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Sharepoint Document Management System (DMS) Features

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Nitin Gupta
Nitin Gupta

This presentation contains high-level description of the various elements of a document management solution that is based on SharePoint 2013

Technology
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WWW.TECHPERSPECT.COM SharePoint 2013 DMS Capabilities
WWW.TECHPERSPECT.COM Something, about us TechPerspect is a technology consulting and software services provider based out of INDIA. We are a young dynamic organization working on different IT Consultancy & Implementation Projects in India, US, Europe and Australia. We are a team of dedicated, innovative and experienced IT professionals specialized in Microsoft Business Technologies. We believe Microsoft Technologies is our forte and hence we primarily indulge in Microsoft based implementations. Microsoft Share Point, Microsoft Dynamics CRM and Microsoft .NET are technologies we excel in. “We can make your business run on the wheels of technology”
WWW.TECHPERSPECT.COM Microsoft SharePoint Offerings WHAT WE OFFER IN SHAREPOINT CONSULTING SERVICES • SharePoint Governance ₋ Information Architecture ₋ Capacity Planning ₋ Search Architecture ₋ Security Architecture ₋ Customization Policies ₋ Custom Framework Design ₋ Compliance ₋ Branding • Go to Cloud Strategy • Enterprise Collaboration & Content Management Consulting INFRASTRUCTURE SERVICES • SharePoint Farm Creation & Configuration • Search Implementation • Performance Tuning • Business Continuity Planning • Disaster Recovery Strategy IMPLEMENTATION SERVICES • SharePoint Solution Design & Architecture • Enterprise Portals (Internet & Intranet) • Team Workspaces • Knowledge Management Portals • BI Solutions INTEGRATION SERVICES • Integration with Lotus Notes, Microsoft Exchange • ERP integration with SAP, Oracle ERP, Dynamics AX • CRM Integration with Dynamics CRM, Sales force, Sugar CRM • Integration with Custom Applications • Third party tools Integration • Legacy Applications Integration MIGRATION SERVICES • from Lotus Notes • from any CMS • from an old version to a newer version • from on premise to cloud
WWW.TECHPERSPECT.COM SharePoint DMS 1. Content Creation & Storage 2. Column Metadata Properties 3. Review & Approval Workflow 4. Version Control 5. Access Control / Security 6. Searching / Content Indexing 7. Content Types 8. Document Sets (Group) & Linking 9. Metadata Navigation 10.Alerts & Notifications OUT OF THE BOX FEATUERS 11.Mobile Accessibility 12.Microsoft Office Integration 13.Offline Editing 14.Audience Targeting 15.Barcode / Labeling 16.Retention Policy 17.Record Archival 18.Auditing 19.Unique Document Ids 20.Default Templates
WWW.TECHPERSPECT.COM Document Center is a collaborative repository for authoring documents within a team, or a knowledge base for documents across multiple teams. It helps authors to create, work on, and store documents. Single & Multiple Upload Find Document by ID Search / Index documents Rate Documents Versioning Customized filterable Views Document Center (Creation & Storage)
WWW.TECHPERSPECT.COM Metadata properties allows author to store additional data with documents. These metadata properties can also be used with searching and indexing additional data. Metadata Properties
WWW.TECHPERSPECT.COM Workflows in SharePoint provide great ways to save time, effort, and cost by automating existing business processes. Many business needs can be addressed through SharePoint out of the box workflows. Workflows (Review / Approval) 1 Approval 2 Collect Feedback 3 Collect Signatures 4 Disposition Approval 5 Three State
WWW.TECHPERSPECT.COM Versioning stores, tracks, and restore items in a document library whenever they change. Versioning, combined with other settings, such as required check-out, gives you a lot of control of the content that is posted on your site and can provide real value if you ever have a need to look at or restore an old version of an item or file. Version Control 1 View 2 Restore 3 Delete 4.0 Major Versioning 5.1 Minor Versioning
WWW.TECHPERSPECT.COM SharePoint 2013 supports security for user access at the website, list, list or folder, and item levels. Security management is role-based at all levels. Access Control / Security 1 Windows (NTLM / Kerberos) 2 Forms based authentication 3 User / Group Access 4 Document level access 5 Single Sign on Support
