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CM304 - Thinking LEGO
Mastering the Art of SharePoint
DMS Implementation
Oliver Wirkus (MVP)
Sr. Consultant at DevFacto
Oliver.Wirkus@devfacto.com
INITIAL SITUATION
How many DMS projects start ….
DETERMINING FACTORS
Considerations regarding a DMS implementation
REQUIREMENTS WORKSHOP
Gather requirements from the stakeholders
 What does the customer understand when thinking
about document management?
 How does the customer work with documents today
and where are the “pain-points”?
 How does the customer envision a future document
management system?
 What internal processes, requirements, and
characteristics must be considered?
Important: Understand your customer and their requirements by listening!
INTRODUCTORY WORKSHOP
Introduce SharePoint DMS functionality and provide next steps
 Quick introduction to SharePoint and standard
possibilities for working with documents
 Examination of observed pain-points and outlines of
possible solutions
 Detailed description of the migration plan and the
migration process
 Explanation of further steps based on a project plan
and definition of milestones
Important: The customer wants to be confident that they have been understood!
STRUCTURE WORKSHOP
Work with stakeholders on building a structure for a corporate document repository
 Quick introduction to SharePoint site structure, site
templates, document libraries and folders
 Examination of corporate policies and requirements
regarding the structure of a document repository
 Involve all units and divisions
 Explanation of further steps regarding the creation of
the document repository structure
Important: Coordinated document repository structure concept for the entire enterprise!
METADATA WORKSHOP
Work with stakeholders on a corporate metadata structure
 Short presentation on metadata and their value to
document management
 Involve all units and divisions
 Support tool: Use an Excel sheet to build metadata
structures (can be imported back into SharePoint)
 Term sets should be comprehensive…these can still be
amended later
Goal: Coordinated metadata concept for the entire enterprise!
CONTENT-TYPE WORKSHOP
Work with stakeholders on a corporate content-type structure
 Short presentation about content types and their use
for document management
 Involve all units and divisions
 All available document types should be known and
validated (e.g. via a review)
 Consideration should be given to the previously
defined metadata structure
Goal: Clear alignment of corporate document types to content types!
CONTENT-TYPE CONCEPT
Work with stakeholders on a corporate content-type structure
 Up to three (3) company-wide (global) metadata
definitions per content type (required)
 Up to four (4) unit-specific metadata definitions per
content type
 Optional metadata and required metadata should
be well-balanced
Content
Type 1
Global Global Global Devision 1 Devision 1 Devision 1 Devision 1
Content
Type 2
Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
Content
Type 1
Global Global Global Devision 1 Devision 1 Devision 1 Devision 1
Content
Type 2
Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
USING TEMPLATES
Associate approved corporate document templates to Content-Types
 Close tie-ins with the MS Office client applications
 Saving directly to libraries, no need to navigate with
URLs
 Easy transition from previous ways of working
 Ensures that new documents are created based on
an approved corporate document template
(corporate Governance)
DOCUMENT EDITING
Enable additional features regarding editing of documents
 Enable Versioning
 Clear User Experience advantages
 Be aware of Draft Item Security!
 Offer Check-In / Check-Out functionality
 Helps users transition from previous ways of
working
 Co-Authoring works with:
 Microsoft Office client application
 Microsoft Office Web apps
DOCUMENT SET vs FOLDER
Avoid folders if possible – check if Document Sets are an alternative
 Multiple documents can be grouped together as a Document Set
 Comparable to a typical file folder
 Document Sets are saved as one single entry in libraries
 Document Sets are much more powerful than folders
 Recommendation: avoid using folders in libraries!
 To use, the relevant Site Collection Feature must be activated
 … and a custom Content Type based on Document Set must be added to each library!
