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Expert Tips and TricksIncreasing SharePoint DocumentManagement, Usability and EndUser Adoption             Presented By:  ...
Who am I?
SharePoint Containment Hierarchy                            Site Collections                                  Sites       ...
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default M...
Require Check Out or Don’t?                                   OR#harmonieSP @RHarbridge @Michal_harmonie   &
How do we do it?  • Library tab  • Library settings#harmonieSP @RHarbridge @Michal_harmonie   &
Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie   &
Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie   &
Require Check Out?                       Not Enabled By Default#harmonieSP @RHarbridge @Michal_harmonie        &
Require Check Out?                     When enabled bulk uploading                     or explorer view additions are     ...
Require Check Out?                     Work Around: Navigate to Manage                     Content and Structure and then ...
Require Check Out?                     You cannot edit multiple                     documents in datasheet view.#harmonieS...
Require Check Out?                     Work Around: By turning the require                     check out option off we can...
Require Check Out?                       Workflows and code must                       check the file out before being    ...
Require Check Out?                       When required check out is                       enabled ‘storing files to local ...
Require Check Out?                         Co-Authoring is disabled on                         libraries where check out i...
Don’t Require Check Out?      • Office 2007 and Office 2010 let’s the user know        it is being used by someone else.  ...
Require Check Out?    • You do not need to co-author documents.    • You do not need to bulk update metadata.    • There i...
Don’t Require Check Out?     • You do need to co-author documents.     • You do need to bulk update metadata.     • There ...
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default M...
List and Content Type Tip!#harmonieSP @RHarbridge @Michal_harmonie   &
Default Content Types and               Metadata Values#harmonieSP @RHarbridge @Michal_harmonie   &
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default M...
Folder or Metadata?                                   OR#harmonieSP @RHarbridge @Michal_harmonie   &
Folders and Default Values#harmonieSP @RHarbridge @Michal_harmonie   &
The Contracts document library#harmonieSP @RHarbridge @Michal_harmonie   &
Drill down into East folder#harmonieSP @RHarbridge @Michal_harmonie   &
Drill down into Financial#harmonieSP @RHarbridge @Michal_harmonie   &
Add a new document here#harmonieSP @RHarbridge @Michal_harmonie   &
Note: Some metadata prefilled#harmonieSP @RHarbridge @Michal_harmonie   &
How did we do that?  • Library tab  • Library settings#harmonieSP @RHarbridge @Michal_harmonie   &
Column default value settings#harmonieSP @RHarbridge @Michal_harmonie   &
Select a folder and set defaults  • Note folder inheritance#harmonieSP @RHarbridge @Michal_harmonie   &
Set the default value#harmonieSP @RHarbridge @Michal_harmonie   &
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default M...
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default M...
Thank YouQuestions? Ideas? Feedback? Contact us:   Twitter: @RHarbridge   Blogs: http://www.RHarbridge.com   Email: Ric...
harmon.ie Next Steps• Download a 30-day evaluation of harmon.ie Enterprise Edition          www.harmon.ie/Outlook/30dayeva...
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Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability

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Harmon.ie Webinar - SharePoint Tips and Tricks for Document Management, User Adoption and Usability

