection or sub site.
  13. 13. @sanspug Site Columns SC 1 SC 1 SC 1 SC 2 SC 1 SC 2 SC 1 SC 2 SC 1 SC 1 Site Column 1 Site Column 2 Site Collection Subsite
  14. 14. @sanspug Site Column - Examples Name Type Group Description Topic Manage Metadata Intranet Columns Column that reference the Topic Term Store Department Choice Intranet Columns List of departments Policy Type Choice Intranet Columns Regulatory, Internal, Miscellaneous Procedure Type Choice Intranet Columns Operational, Instruction, Manual, Recovery Form Type Choice Intranet Columns Request, to be determine. Report Type Choice Intranet Columns Production, Imaging, Financial, Compliancy Summary Text Intranet Columns General information column. Review Date Date Intranet Columns Review date. Publication Date Date Intranet Columns Publication date.
  15. 15. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Explore Manage Metadata Term Store Create Topic site column
  16. 16. @sanspug Site Content Types  Content Types are data structures that represent a business entity, they group Site Columns.  Content Types represent the different types of information and content existing on a site.  Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows.  Content Type support inheritance so you can re-use and extend settings In order to provide meaning and context to the content stored we need to define a set of Content Types that make sense to your business in order to provide a consistent approach for the type of content that the Intranet will support today and tomorrow.
  17. 17. @sanspug Site Content Types - Examples Name Description Proposal We can define a content type by the type of document that we represent, in this case a proposal. Human Resource We can define a content type based on the Department that will use it. So any document or file that exist in the Human Resource site can be easily identified Curriculum Marketing System Item Document Legal Document Contract Will Power of Attorney Estimate cost
  18. 18. @sanspug Legal Document  Title  Author  Created By  Created On  Topic (Manage Metadata) Contract  Title  Author  Created By  Created On  Topic (Manage Metadata)  Contract Type: Choice  Summary: Plain Text  Review By Date: Short date  Publication Date NDA  Title  Author  Created By  Created On  Topic (Manage Metadata)  Summary: Plain Text  Review By Date: Short date Estimate Cost  Title  Author  Created By  Created On  Topic (Manage Metadata)  Estimate Type: Choice  Amount: NUmber  Summary: Plain Text Lease  Title  Author  Created By  Created On  Topic (Manage Metadata)  Summary: Plain Text  Publication Date Site Content Types - Examples
  19. 19. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Create Human Resource Document Content Type and configure in document library
  20. 20. @sanspug Views  Views allow us to visualize the data in different way. Highly flexible for create representation of our content.  Use a view to display recent documents for content consumers and a another view to display folder structure for content creators
  21. 21. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Modify All Documents view and create All Folders view
  22. 22. @sanspug Folders  Folders are great for people that contribute with content. Represent a hierarchical view of the data. Folders are not so great for people that consume the content, they need to drill down in order to get what they want.  Three valid reasons for folders:  Security – Security Trimming  Location-based default values  SharePoint Library Sync & OneDrive for Business  We can associate Metadata terms to a folder hierarchy for auto default metadata values in content using Default Column Values
  23. 23. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Enhance existing folder and apply permissions
  24. 24. @sanspug Metadata Navigation and Filtering  Enables metadata-based navigation and filtering.  Provides tree view hierarchies and filter controls to improve navigation and filtering of the contained items
  25. 25. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Enable Metadata Filtering feature and configure in document library
  26. 26. @sanspug Sync local copy People like to work they way the know. So with OneDrive for Business we can enable user to work locally in offline mode, content creators will just drag and drop to local folder
  27. 27. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Sync files and validate metadata
  28. 28. @sanspug Human Resource Benefits 401K Recruiting Leave of Absence Training Wellness
  29. 29. @sanspug Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  30. 30. @sanspug Metadata  Document Type  Customer Documents  Cost and Pricing Information  Engineering Document  Contracts  Document Topic  RFQ  Specifications  SOW  Purchasing  Cost and Price  Technical Doc  Contractual Doc Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  31. 31. @sanspug Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd  Blogger since 2005 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez

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