DOCUMENT SET BENEFITS
Document Set provide the following benefits
 Permitted Content Types can be defined
 Metadata are inherited from Shared Columns by all documents in a
Document Set
 The Welcome Page is configurable
 Columns to display metadata can be defined
 Individualized logos can be displayed
 SharePoint Designer can be used for configurations
 Default documents can be added automatically when a Document Set gets
created
 Workflows can be linked with Document Sets
 Version control can be implemented for Document Sets und embedded
documents
RATING vs LIKE/DISLIKE
Rating is a great feedback channel, 5-Star rating is more meaningful
 SharePoint offers two (2) different types of Ratings
 Both types of rating can be configured for every library or list individually
 Helps to engage users and to improve search results
 Can safely be added via PowerShell to Communication sites. (Reference)
5-Star Rating (anonymous)Like / Dislike (personalized)
DOCUMENT CENTER
Create a Document Center to be a central repository for corporate documents
 All available possibilities are introduced and
summarized in the “Document Center”
 Configure Document Center
 Design the Welcome Page
 Set up permissions
 Create libraries based on Content Types
 Define procedures, e.g. when documents are
moved to a Document Center
DOCUMENT CENTER APPROACHES
There are mainly two approaches which can be used to build document repositories
Traditional Distributed
DOCUMENT CENTER STRUCTURE
How to build an internal structure for a corporate document center
SiteSiteSite
CONTENT-TYPE SYNDICATION
Utilize the Content-Type hub as central repository for all corporate Content-Types
 Corporate Content Types should be saved and
managed centrally
 SP on prem: Site Collections are defined as Hubs
within the Managed Metadata Service
 SP on prem: Activate the Site Collection Feature
Content Type Syndication Hub
 SP Online: Already defined OOTB
 Content Types are published via a TimerJob (Content
Type Subscriber Job) – Content-Type publishing can
take some time!
Content-Type Hub
Site Site Site
Corporate Content-Types
https://<<Tenant>>.sharepoint.com/sites/contenttypehub
PUBLISHING DOCUMENTS
How can we ensure, that documents are saved to the correct libraries?
?
CONTENT ORGANIZER
Create a rule-based automatic document forwarding system
 Users do not necessarily need to know where to save a document.
 The Content Organizer automates saving within the Document Center
 Documents are moved to target Libraries based on defined rules
 Users use the Drop Off Library exclusively
 The required Site Feature must be activated:
 Documents can also be moved to other sites:
CONTENT ORGANIZER
Create a rule-based automatic document forwarding system
Rules are based on Content Types…
…and expressions that evaluate metadata…
…and a target library where documents are moved
when rule applies
CONTENT ORGANIZER
Create a rule-based automatic document forwarding system
 Documents should not remain in the Document Center forever. They must be checked or subjected
to review periodically!
 Setting Retention Rules (in Information Management Policy Settings)
 Retention Rules are based on conditions and actions
 For example: “When document is older than one (1) year, execute a workflow”
 Retention Rules are configured based on Content Types and Metadata
 Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site
Collection Feature:
SUMMARY
In a nutshell – this is what I want to show you
 Professional Document Management is possible
with SharePoint
 Many features improve working with documents
 Templates support the building of structures
 Content types and metadata can both be
managed centrally
 SharePoint is optimized for large volumes of data
 Office 365 & Azure offer solutions to protect your
documents
MY BEST-PRACTICES
Personal lessons-learned from various DMS-related SharePoint projects
 Use workshops with all divisions in order to create metadata structures truly reflective of company
requirements
 Use Content Types and Content Type Inheritances whenever possible! Provide corporate templates
associated with Content-Type to ensure a consistency!
 Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!
 Subject Metadata and Content Types to multiple validations before beginning the implementation of
a Document Center or Records Center in SharePoint!
 Involve corporate divisions as metadata administrators. Metadata should not be administered by the
IT department alone!
 Decide on a document repository structure that reflects corporate requirements and policies.
 Plan user-adoption campaigns and tailored training for all employees!
QUESTIONS
Are there any questions regarding Document Management in SharePoint?

