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Advanced SharePoint Document Management with Multi-file Documents


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Implementing advanced SharePoint document management systems with virtual and compound documents. The presentation is best suited to content managers and information architects. The presentation focuses on:
* Capabilities
* Usage scenarios
* Requirements
There is no code or configuration, but lessons learned from our implementation are covered.

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Advanced SharePoint Document Management with Multi-file Documents

  1. 1. Advanced SharePoint Document Management with Multi-file Documents<br />Implementing advanced SharePoint document management systems with virtual and compound documents<br />Black Blade Associates, Inc.<br /><br />+1-703-260-1111<br />
  2. 2. Eugene Rosenfeld<br />Two-time MOSS 2007 MVP<br />CTO, Black Blade<br /><br /><br />
  3. 3. About this presentation<br />Session is best suited to content managers and information architects<br />Focusing on:<br />Capabilities <br />Usage scenarios<br />Requirements<br />No code or configuration<br />Lessons learned from our implementation<br />
  4. 4. Overview<br />Convince you that you need multi-file document management<br />Strategies for creating your own implementation<br />
  5. 5. Setting Expectations<br />Advanced document management<br />Not everyone needs or is ready for this<br />Investment required<br />3 – 12 months to implement<br />Will require re-engineering business processes to get full value<br />
  6. 6. Primer: Collab vs. Doc Man<br />Collaboration<br />Document Management<br />Quick to start<br />Free-flow process<br />Little control<br />Live in the now<br />Goal is to exchange information<br />Benefits from greater planning<br />Structured process<br />Granular control<br />Manages full document lifecycle<br />Goal is to produce and manage a work product<br />Collaboration should be part of the document management process<br />
  7. 7. What SharePoint can do now for document management<br />
  8. 8. Document Consumption<br />Multiple readers<br />Potential multi-format documents using document conversions<br />Single permission set for entire document<br />Search <br />
  9. 9. Document Authoring<br />Single author, multiple readers<br />Authoring with Microsoft Office<br />Concurrency control (check in / out)<br />Permissions <br />Versioning<br />Publishing <br />Workflow<br />
  10. 10. Concurrent Authoring<br />Requires everyone to use Office 2010 for full fidelity or use less capable web app<br />Users can still get edit conflicts<br />Must download full document to edit<br />All authors have permissions to entire document<br />Can not use check in / check out<br />Bottom line: collaboration or review tool<br />
  11. 11. Document Management<br />Organization (tagging, metadata, storage)<br />Security<br />Records<br />
  12. 12. Difficult to Implement Scenarios<br />Authoring with partially-trusted users<br />Partners, customers, vendors, anyone besides you<br />Creating financial documents<br />Data from financial system and human write up<br />Ensure human doesn’t fudge financial data<br />Enforcing document content compliance<br />Ensure every employee offer has official NDA<br />Which contracts have old version of dispute resolution content?<br />
  13. 13. My Assertion<br />SharePoint DM limitations stem from single-file documents:<br />All content for a document is stored in a single file<br />SharePoint is constrained by the limits of each document’s file type<br />Lessons from the web:<br />Separating the elements of a web page (the document) into multiple files makes for a much stronger management system<br />
  14. 14. What are multi-file documents?<br />
  15. 15. What is a Multi-file Document?<br />Single logical document<br />Ex: a proposal, a book, a report, a presentation<br />Divided into parts<br />Stored as separate, but related files<br />Ex: multiple chapters, slides, images, spreadsheets<br />Work with the each document part separately or with the document as a whole<br />Two main types: Virtual and Compound Documents<br />
  16. 16. Sample Multi-file Document<br />
  17. 17. Are Multi-file Documents New?<br />No, just new to SharePoint <br />You’ve already used multi-file documents<br />HTML pages<br />Reusable Content in SharePoint publishing pages<br />OneNote notebooks<br />Word compound documents<br />FrameMaker documents<br />TeX<br />Source code<br />
  18. 18. What multi-file documents can do for you<br />
