How to do document conversion using Microsoft Sharepoint. Why we need it and what are the options.

1. Document Conversions,
why we need it and what are the options?
Colin Gardner
Kaboodle Software
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2. In this session
Foundations
Candidates for Conversion
The Technology Options
Summary and Conclusions

3. Foundations An Anatomy of Information Products
Information Product Media
The Document Lifecycle

4. An Anatomy of Information Products

5. A few examples
Document Scope Longevity Value
Organisational Transient Trivial
Team/Dept. Transient Important
Team/Dept. Semi-Permanent Important
Organisational Permanent Strategic
Organisational Semi-Permanent Strategic
Organisational &
External/Public
Permanent Strategic
External/Public Permanent Important

6. Information Product Delivery Mediums
http://howtocreateinformationproducts.com/informationproducts/index.php/what-types-
of-information-products-are-there/
Try to think of a document as information
that is delivered in a container
Information producers have different needs
to information consumers
Different containers are better suited for
different purposes
So why would we use the same container for
both producers and consumers?

7. Document Lifecycle
If it is accepted that needs of
information producers and consumers
are different (and archivists have their
own needs as well) we have a business
case for format conversion

8. Candidates for
Conversion
Above, Below and Beyond the Line
Format options, Word, pdf, xps, ePub, wikis
The good, the bad and ugly about wikis
What about the IM Nirvana of Currency
and Consistency?
Think renditions and not copies

9. Above, Below & Beyond the Line
Production
Retention/Disposal Utility

10. Format Options
Production
Consumption
Retention

11. Wikis: The Good the Bad and the Ugly
(Wikis in general and SharePoint Wikis Specifically)
The Good The Bad The Ugly

12. Wiki Woes for Content Authors

13. IM Nirvana: Currency and Consistency
The Nirvana state of Information Management is a
single source of truth for then we have:
• Currency: Everyone is working to most up to date information
• Consistency: Everyone is working with the same information
But surely if we create different copies of documents
(as we have to if we want them in different formats) then we risk
compromising currency and consistency

14. Think renditions not copies
IM Nirvana can be preserved if you have good
governance and good technology to support it
You can still have a single source of truth if:
Then we can work below the line for production and
use renditions to work above the line for consumption

15. Technology Options Microsoft Client: MS Office
Microsoft Server: Open XML SDK, Word
Services (demo)
3rd Party Extensions (Muhimbi, Adlib (demo),
Aspose, Kaboodle Converter (demo))
Kaboodle Word to Wiki (demo)

16. Microsoft Client: MS Office
This is the manual way
The problems with this are
Some OOTB assistance for copying but not conversion

17. Microsoft Server: Open XML SDK and
Word Service
Open XML SDK for document assembly
Word Services for conversion
Notes

18. Word Service Demo

19. 3rd Party Offerings

20. Muhimbi

21. Adlib

22. Adlib Demo

23. Aspose

24. Kaboodle

25. Kaboodle Renditions
Converter Demo

26. Renditions Word to Wiki

27. Renditions – in Summary
A family of 5 products that convert Word documents
and archive or replicate documents of any type
Is a commercial product but has a free unlimited trial
Word to Wiki is the only product (I know of) that:
Find out more and view my cheesy YouTube videos
from here http://www.kaboodlekonnect.com/renditions
Download it from here http://www.kaboodlekonnect.com/downloads

28. Wrap-up

29. A few lessons learnt

30. Question and Answer

31. References: Blog Posts and Downloads
Blog Posts
The case: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=8
Wiki Woes: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=9
Overview: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=13
Part 1: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=10
Part 2: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=11
Part 3: http://www.kaboodlekonnect.com/colin/Lists/Posts/Post.aspx?ID=12
This Presentation
Link from http://www.kaboodlekonnect.com/colin
Demo Solution (.wsp)
http://www.kaboodlekonnect.com/downloads/2013
Source Code (.zip)
http://www.kaboodlekonnect.com/downloads/2013

32. References
Word on the server – don’t do it
http://support.microsoft.com/kb/257757
What’s new in Word Automation Services
http://blogs.office.com/2012/09/26/whats-new-in-word-automation-services/
Open XML SDK
http://www.microsoft.com/en-au/download/details.aspx?id=30425
http://social.msdn.microsoft.com/Forums/office/en-US/home?forum=oxmlsdk
Scot Hillier - REST Service
http://code.msdn.microsoft.com/office/SharePoint-2013-Convert-1e0578a1#content

33. References: 3rd Party Products
Muhimbi
http://www.muhimbi.com/products/pdf-converter-for-sharepoint.aspx
ADLIB
http://www.adlibsoftware.com/products-and-solutions/solutions/document-to-pdf.
aspx
Aspose
http://www.aspose.com/sharepoint/total-component.aspx
Kaboodle Renditions
http://www.kaboodlekonnect.com/renditions

34. Come see me at SPC14
Santos Case Study
Integration of SharePoint
with Oracle Spatial
colin@kaboodle-software.com
http://www.kaboodlekonnect.com
http://www.kaboodlekonnect.com/colin

35. Thanks for listening
Remember to submit your feedback so you go in the
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36. Add finally, finally
Caitlin Gardner
http://www.caitlingardner.com.au
When I was Little
1.When I was little 2.Simple 3.Gone 4.Every word
5.Hours 6.Ceasefire 7.Faded colours
8.Before I called you mine
Produced by John Hilliard