SharePoint Saturday 2010 - SharePoint 2010 Content Organizer Feature


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

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SharePoint Saturday 2010 - SharePoint 2010 Content Organizer Feature

  1. 1. SharePoint Saturday Session Keeping it organized with SharePoint 2010 Content Organizer Feature Saturday November 13, 2010 Roy Kim
  2. 2. SharePoint Saturday SPONSORS
  3. 3. Agenda  Introduction  Content Organization Overview  Business Scenario  Content Organizer Functionality  Content Organizer Settings & Rules  Demo  Extensibility: Custom Content Router  Summary  Questions
  4. 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. 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. 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. 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. 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. 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. 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. 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. 12. Content Organizer Process User creates document in MS Office and/or SharePoint Designer Document Content Types - Document - Pages - Images Content Type
  13. 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. 14. Demo: Drop off Library to another site
  15. 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. 16. Content Organizer Settings
  17. 17. Content Organizer Settings (cont’d)
  18. 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. 19. Content Organizer Rules Settings
  20. 20. Content Organizer Rules Settings Cont’d
  21. 21. Demo: Setup HR Site
  22. 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. 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. 24. Register Custom Router EcmDocumentRoutingWeb contentOrganizer = new EcmDocumentRoutingWeb(contentOrganizerSite); contentOrganizer.AddCustomRouter( customRouterName, customRouterAssemblyName, customRouterClassName );
  25. 25. Questions