  19. 19. Multi-file Document Capabilities<br />Better authoring<br />Controlled concurrent authoring<br />Reusable, live content<br />Multiple authoring format with multiple consumption formats<br />Granular management<br />Enhanced version control / record management<br />Granular permissions and auditing<br />Targeted approval workflows<br />
  20. 20. New Usage Scenarios<br />Team-based Authoring<br />Authoring with External Users<br />Geographically Distributed Authoring<br />Sensitive Document Authoring<br />Combined Automated and Human Authoring<br />Brand management<br />Compliance reporting<br />
  21. 21. Partial Trust Authoring<br />
  22. 22. Automated Systems Authoring<br />
  23. 23. New SharePoint Applications<br />New usage scenarios enable new apps<br />Proposal Builder<br />Project Management<br />Digital Asset Management<br />Financial Reporting<br />Book Authoring<br />Brief Builder<br />PDF Publisher<br />
  24. 24. Strategies for creating a multi-file document capability on SharePoint<br />
  25. 25. An Ideal Implementation<br />Ok multi-file documents<br />Ideal multi-file documents<br />Require you to use special file formats. I.e.:<br />Web pages require .HTML<br />FrameMaker requires .MIF<br />Require custom authoring apps or add-ins<br />Special web app<br />Office add-ins<br />HTML editor<br />FrameMaker<br />Uses your existing file formats – no changes<br />Word - .DOC, .DOCX<br />PowerPoint - .PPT, .PPTX<br />Use existing authoring apps – no add-ins<br />MS Office<br />OpenOffice<br />WordPerfect<br />Author as multi-file, distribute as single-file<br />
  26. 26. General Approach<br />Completely server-side approach<br />Use native document formats<br />No custom apps or Office add-ins needed<br />End result had to be a single file per document format<br />Low operational and maintenance costs<br />No data loss<br />
  27. 27. Components <br />Document content data<br />Document processing engine<br />Process management <br />User interface<br />
  28. 28. Document Content Data<br />Options<br />Store in SharePoint using folders<br />Store in SharePoint using document sets<br />Store in SharePoint using metadata<br />Store in custom data store<br />Final answer<br />Store in SharePoint using metadata<br />Heavy use of content types<br />
  29. 29. Document Sets as Documents<br />Document Sets<br />Multi-file Document<br />Based on folder paradigm<br />Can’t control order<br />Flat list<br />Requires SharePoint Server 2010<br />Final product is a collection of documents<br />Based on document paradigm<br />Full ordering support<br />Full hierarchy support<br />Nice to have WSS / Server and 3.0 / 4.0 support<br />Final product is a single document<br />
  30. 30. Document Processing Engine<br />Options<br />List item event receiver<br />Workflow<br />Timer job<br />Windows service<br />Stand-alone processing engine service<br />Final answer<br />Stand-alone processing engine service, loosely coupled to SharePoint using WCF services<br />
  31. 31. Process Management <br />Options<br />Document queue on processing engine service<br />Document queue on SharePoint farm<br />Final answer<br />Document queue on both the SharePoint farm and the processing engine service<br />
  32. 32. User Interface<br />Options<br />Web parts<br />Application pages<br />UI on processing engine service with WSRP producer support<br />Final answer<br />List views<br />Application pages<br />UI on processing engine service but no WSRP<br />
  33. 33. Minimizing impact of SharePoint platform changes<br />
  34. 34. Platform Change Types<br />Patch and service pack deployment<br />.Net Framework changes<br />Foundation / SharePoint server<br />Windows Server updates<br />SharePoint upgrade / migration<br />Moving off of SharePoint <br />
  35. 35. Deploy less code to SharePoint!<br />How<br />SOA<br />Why SOA?<br />Service boundaries isolate most code from SharePoint platform – you want this!<br />Less code deployed to SharePoint is less code that is affected by SharePoint platform changes<br />
  36. 36. What Code Goes Where?<br />
  37. 37. Original Application Architecture<br />
  38. 38. SOA Application Architecture<br />15%<br />85%<br />
  39. 39. Closing<br />
  40. 40. Summary<br />You need multi-file document management, just like multi-file web content management<br />Devote 3-12 months to build the capability <br />Design with operations in mind – think SOA<br />Remember: Document management means full life-cycle, not just authoring<br />Need to re-engineer document management processes to leverage new capabilities<br />