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Mastering the Art of SharePoint DMS

  • 1. CM304 - Thinking LEGO Mastering the Art of SharePoint DMS Implementation Oliver Wirkus (MVP) Sr. Consultant at DevFacto Oliver.Wirkus@devfacto.com
  • 2. INITIAL SITUATION How many DMS projects start ….
  • 4. REQUIREMENTS WORKSHOP Gather requirements from the stakeholders  What does the customer understand when thinking about document management?  How does the customer work with documents today and where are the “pain-points”?  How does the customer envision a future document management system?  What internal processes, requirements, and characteristics must be considered? Important: Understand your customer and their requirements by listening!
  • 5. INTRODUCTORY WORKSHOP Introduce SharePoint DMS functionality and provide next steps  Quick introduction to SharePoint and standard possibilities for working with documents  Examination of observed pain-points and outlines of possible solutions  Detailed description of the migration plan and the migration process  Explanation of further steps based on a project plan and definition of milestones Important: The customer wants to be confident that they have been understood!
  • 6. STRUCTURE WORKSHOP Work with stakeholders on building a structure for a corporate document repository  Quick introduction to SharePoint site structure, site templates, document libraries and folders  Examination of corporate policies and requirements regarding the structure of a document repository  Involve all units and divisions  Explanation of further steps regarding the creation of the document repository structure Important: Coordinated document repository structure concept for the entire enterprise!
  • 7. METADATA WORKSHOP Work with stakeholders on a corporate metadata structure  Short presentation on metadata and their value to document management  Involve all units and divisions  Support tool: Use an Excel sheet to build metadata structures (can be imported back into SharePoint)  Term sets should be comprehensive…these can still be amended later Goal: Coordinated metadata concept for the entire enterprise!
  • 8. CONTENT-TYPE WORKSHOP Work with stakeholders on a corporate content-type structure  Short presentation about content types and their use for document management  Involve all units and divisions  All available document types should be known and validated (e.g. via a review)  Consideration should be given to the previously defined metadata structure Goal: Clear alignment of corporate document types to content types!
  • 9. CONTENT-TYPE CONCEPT Work with stakeholders on a corporate content-type structure  Up to three (3) company-wide (global) metadata definitions per content type (required)  Up to four (4) unit-specific metadata definitions per content type  Optional metadata and required metadata should be well-balanced Content Type 1 Global Global Global Devision 1 Devision 1 Devision 1 Devision 1 Content Type 2 Global Global Global Devision 2 Devision 2 Devision 2 Devision 2 Content Type 1 Global Global Global Devision 1 Devision 1 Devision 1 Devision 1 Content Type 2 Global Global Global Devision 2 Devision 2 Devision 2 Devision 2
  • 10. USING TEMPLATES Associate approved corporate document templates to Content-Types  Close tie-ins with the MS Office client applications  Saving directly to libraries, no need to navigate with URLs  Easy transition from previous ways of working  Ensures that new documents are created based on an approved corporate document template (corporate Governance)
  • 11. DOCUMENT EDITING Enable additional features regarding editing of documents  Enable Versioning  Clear User Experience advantages  Be aware of Draft Item Security!  Offer Check-In / Check-Out functionality  Helps users transition from previous ways of working  Co-Authoring works with:  Microsoft Office client application  Microsoft Office Web apps
  • 12. DOCUMENT SET vs FOLDER Avoid folders if possible – check if Document Sets are an alternative  Multiple documents can be grouped together as a Document Set  Comparable to a typical file folder  Document Sets are saved as one single entry in libraries  Document Sets are much more powerful than folders  Recommendation: avoid using folders in libraries!  To use, the relevant Site Collection Feature must be activated  … and a custom Content Type based on Document Set must be added to each library!
