Top ten new ECM features in SharePoint 2013

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The Enterprise Content Management features in SharePoint have steadily improved with each new release of the platform. In this session, we will explore the top 10 new ECM features that have been added to SharePoint 2013, with an emphasis on "new". The session will include demos that showcase real-world examples of how each feature can be used to enhance the overall user experience when working with email, collaborative documents as well as official records.

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Top ten new ECM features in SharePoint 2013

  1. 1. Top Ten New ECM Features in SharePoint 2013 John F. Holliday President, SharePoint Architects, Inc. Level: Intermediate
  2. 2. About Me • SharePoint Consultant – Information Architecture – Content Analytics & System Design • Author, Instructor, Lecturer – SharePoint Development – Document & Records Management – Office Business Applications
  3. 3. ECM in SharePoint 2010 => 2013SharePoint2010 Digital Asset Management Human Centric Workflow Records Management Document Management Web Content Management Vendor 1: Archiving / Library Services Vendor 2: Scanning / Document Generation Document Management Records Management Web Content Management Digital Asset Management Archiving / Library Services Human Centric Workflow Scanning / Document Generation SharePoint 2013 Third-Party Vendor Eco-System
  4. 4. #10 - Bulk Metadata Editing Main Points • “DataSheet View” did not work well in SP2010 • Users are comfortable with the Excel user experience for entering data. • “Quick Edit” view brings the same experience to SP2013 Why It’s Important • Too many clicks leads to information loss. • Dramatically reduces the number of steps for entering critical metadata. • Tightly integrated with the Managed Metadata term store.
  5. 5. DEMO Bulk Metadata Editing
  6. 6. #9 - Managed Metadata Navigation Main Points • New option to create top and left navigation from a special managed metadata termset created for each site collection. • Two-way synchronization between the term store and links added manually. • Supports “friendly” urls. Why It’s Important • Term set provides simpler administration and ensures consistency. • Extended properties in the term store can be used to drive page behavior and other site- level functionality. • Friendly urls are more intuitive and better reflect the structure of content.
  7. 7. DEMO Managed Metadata Navigation
  8. 8. MMS Navigation: Additional Points • Navigation Terms Scoped to Site Collection – Does not show up in Central Admin • Allows Manual Editing of Links – Can get out of synch with the term store • Friendly URLs are not automatically synchronized – BUG => Requires manual updates to term store
  9. 9. #8 - Digital Asset Management Main Points • New content types for managing digital assets – Image, Audio, Video – Predefined Columns – Automatic Metadata Extraction • New “Asset Library” library app. – Defaults to Thumbnail View – Includes Overlay Callouts – Built-In Podcasting Support Why It’s Important • Simplifies the management of otherwise “opaque” media files – Consistent Metadata • Implements common functionality that would otherwise require third-party plugins.
  10. 10. DEMO Digital Asset Management
  11. 11. #7 - Search Result Types Main Points • Think of result types as “strongly typed” search results. – Can be associated with other things • Result Types work hand-in- hand with Display Templates – Items – Hover Panels Why It’s Important • Categorizing search results can be pain-staking and time- consuming. • Result Types let you create pre-defined associations for different kinds of content. • Display Templates let you create content-appropriate search experiences for end users.
  12. 12. Raw Search Results Different Types Result Type = “Microsoft PowerPoint”
  13. 13. Display Templates Result Type Item Display Template Hover Panel Display Template 1 2
  14. 14. Result Types Creation Select Display Templates • Copy an existing template • Edit HTML/JS Identify Scope • Farm, Site Collection or Site Create Result Type • Specify Name & Source • Specify Conditions & Custom Properties • Specify Display Templates
  15. 15. DEMO Search Result Types
  16. 16. #6 - Content By Search Web Part Main Points • Use the built-in Query Builder to associate the web part with a search query. • Select the Display Templates to be used to display the results. Why It’s Important • Simplifies the customization of query search results. – No need for XSLT • Query Builder simplifies the construction of complex queries.
  17. 17. Query Builder
  18. 18. DEMO Content Search Web Part
  19. 19. #5 - Content Enrichment Web Services Callouts Main Points • Custom pre-processor for managed properties (similar to FAST pipeline extension) • Can analyze content and modify or introduce new managed properties • Content analysis happens in a custom web service Why It’s Important • Raw indexing results may have inconsistent formatting • Default set of managed properties may not provide sufficient insight into results • Custom refiners can provide deeper insights and yield richer search experiences for end users
