SHAREPOINT DOCUMENT LIBRARY DEEP                             DIVE          www.sectorlearning.com
A little background on thisdemo…                   Site Collection                   Future Marketing  Future HR Site     ...
About the Finance Department   Business Requirements       We need a Document Library to store lots of        documents,...
What is a Document Library?   A Document library is a file repository, that    exists within a SharePoint site – where yo...
Why would I use a DocumentLibrary?
Why would I use a DocumentLibrary?   Access to your files from anywhere, at anytime on almost anything. Skip    the VPN ...
Creating a Document Library   Show Me…
End Users… How do we get data inthere?   Upload (ick!), Upload Multiple (gulp!)   Create a New Document (more on that la...
Migration…   KISS   Really, you need all that junk?   Open with Explorer … but don‟t tell    everyone…
Backups and the Recycle Bin    Backup SQL! It is not the traditional file server    You have two “uh-oh‟s”              ...
Versioning   Major Versions   Minor Versions   Versioning is a good excuse for defining additional document    librarie...
Be Descriptive About Your Data   Add Columns (Type of Document, Related    Client, etc.)       Show Me… (Column “Type of...
Confidentiality - Send To!   Send a link to the document, not the document    itself   Limit the “Herbal Essences Effect...
Search   Find the document by name   Search lots of document types – using iFilters!   By Metadata/Columns (and check o...
Content Types   In relation to a Document Library, a Content Type’s attributes    include:      A document template the ...
Content Types - Example   Purchase Order Template Demo                                  Columns                          ...
Workflows…   If we have time…       We‟ll create a quick workflow, to notify the Office Manager *only*        if a new P...
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Sharepoint Document Library Deep Dive - a how to discussion

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Sharepoint Document Library Deep Dive - a how to discussion

  1. 1. SHAREPOINT DOCUMENT LIBRARY DEEP DIVE www.sectorlearning.com
  2. 2. A little background on thisdemo… Site Collection Future Marketing Future HR Site Site Finance Site Future Project Site(s)
  3. 3. About the Finance Department Business Requirements  We need a Document Library to store lots of documents, and find them easily  We need to migrate in some existing content from our file server  We want our files to be safe  We want to simplify versioning  We have some templates we want staff to utilize, particularly Purchase Orders  We want to limit exposure of our documents  We want to be able to tell, at a glance, what documents were worked on recently  We need a couple of other lists to manage our team (Contacts, Calendar, Issue Management)
  4. 4. What is a Document Library? A Document library is a file repository, that exists within a SharePoint site – where you put files A SharePoint list – with attachments Storehouse of file types
  5. 5. Why would I use a DocumentLibrary?
  6. 6. Why would I use a DocumentLibrary? Access to your files from anywhere, at anytime on almost anything. Skip the VPN Two Stage Recycle Bin Check-In/Check-Out Centralized Templates/Content Types Versioning - Both Major and Minor - "one copy of the truth!" Confidentiality - Send To! Search! Workflows Receive Email Attachments Notifications - Email, Workflows, RSS and the Dashboard
  7. 7. Creating a Document Library Show Me…
  8. 8. End Users… How do we get data inthere? Upload (ick!), Upload Multiple (gulp!) Create a New Document (more on that later…) WebDAV (Save as or „Publish‟ … to the website)  WebDAV = Web-based Distributed Authoring and Versioning  Real World: Email Attachments!  Create Network Locations Open in Explorer (Migration Considerations…) Scanning!
  9. 9. Migration… KISS Really, you need all that junk? Open with Explorer … but don‟t tell everyone…
  10. 10. Backups and the Recycle Bin  Backup SQL! It is not the traditional file server  You have two “uh-oh‟s” User Recycle Bin Site Collection Recycle Bin Backups ……did you know this applies to lists too? Try that with an Excel sheet!
  11. 11. Versioning Major Versions Minor Versions Versioning is a good excuse for defining additional document libraries. Who says you can’t have more than one?
  12. 12. Be Descriptive About Your Data Add Columns (Type of Document, Related Client, etc.)  Show Me… (Column “Type of Document”, Purchase Order, Receipt, Invoice, etc.)
  13. 13. Confidentiality - Send To! Send a link to the document, not the document itself Limit the “Herbal Essences Effect”  Show Me…
  14. 14. Search Find the document by name Search lots of document types – using iFilters! By Metadata/Columns (and check out the Ribbon Bar!)  Show Me…
  15. 15. Content Types In relation to a Document Library, a Content Type’s attributes include:  A document template the content will be based on  Columns that the content is associated with (metadata)  Workflows that the content will use  IRM policies that apply to the content
  16. 16. Content Types - Example Purchase Order Template Demo Columns (metadata) Document Purchase Workflows Template Order Policies (IRM)
  17. 17. Workflows… If we have time…  We‟ll create a quick workflow, to notify the Office Manager *only* if a new Purchase Order is added to the library

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