  • 13. DOCUMENT SET BENEFITS Document Set provide the following benefits  Permitted Content Types can be defined  Metadata are inherited from Shared Columns by all documents in a Document Set  The Welcome Page is configurable  Columns to display metadata can be defined  Individualized logos can be displayed  SharePoint Designer can be used for configurations  Default documents can be added automatically when a Document Set gets created  Workflows can be linked with Document Sets  Version control can be implemented for Document Sets und embedded documents
  • 14. RATING vs LIKE/DISLIKE Rating is a great feedback channel, 5-Star rating is more meaningful  SharePoint offers two (2) different types of Ratings  Both types of rating can be configured for every library or list individually  Helps to engage users and to improve search results  Can safely be added via PowerShell to Communication sites. (Reference) 5-Star Rating (anonymous)Like / Dislike (personalized)
  • 15. DOCUMENT CENTER Create a Document Center to be a central repository for corporate documents  All available possibilities are introduced and summarized in the “Document Center”  Configure Document Center  Design the Welcome Page  Set up permissions  Create libraries based on Content Types  Define procedures, e.g. when documents are moved to a Document Center
  • 16. DOCUMENT CENTER APPROACHES There are mainly two approaches which can be used to build document repositories Traditional Distributed
  • 17. DOCUMENT CENTER STRUCTURE How to build an internal structure for a corporate document center
  • 18. SiteSiteSite CONTENT-TYPE SYNDICATION Utilize the Content-Type hub as central repository for all corporate Content-Types  Corporate Content Types should be saved and managed centrally  SP on prem: Site Collections are defined as Hubs within the Managed Metadata Service  SP on prem: Activate the Site Collection Feature Content Type Syndication Hub  SP Online: Already defined OOTB  Content Types are published via a TimerJob (Content Type Subscriber Job) – Content-Type publishing can take some time! Content-Type Hub Site Site Site Corporate Content-Types https://<<Tenant>>.sharepoint.com/sites/contenttypehub
  • 19. PUBLISHING DOCUMENTS How can we ensure, that documents are saved to the correct libraries? ?
  • 20. CONTENT ORGANIZER Create a rule-based automatic document forwarding system  Users do not necessarily need to know where to save a document.  The Content Organizer automates saving within the Document Center  Documents are moved to target Libraries based on defined rules  Users use the Drop Off Library exclusively  The required Site Feature must be activated:  Documents can also be moved to other sites:
  • 21. CONTENT ORGANIZER Create a rule-based automatic document forwarding system Rules are based on Content Types… …and expressions that evaluate metadata… …and a target library where documents are moved when rule applies
  • 22. CONTENT ORGANIZER Create a rule-based automatic document forwarding system  Documents should not remain in the Document Center forever. They must be checked or subjected to review periodically!  Setting Retention Rules (in Information Management Policy Settings)  Retention Rules are based on conditions and actions  For example: “When document is older than one (1) year, execute a workflow”  Retention Rules are configured based on Content Types and Metadata  Local Retention Rules apply to individual Libraries or Folders. They are activated via this Site Collection Feature:
  • 23. SUMMARY In a nutshell – this is what I want to show you  Professional Document Management is possible with SharePoint  Many features improve working with documents  Templates support the building of structures  Content types and metadata can both be managed centrally  SharePoint is optimized for large volumes of data  Office 365 & Azure offer solutions to protect your documents
  • 24. MY BEST-PRACTICES Personal lessons-learned from various DMS-related SharePoint projects  Use workshops with all divisions in order to create metadata structures truly reflective of company requirements  Use Content Types and Content Type Inheritances whenever possible! Provide corporate templates associated with Content-Type to ensure a consistency!  Carefully plan Content Organizer Rules! Involve corporate divisions as Rule Administrators!  Subject Metadata and Content Types to multiple validations before beginning the implementation of a Document Center or Records Center in SharePoint!  Involve corporate divisions as metadata administrators. Metadata should not be administered by the IT department alone!  Decide on a document repository structure that reflects corporate requirements and policies.  Plan user-adoption campaigns and tailored training for all employees!
  • 25. QUESTIONS Are there any questions regarding Document Management in SharePoint?