  20. 20. Content Enrichment Callout Architecture CRAWL CONTENT PROCESSING INDEX Document Parsing Word Breaking Entity Extraction WEB SERVICE Input Properties Output Properties “Trigger” Expression Content Enrichment
  21. 21. Content Enrichment Callouts: Additional Points • Everything Depends on Managed Properties – Mapping is not automatic. Requires literal mapping from crawled properties to managed properties. – Must tell SharePoint which specific managed properties to send to the service, and which ones to expect. – Managed properties must already be part of the search schema. • Applies only to “new” content – Callout does not happen for deletes or partial updates.
  22. 22. #4 - Cross-Site Publishing Main Points • Separates content authoring from branding and rendering. – Maintain content in authoring site collections – Display content in publishing site collections • Relies on Search Web parts to display published content – Can show integrated view of authored pages and list content Why It’s Important • Makes it easier to manage shared content across site collections using familiar WCM publishing techniques • Integrates the search infrastructure with publishing in a clean and consistent way.
  23. 23. Cross-Site Publishing Architecture
  24. 24. #3 - Site Mailboxes Main Points • Integrates SharePoint 2013 and Exchange 2013 within the Microsoft Outlook 2013 Client. • Designed specifically for team collaboration, scoped to individual shared projects. Why It’s Important • Teams need to deliver a shared set of project related artifacts. • Creates better parity between documents and emails. • Compliance policies can be applied consistently to all project artifacts.
  25. 25. Site Mailboxes
  26. 26. Site Mailboxes • Implemented as SharePoint Sites extended to receive and store messages sent to a corresponding Exchange Mailbox (via the SharePoint Site Mailbox App). • Enables site-level retention policies to be applied equally to related documents and email messages associated with a project. • Simplifies eDiscovery (and holds processing) for emails and documents.
  27. 27. Site Mailboxes: End User Benefits • Consolidated view of SharePoint and Exchange content from within Microsoft Outlook (familiar drag/drop interface). • Ability to route incoming emails directly into site mailbox (via email forwarding). • Handles attachments.
  28. 28. Site Mailboxes: Compliance Benefits • Retention policies can be managed at the site level for all project-related artifacts. • Emails (and documents) can be classified behind the scenes. – No need for end-users to deal with classification issues. • Site Mailboxes can be defined as Search Result Types – Participates directly in e-Discovery process. • Site Mailboxes are security trimmed in Outlook – Not visible if user is not a site (project) member.
  29. 29. Site Mailboxes: Limitations • No Metadata Tagging – Cannot capture email attributes as metadata • No Support for Document IDs or Links – Cannot attach SharePoint content to new emails • No Support for Automatic Versioning – Filename collisions may result in errors • No Support for Other Office Apps – Word, Excel, PowerPoint, Visio
  30. 30. Site Mailboxes: Additional Points • Runtime Services Requirements – User Profile Service with Profile Synchronization – Exchange Web Services • Special Configuration Requirements – Web Application requires SSL (https) – Must run in the default zone (with https enabled)
  31. 31. #2 Site-Level Retention Main Points • Driven by Policy – Create and attach policies to sites • Better control over site closure and deletion – Specially defined state called “Site Closure”. – Policy determines what happens when a site is closed. Why It’s Important • Fixes disparity between sites and the contents they contain. • Enables administrators to apply consistent rules to an entire site in addition to individual policies and retention rules.
  32. 32. DEMO Site Level Retention
  33. 33. #1 : E-Discovery Center Main Points • Build around Search and the concept of a “Case” – Associates search results with specific cases • De-couples “Lock Down” from the content database – Can package result set for export. – Protection depends on the content source. Why It’s Important • Enables litigation holds to be applied to many types of content. – SharePoint Documents – Email Messages – File Shares • Enables tight integration with multiple content sources without imposing additional constraints.
  34. 34. E-Discovery Steps Discovery Preservation Collection ProcessingReviewProduction 34 Send To Opposing Counsel Filter Prepare for Review Search Hold Export
  35. 35. E-Discovery Process Create Case Place Holds Refine Content Export Content Release Holds Close Case 35
  36. 36. DEMO E-Discovery Center
  37. 37. For More Info • WWW.SHAREPOINTARCHITECTS.US • WWW.JOHNHOLLIDAY.NET • www.johnholliday.net/in

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