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    1. 1. Collaborating with Document Workspaces Anne Archambault - Program Manager March 13, 2003
    2. 2. Agenda <ul><li>Scenario & User Goals </li></ul><ul><li>DEMO </li></ul><ul><li>Shared Workspace Pane </li></ul><ul><li>Document Workspace </li></ul><ul><ul><li>Minimum </li></ul></ul><ul><ul><li>Minimum User Requirements </li></ul></ul><ul><ul><li>WSS Setup for Document Workspaces </li></ul></ul><ul><ul><li>Working with Multiple Workspaces </li></ul></ul><ul><ul><li>Integration with SharePoint Portal Server </li></ul></ul><ul><ul><li>Object Model </li></ul></ul><ul><ul><li>Policy Settings </li></ul></ul>
    3. 3. Typical Scenario <ul><li>User must co-author annual report </li></ul><ul><li>Deadline is in 2 weeks </li></ul><ul><li>Team includes a handful of contributors (writers, editor, designer, etc…) </li></ul><ul><li>Each contributor plays a different role and has a set of tasks to accomplish </li></ul><ul><li>Several additional resources beside the draft report itself (link to previous year’s report, pictures, budget, etc…) </li></ul><ul><li>Start over again every year </li></ul>
    4. 4. User Goals <ul><li>I need other people’s input: </li></ul><ul><ul><li>Comments & revisions </li></ul></ul><ul><ul><li>Live interactions (chats, meetings, etc…) </li></ul></ul><ul><ul><li>Related files and information </li></ul></ul><ul><li>I want to minimize overheads & delays </li></ul><ul><ul><li>Don’t want to setup a server </li></ul></ul><ul><ul><li>Avoid multiple forked versions </li></ul></ul><ul><ul><li>Avoid bottlenecks </li></ul></ul><ul><ul><li>Avoid document content being out of date </li></ul></ul><ul><ul><li>Work around file being locked </li></ul></ul><ul><li>I want to track progress </li></ul>
    5. 5. Ad-Hoc Collaborative Authoring Today <ul><li>**Email** </li></ul><ul><li>Authoring applications </li></ul><ul><ul><li>Word </li></ul></ul><ul><ul><li>Excel </li></ul></ul><ul><ul><li>PowerPoint </li></ul></ul><ul><li>Groupware tools (STS, Groove) </li></ul><ul><li>Real-time collaboration tools (instant messaging, conferencing, application sharing) </li></ul>
    6. 6. Ad-Hoc Collaborative Authoring Office 11 <ul><li>Combining the best approaches… </li></ul><ul><li>E-mail’s ease of getting started </li></ul><ul><li>WSS online file management and sharing </li></ul><ul><li>Editing functionality found in Office apps </li></ul><ul><li> = Document Workspaces!! </li></ul><ul><li>Capitalize on natural entry points </li></ul><ul><li>Supplement and integrate with existing tools </li></ul><ul><li>Minimize overhead of collaboration apparatus </li></ul><ul><li>Make organic growth straightforward -- from a shared attachement to a full-blown SharePoint team site </li></ul>
    7. 7. Document Workspaces Anne Archambault Program Manager Authoring Services
    8. 8. Shared Workspace Pane vs Document Workspaces <ul><li>Shared Workspace Task Pane Office task pane which brings the collaboration context from a WSS server into the editing environment </li></ul><ul><li>Document Workspaces Specialized WSS template that provides streamlined ad-hoc collaboration, offline document editing and syncing, and improved version control </li></ul>
    9. 9. Shared Workspace Pane vs Document Workspaces X X PowerPoint X Project X OneNote X X Visio X X Excel X X Word Document Workspace Shared Workspace pane
    10. 10. Shared Workspace Pane Integration with WSS <ul><li>Site membership </li></ul><ul><li>Lists: Tasks, Documents & Links </li></ul><ul><ul><li>Displays oldest list in the site (Tasks & Links) </li></ul></ul><ul><ul><li>Displays the document library the current document is a part of </li></ul></ul><ul><li>Versions History </li></ul><ul><li>Check-in / Check-out </li></ul><ul><li>Alert Me </li></ul><ul><li>WSS Properties </li></ul>
