SharePoint Document management

1. SharePoint Document management
Peter Kettenis
© CGI Group Inc. 2013

2. 2
Introductions
Before we start
Who?
• The facilitator
• Quick intro round
What?
• This is not a training, this is a workshop
How?
• Laptops
• Volunteer?

3. 3
The SharePoint pie

4. 4
Content
SharePoint provides management of
documents and work items that need to be
stored, found, collaborated on, updated,
managed, documented, archived, traced or
restored - in accordance with relevant
compliance or governance policies.

5. 5
SharePoint versions

6. 6
Document Libraries

7. 7
Version control

8. 8
Content approval

9. 9
Folders vs. Metadata
• “Not use folders, in
SharePoint you
shall”

10. 10
Playtime!!!!

11. Exercise – Flex your SP muscles
1. Create a document Library on your My Site
2. Implement the folder structure
3. Upload a document
4. Open Versioning settings
5. Enable version major management and require check out
6. Check out the document and make changes
7. Check in the document
11
8. Open Library settings again
9. Enable major and minor versioning
10.Repeat 6 and 7
11.Open Library settings yet again
12.Enable content approval
13.Change your document and check in as a minor version
14.Publish your minor version, to a major one

12. 12
Short Break

13. 13
Workout # 2
1. Translate the folder structure to metadata
2. Create the needed site columns
3. Add site columns to Library
4. Add metadata to your document
5. Create a view that filters on the metadata
6. Open the library settings
7. Add default values to your folder sturcure
8. Drag and drop a document (Explorer view) into
one of the folders

14. Next: Permission management
13-2-2014

15. Thank You.