SharePoint Saturday Speaker presentation on the SharePoint 2010 Content Organizer Feature. Explain the business values especially around enterprise sites. Also explain

1. SharePoint Saturday
Session
Keeping it organized with
SharePoint 2010 Content Organizer Feature
Saturday November 13, 2010
Roy Kim

2. SharePoint Saturday
SPONSORS

3. Agenda
 Introduction
 Content Organization Overview
 Business Scenario
 Content Organizer Functionality
 Content Organizer Settings & Rules
 Demo
 Extensibility: Custom Content Router
 Summary
 Questions

4. Introduction
 Roy Kim
 Currently working on implementation of
SharePoint 2010 internet site for public
sector.
 Several years of experience with
Microsoft and .NET
 2+ years with SharePoint
 Consulting experience: Infusion
(current), Accenture (past)
 U of T Grad – Computer Science
 MCSD, MCTS

5. Content Organization
Overview
 Automation in the organization of
documents to libraries and its folders.
 Organization is executed through rules
matched by content type and
metadata.
 One source drop off location to many
destinations.

6. Typical Content Management
Scenario
Site
Document
Library A
Subfolder
Subfolder Subfolder
Subfolder
Subfolder Subfolder
Document
Library B
Subfolder
Subfolder Subfolder
Subfolder
Subfolder Subfolder

7. Content Organization Challenges
 Assumption: Content stored
hierarchically
◦ Difficult to organize not knowing where
documents should go.
◦ Duplicated files in across different folders
◦ Misplaced files
◦ Files stored many “temp” folders

8. Content Organizer Business
Value
 Automated placement of content based on
metadata.
 Avoid duplicate content.
 Avoid misplaced content.
 Abstract away from destination locations for
users.
 Support Governance policies and processes to
guide and control how the organization uses the
technologies to accomplish content organization
goals.
 Increase ease of use of content management for
content authors.
 Contribute to overall information architecture
effectiveness.
 Scalable to Enterprise structure with many
libraries.

9. Content Organizer Feature
 Web level Feature Activation
 Creates a Drop Off Library
 Creates a Content Organizer Rules list
 Site Settings
◦ Content Organizer Settings
◦ Content Organizer Rules Settings
 Content Organizer Timer Jobs

10. Content Organizer Feature
Activated
Site
Document
Library
Subfolder
Subfolder Subfolder
Subfolder
Subfolder Subfolder
Document
Library
Subfolder
Subfolder Subfolder
Subfolder
Subfolder Subfolder
Drop Off
Library
Content
Organizer
Rules

11. Document
Library
Document
Library
Routing Scenario
Drop Off
Library
Document
Library
Folder A Folder B
Folder
A1
Folder
A2
Folder
B1
Folder
B2
Site
1) Upload
Document
Set Content Type
and metadata
2) Content
Organizer
Rule Routing
3) Auto-
foldering
CO Rules

12. Content Organizer Process
User creates document
in MS Office and/or
SharePoint Designer
Document Content Types
- Document
- Pages
- Images
Content
Type

13. Enterprise Scenario
Site
Site
Site
Site Site
Site
Site Site
Site
Site
Site Site
Site
Site Site
Drop Off
Library
Target
Librar
y
- Very Large number of sites and libraries

14. Demo:
Drop off Library to another site

15. Content Organizer
Configuration & Setup
 Activate Content Organizer Feature
for the Site (Web)
 Set Configuration Settings
 Add Content Types to the drop off
library
 Add Content Types to the destination
folders
 Add “Configure Send To Connections”
(if necessary)
 Add Content Organizer Rules

16. Content Organizer Settings

17. Content Organizer Settings
(cont’d)

18. Content Organizer Rules
 Routing mechanism to match based
on content type and metadata
properties.
 An implementation of a governance
policy.
 Rules saved in a list accessible
through ‘Site Settings’ page.

19. Content Organizer Rules
Settings

20. Content Organizer Rules
Settings
Cont’d

21. Demo: Setup HR Site

22. Extensibility:
Custom Content Router
 Extend the routing logic for a content
type with more functionality.
 Implement the CustomRouter class
and “register” through Feature
Activation code
 Examples
◦ Able to do custom auto foldering
◦ Populate metadata fields
◦ Lookup to other data sources
◦ Target multiple sites and folders

23. Custom Content Router:
Code Sample
using Microsoft.SharePoint;
using RecordsRepository =
Microsoft.Office.RecordsManagement.RecordsRepository;
public class MetadataRouter : ICustomRouter
{
CustomRouterResult ICustomRouter.OnSubmitFile(
EcmDocumentRoutingWeb contentOrganizerWeb,
string recordSeries, // Content type name
string userName,
Stream fileContent,
Microsoft.SharePoint.RecordsRepositoryProperty[] properties,
SPFolder finalFolder,
ref string resultDetails)
{
…
}
}

24. Register Custom Router
EcmDocumentRoutingWeb contentOrganizer
= new
EcmDocumentRoutingWeb(contentOrganizerSite);
contentOrganizer.AddCustomRouter(
customRouterName,
customRouterAssemblyName,
customRouterClassName );

25. Questions