Sharepoint Document Library Deep Dive - a how to discussion
SHAREPOINT DOCUMENT LIBRARY DEEP DIVE www.sectorlearning.com
A little background on thisdemo… Site Collection Future Marketing Future HR Site Site Finance Site Future Project Site(s)
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)
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
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
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!
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” User Recycle Bin Site Collection Recycle Bin Backups ……did you know this applies to lists too? Try that with an Excel sheet!
Versioning Major Versions Minor Versions Versioning is a good excuse for defining additional document libraries. Who says you can’t have more than one?
Be Descriptive About Your Data Add Columns (Type of Document, Related Client, etc.) Show Me… (Column “Type of Document”, Purchase Order, Receipt, Invoice, etc.)
Confidentiality - Send To! Send a link to the document, not the document itself Limit the “Herbal Essences Effect” Show Me…
Search Find the document by name Search lots of document types – using iFilters! By Metadata/Columns (and check out the Ribbon Bar!) Show Me…
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
Content Types - Example Purchase Order Template Demo Columns (metadata) Document Purchase Workflows Template Order Policies (IRM)
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