  1. 1. Expert Tips and TricksIncreasing SharePoint DocumentManagement, Usability and EndUser Adoption Presented By: Richard Harbridge and Michal Cohen Twitter References: @Rharbridge and @Michal_harmonie #harmonieSP @Teamharmonie
  2. 2. Who am I?
  3. 3. SharePoint Containment Hierarchy Site Collections Sites Team Sites, Publishing Sites, Meeting Workspaces, etc. Lists Doc Libraries, Pages, Calendars, Discussions, Surveys, etc. Folders and Document Sets Item Documents, Events, Pages, Custom Item, Image, etc. Metadata#harmonieSP @RHarbridge @Michal_harmonie &
  4. 4. Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  5. 5. Require Check Out or Don’t? OR#harmonieSP @RHarbridge @Michal_harmonie &
  6. 6. How do we do it? • Library tab • Library settings#harmonieSP @RHarbridge @Michal_harmonie &
  7. 7. Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie &
  8. 8. Require Check Out?#harmonieSP @RHarbridge @Michal_harmonie &
  9. 9. Require Check Out? Not Enabled By Default#harmonieSP @RHarbridge @Michal_harmonie &
  10. 10. Require Check Out? When enabled bulk uploading or explorer view additions are checked out by default. Pro?#harmonieSP @RHarbridge @Michal_harmonie &
  11. 11. Require Check Out? Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.#harmonieSP @RHarbridge @Michal_harmonie &
  12. 12. Require Check Out? You cannot edit multiple documents in datasheet view.#harmonieSP @RHarbridge @Michal_harmonie &
  13. 13. Require Check Out? Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.#harmonieSP @RHarbridge @Michal_harmonie &
  14. 14. Require Check Out? Workflows and code must check the file out before being able to update it/it’s metadata.#harmonieSP @RHarbridge @Michal_harmonie &
  15. 15. Require Check Out? When required check out is enabled ‘storing files to local drafts’ is an enabled option.#harmonieSP @RHarbridge @Michal_harmonie &
  16. 16. Require Check Out? Co-Authoring is disabled on libraries where check out is required.#harmonieSP @RHarbridge @Michal_harmonie &
  17. 17. Don’t Require Check Out? • Office 2007 and Office 2010 let’s the user know it is being used by someone else. • This eventually times out. (15 mins on XP – 60 mins on Vista/Win7) • Other formats dont notify user.#harmonieSP @RHarbridge @Michal_harmonie &
  18. 18. Require Check Out? • You do not need to co-author documents. • You do not need to bulk update metadata. • There is typically a high number of people updating the documents in this library. • Updates are made frequently to the same documents by different people.#harmonieSP @RHarbridge @Michal_harmonie &
  19. 19. Don’t Require Check Out? • You do need to co-author documents. • You do need to bulk update metadata. • There are few people updating documents in this library. • Updates are not made frequently to the same documents by different people.#harmonieSP @RHarbridge @Michal_harmonie &
  20. 20. Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  21. 21. List and Content Type Tip!#harmonieSP @RHarbridge @Michal_harmonie &
  22. 22. Default Content Types and Metadata Values#harmonieSP @RHarbridge @Michal_harmonie &
  23. 23. Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  24. 24. Folder or Metadata? OR#harmonieSP @RHarbridge @Michal_harmonie &
  25. 25. Folders and Default Values#harmonieSP @RHarbridge @Michal_harmonie &
  26. 26. The Contracts document library#harmonieSP @RHarbridge @Michal_harmonie &
  27. 27. Drill down into East folder#harmonieSP @RHarbridge @Michal_harmonie &
  28. 28. Drill down into Financial#harmonieSP @RHarbridge @Michal_harmonie &
  29. 29. Add a new document here#harmonieSP @RHarbridge @Michal_harmonie &
  30. 30. Note: Some metadata prefilled#harmonieSP @RHarbridge @Michal_harmonie &
  31. 31. How did we do that? • Library tab • Library settings#harmonieSP @RHarbridge @Michal_harmonie &
  32. 32. Column default value settings#harmonieSP @RHarbridge @Michal_harmonie &
  33. 33. Select a folder and set defaults • Note folder inheritance#harmonieSP @RHarbridge @Michal_harmonie &
  34. 34. Set the default value#harmonieSP @RHarbridge @Michal_harmonie &
  35. 35. Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  36. 36. Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata3. Folder Driven Default Metadata4. harmon.ie Demonstration5. Question and Answer Period
  37. 37. Thank YouQuestions? Ideas? Feedback? Contact us: Twitter: @RHarbridge Blogs: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com
  38. 38. harmon.ie Next Steps• Download a 30-day evaluation of harmon.ie Enterprise Edition www.harmon.ie/Outlook/30dayeval• Contact a collaboration expert to discuss your Social Business/SharePoint project www.harmon.ie/contactExpert• Follow us on Twitter @Teamharmonie

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