aOS Dublin - All about documents in O365 03/2017

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This document discusses document management in Office 365. It provides an overview of where documents are stored in Office 365, including personal documents, records/archives, internal/external sites. It then discusses using SharePoint as a document management system (DMS), highlighting its features like classification, permissions, workflows. It notes attention points for SharePoint DMS like treating documents as files with properties, file name rules. The document also covers archiving, permissions, storage and concludes with notes on using SharePoint as a DMS and limits to consider.

aOS Dublin
March 15th 2017
All about document management in Office 365
Sébastien PAULET
@SP_twit

aOS Dublin March 15th 2017
Speaker presentation
France
Enterprise Solutions
Architect
SPT Conseil
Speaker on
#DMS, #Archiving,
#SharePoint,
#Scrum, #Lean,
#Ergonomy
@SP_twit
Blog
https://sppublish.wordpress.com

aOS Dublin
March 15th 2017
Where documents go in Office 365?

aOS Dublin March 15th 2017
History…
Paper
Files
DMS
Collaborative
Social
1970 1980 1990 2000 2010

aOS Dublin March 15th 2017
Where documents go?
Web Site
Extranets
Intranet
DMS
Collaborative
Records
Management
…
No tools O365
Mini. TCO
O365
Personal
documents
Records / Archives
Internal
Public
External
Restricted
External
Public
Internal Restricted /
confidential formal
Internal Restricted /
confidential Informal

aOS Dublin March 15th 2017
Projets/typical business needs for a
Document Management System
• Paper flow digitalization (mail, invoices, etc.)
• Reglementary files
• Technical documentation
• Projects
• Process/procedures related documents, forms
…All mature processes

aOS Dublin March 15th 2017
Features
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore

aOS Dublin
March 15th 2017
SharePoint as a DMS

aOS Dublin March 15th 2017
SharePoint as a DMS
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore

aOS Dublin March 15th 2017
And also
• Sharing data (news, calendar, tasks, Wiki, …)
• 100% Office integrated
• Integrated publishing (portal, branding)
• Multimedia assets
• Totally integrated search engine
• Integrated ESN
• Integrated BI

aOS Dublin March 15th 2017
Attention point
Document = File + Properties (+ versions)
No attached files or renditions

aOS Dublin March 15th 2017
File rules
• Forbidden characters # % ?
• Unauthorized file formats
• URL length (260 characters max)
• No empty documents (0 byte)
• Maximum file size (10 Gb)

aOS Dublin March 15th 2017
Features
• Retention period
• In place document freeze (Records InPlace)
• Records mass storage (Records Center) ISO 15489 compliant
• Case management with integrated eDiscovery (SharePoint,
Exchange, Lync, FileSystems)

aOS Dublin March 15th 2017
Limitations
• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)
• Document location (country)

aOS Dublin March 15th 2017
Workflows
• Standards Workflows
• Custom process : SharePoint Designer
• Tiny individual process : Flow
• Custom form : Infopath
• Mobile app : Power Apps
• Custom actions : Visual Studio

aOS Dublin March 15th 2017
Attention points
• No loops
• Document attached Workflow
• No delegation mecanism

aOS Dublin March 15th 2017
Information organization

aOS Dublin March 15th 2017
Compared with classical DMS
• No content type related permissions
• No metadata based permissions
• No permissions on document metadata

aOS Dublin March 15th 2017
Limitations
• Up to 5 000 documents in the same view
• Up to 5(0) 000 security scopes per document library
• Up to 30 000 000 documents per library
• Max 2000 subsites / site collection
• Storage location (for legal purpose)
• Files max size
• For site collections online … pooled storage (25Tb+)

aOS Dublin March 15th 2017
Keep in mind
• DMS YES and even more!
• Keep permission rules simple and stupid (impact on information
architecture)
• If necessary, replace workflow engine, or wait for Flow evolutions
• Beware of special charaters in file names…
• Volumetry boundaries which impact information architecture

aOS Dublin March 15th 2017
Limits by version

aOS Dublin March 15th 2017
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Chirag Patel presented on building the perfect Office 365 tenant at the SharePoint Saturday Belgium 2017 conference. The presentation covered topics such as Office 365 environments, deployment advisors, adoption strategies, SharePoint Online, Office 365 groups, conditional access, and Office 365 releases and support. Chirag discussed tools for setting up development and test environments in Office 365, using deployment advisors to plan implementations, and adoption tools like FastTrack. He also reviewed SharePoint Online concepts and migration options, how to manage Office 365 groups, and conditional access policies. The presentation provided an overview of building and managing an Office 365 tenant.

Building the Perfect Office 365 Tenant - SharePoint Saturday Belgium 2017 #SPSBE

Chirag Patel

Office 365 has come a long way with tons of productivity apps and tools and enticing features to help businesses stay ahead of their competitors with two-speed IT providers. There is a lot of information and guidance out there but it can be difficult to follow the right direction and approach to implementing Office 365 for your organisation. This session will walk through the process of getting you started giving you an overview of all the capabilities, components and common scenarios that require consideration for successfully building your Office 365 tenant.

search driven intranets

Jeff Fried

This document summarizes Jeff Fried's presentation on search-driven intranets using SharePoint and Office 365. The presentation covered major trends in intranets, options for implementing intranets, and how search can provide a unified view of content and bridge across information silos. It demonstrated dynamic search pages, presentation of dynamic content, and finding people as content. The presentation concluded by discussing how nearly every intranet will need connectivity, structure, and context to supplement out-of-the-box SharePoint and Office 365 capabilities.

Trivadis TechEvent 2017 Office365@tvd IT News by Trivadis IT

Trivadis

This document provides information on Office 365 usage at Trivadis, upcoming IT projects, and a new cloud workplace management solution called Matrix42. Key points include: - OneDrive and OneNote usage policies and migration steps for personal and business data. - Upcoming replacements of Microsoft Stream for the video portal and potential rollout of Microsoft Teams and Planner. - An IT survey covering areas like collaboration tools, business applications, and communications from IT. - Major IT projects for 2017-2018 like a Trivadis cloud upgrade, enterprise search implementation, and data backup infrastructure renewal. - A presentation on the new Matrix42 solution for mobile device management, workspace management, and asset and

aOS Community Aachen - Service request management with the Nintex Workflow Pl...

Jan von Reith

Jan von Reith from HanseVision gave a presentation on using the Nintex Workflow Platform for service request management. He demonstrated how to create a workflow in Nintex that automates a simple service request process, including updating statuses, assigning tasks to employees, and notifying customers. Nintex allows users to automate processes across different systems without coding by providing an intuitive and powerful workflow platform.

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