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Leave the Fileshare, and join the Enterprise Content Revolution!
The document outlines a presentation by Ryan Dennis on transforming enterprise content management (ECM) using SharePoint at AdventureWorks, a fictional multinational manufacturing company. It discusses the current issues with the company's fileshare system, such as poor usability and inefficient search capabilities, while highlighting the advantages of SharePoint ECM, including version control and managed metadata. The presentation also covers how to effectively implement and utilize SharePoint features to enhance document management and accessibility.
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Leave the Fileshare, and join the Enterprise Content Revolution!
- 1. LEAVE THE FILESHARE! andjoin the Enterprise Content Revolution! Ryan Dennis | @SharePointRyan | sharepointryan.com
- 2. RYAN DENNIS Solution Architectat Blue Chip Consulting Group /in/SharePointRyan www.sharepointryan.com ryan@sharepointryan.com@SharePointRyan www.bluechip-llc.com FatherHusband Author GuitaristDrummer Cyclist Ryan at a glance Play and explore
- 4. AGENDA • About AdventureWorks •The Current Fileshare Scenario • Redefining our ECM strategy • Categorizing Content in SharePoint • Leveraging Search with our ECM implementation • Q&A
- 5. ABOUT ADVENTUREWORKS AdventureWorks Cyclesis a large, multinational manufacturing company. The company manufactures and sells metal and composite bicycles to North American, European and Asian commercial markets. (Oh, and it’s a fictional company)
- 6. THE ADVENTUREWORKS FILESHARE Folderscreated for every Country Within each Country, folders are created for every Year 4 folder types in each Department folder Within each Year, folders created for every Department within the company
- 7. A SAMPLE DOCUMENT Content Type Departme nt Version Year Authors Created Date DocumentStatus Modified Date Compan y Country Document Type
- 8. ISSUES User Experience / UserInterface (UX/UI) • Usability is poor • Documents are buried n levels deep • Folder browsing is painful • File path is long and hideous Search / Findability • No full-text search • No metadata refinement • Duplicate documents • Search results are poor Security / Permissions • Difficult to audit permissions • Difficult to set custom permissions • Users don’t know who can see their documents
- 9. WHAT IS ECM? EnterpriseContent Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.
- 10. ADVANTAGES OF SHAREPOINTECM • Version control and version history • Workflow/approval/publishing • Tagging/Metadata • Search • Shared editing experience • Quotas • Auditing • Change Tracking • Inline Comments
- 11. MANAGED METADATA • KeyFeatures • Content Type Publishing – sharing across site collections. • Taxonomies – Creation and management of hierarchical collections of managed terms. • Key Concepts • Taxonomy – A hierarchical classification of words, labels or terms that are organized into groups based on similarities. • Folksonomy – A classification that results when users collaboratively apply words, labels or terms to content.
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- 13. KEY CONCEPTS OFPRESENTATION • SharePoint Site Collection • Document Libraries & Views • Document Templates • Content Types & Metadata • Content Organizer • Document IDs • Workflow • Records Management • Search
- 14. 2 Then, in theOffice program – populate the metadata values in the Document Information Panel CUSTOM DOCUMENT TEMPLATE Notice that the value displays in the document body, this is using a Quick Part 1 3 First, create a New Document In SharePoint, the metadata values are automatically applied without needing to set them manually
- 15. CONTENT ORGANIZER 1. Usercreates a document and uploads it to the SharePoint site – specifies document properties (metadata) 2. Document is automatically moved to the Drop Off Library 3. Content Organizer Rules determine the appropriate destination based on document metadata 4. Document is automatically routed to the destination Document Library HR Docs IT Docs Legal Docs
- 16. SEARCH • Quickly andeasily find documents using: • Text from document body • Text from ANY document metadata/column values • Preview the document right in the browser • Refine your search results using Search Refiners • Users only find what they have access to
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- 18. DEMO RECAP • ReviewedDocument Center Site • Reviewed the AdventureWorks IT Library • Created a new Document based on the custom Document Template • Reviewed Document Quick Parts • Reviewed other Enterprise features, such as Document ID, Managed Metadata Filtering, etc. • Performed a Search and used refiners
- 19. OTHER CAPABILITIES / TECHNOLOGIES UseOneDrive for Business for syncing document libraries, access locally via File Explorer Quickly reach out to the document author / contributor from SharePoint via Skype For Business Comment and collaborate socially via Yammer Enterprise, within Office Online / Office Web Apps
- 20. QUESTIONS? Q&A | Thoughts| Discussion
- 21. RYAN DENNIS Solution Architectat Blue Chip Consulting Group /in/SharePointRyan www.sharepointryan.com ryan@sharepointryan.com@SharePointRyan www.bluechip-llc.com FatherHusband Author GuitaristDrummer Cyclist Ryan at a glance Play and explore
Editor's Notes
- #4 Poll Title: What SharePoint platform are you on? https://www.polleverywhere.com/multiple_choice_polls/oPf4BbuI6hOKCvM