    11. 11. Minimum User Requirements * Internet Explorer 5.0+ or Navigator 6.2+ Must Have Must Have Email account Optional Optional Instant Messenger Optional Must Have Office 11 Must Have Right to create workspace Must Have Must Have Browser* Must Have Must Have Access to WSS v2 server Use Workspace Create Workspace
    12. 12. Entry Points to DWSs <ul><li>Outlook </li></ul><ul><ul><li>Shared Attachment option in the email Attachment pane </li></ul></ul><ul><li>Word / Excel / PowerPoint / Visio </li></ul><ul><ul><li>“ Create” button in the Shared Workspace pane </li></ul></ul><ul><li>Windows SharePoint Services </li></ul><ul><ul><li>“ Create Document Workspace” command in the document context menu </li></ul></ul><ul><ul><li>Create a new site and apply the DWS template </li></ul></ul>
    13. 13. Location Picker <ul><li>The location picker lists: </li></ul><ul><ul><li>“ My Site” – my personal site on SharePoint Portal </li></ul></ul><ul><ul><li>Up to 5 WSS sites where I recently created a workspace </li></ul></ul><ul><ul><li>Up to 5 WSS sites that I recently visited and where I have the right to create a workspace </li></ul></ul>
    14. 14. Fork and Publish to Source Windows SharePoint Server Document Workspace Create document workspace Publish to Source location Annual Report .doc Annual Report .doc
    15. 15. WSS Setup for Workspaces <ul><li>Administrators must grant right to create workspaces to site groups </li></ul><ul><li>Site Settings  </li></ul><ul><ul><li>Allow site and workspace creation </li></ul></ul>
    16. 16. WSS Setup for Workspaces <ul><li>Default </li></ul><ul><li> Only administrators can create new workspaces </li></ul><ul><li>Right to create workspaces is inherited </li></ul>
    17. 17. Managing Multiple Workspaces <ul><li>Each WSS site provides a list of subwebs grouped by template type </li></ul><ul><li>List only includes immediate subwebs </li></ul><ul><li>Site Settings  Manage Sites & Workspaces </li></ul>
    18. 18. Integration with SharePoint Portal <ul><li>“ My Site” is default location in picker </li></ul><ul><li>Special web part in “My Site” lists all workspaces </li></ul>
    19. 19. Shared Workspace Options <ul><li>Shared Workspace  Options </li></ul>10
    20. 20. Policy Setting <ul><li>Specify the location of “My Site” </li></ul><ul><li>Specify the MRU list for the location picker </li></ul><ul><li>Turn on/off the location discovery mechanism </li></ul><ul><li>Specify the Shared Workspace pane polling interval </li></ul><ul><li>Prevent/force the Shared Workspace pane from showing up automatically for WSS and DWS documents </li></ul><ul><li>Prevent/force the Shared Workspace pane from showing up automatically when there is important status information </li></ul><ul><li>Prevent/force the Attachment Options pane from showing up automatically </li></ul>
    21. 21. Object Model <ul><li>Programmatically provision a document workspace </li></ul><ul><li>Bulk manipulation of collaborative data </li></ul><ul><li>File synchronization </li></ul><ul><li>Object model does not drive the user interface </li></ul>
    22. 22. Partner Opportunities
    23. 23. <ul><li>Q&A </li></ul><ul><li>[email_address] </li></ul>
    24. 25. Deadlines <ul><li>Once the agenda is more complete, the IW partner team will send a meeting request to confirmed speakers to block their calendar. </li></ul><ul><li>February 28 - Draft 1 of PPTs is due by 5pm. Post in the &quot;Draft 1 PPTs&quot; folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx .  </li></ul><ul><li>March 3 to 7 - IW partner team will schedule 1on1 review sessions with speakers. </li></ul><ul><li>March 7 - Final draft of PPT is due by 5pm for inclusion in conf CD. Post in the “Final Drafts PPTs” folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx . </li></ul><ul><li>March 10 - Potential walk-through at Westin </li></ul><ul><li>March 11 to 13 - Actual Sessions at Airlift </li></ul>