WWW.TECHPERSPECT.COM Search in SharePoint 2013 enables users to find relevant information more quickly and easily. It also provides several API sets for more advanced customizations and solutions. Searching / Content Indexing  Admin Component  Crawl Component  Content Process Component  Analytics Processing Component  Index Component  Query Processing Component
WWW.TECHPERSPECT.COM A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a SharePoint list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way Content Types  Properties  Metadata  Workflows  Information management policies  Document templates  Custom features
WWW.TECHPERSPECT.COM A Document Set is a group of related documents that can be created in one step and then managed as a single entity. Document Sets (Group) & Linking SharePoint also allows us to create a link to document for accessing master document at various locations
WWW.TECHPERSPECT.COM Metadata navigation makes it easier for users to find content in large lists and libraries. It enables users to dynamically filter and find content in lists and libraries by using a navigation hierarchy tree control to apply different metadata-based filters to the view. Metadata Navigation
WWW.TECHPERSPECT.COM Alerts are a great way to keep track of the changes your teammates make to documents and lists on your site. You can use alerts to receive an email notification when content is added or modified on your site. Site administrators also have the ability create alerts for other members of the site. Alerts & Notifications
WWW.TECHPERSPECT.COM SharePoint Server 2013 offers new, optimized viewing experiences across different mobile platforms. Mobile Accessibility 1 Contemporary view 2 Classic view 3 Full screen view
WWW.TECHPERSPECT.COM Document libraries offer collaborative functionality in the SharePoint Web interface, but SharePoint- compatible applications such as Microsoft Office 2010, 2013 integrate closely with document libraries, and expose SharePoint functionality directly within the Office UI. Microsoft Office Integration
WWW.TECHPERSPECT.COM SharePoint 2013 offers offline editing of documents when user is not connected to network to access the document management system. User can later on sync all the changes with the document library online version. Offline Editing
WWW.TECHPERSPECT.COM Documents in SharePoint can be targeted to appear only to people who are members of a particular group or audience. An audience can be identified by using SharePoint groups, distribution lists, or security groups or by using a rules-based system to create a global audience. Audience Targeting
WWW.TECHPERSPECT.COM  Label policy is the mechanism for assigning metadata-based identifiers  Barcode policy is the mechanism for assigning machine-readable identifiers Barcode / Labelling
WWW.TECHPERSPECT.COM Retention policy is a set of rules that defines if the content is eligible for continuation at the existing location. If not then it should be marked for deletion after a certain period of time or transferred from one that location to another Retention Policy  Move to Recycle Bin  Permanent Delete  Transfer to another location  Start a workflow  Skip to next stage  Declare record  Delete previous drafts  Delete all previous versions
WWW.TECHPERSPECT.COM SharePoint provides a capability to records in an archive, or you can manage records in the same document repository as active documents Record Archival
WWW.TECHPERSPECT.COM The audit feature of Microsoft SharePoint Server or SharePoint Online let you track user actions on a sites content types, lists, libraries, list items, and library files within your site collections. Auditing
WWW.TECHPERSPECT.COM Document IDs help you manage your documents by providing an easy way to track documents regardless of their location. Unique Document Ids
WWW.TECHPERSPECT.COM SharePoint allows administrators to set default file template for document library. This way, when someone creates a new file in the library, the default template opens in the appropriate program. Default Templates
WWW.TECHPERSPECT.COM Contact Us United Kingdom 10, E39QW, London +44-743-565-0074 Australia 7/461, Willoughby Road, Willoughby, NSW 2068 +61-401908485 Have any questions? consult@techperspect.com Call Us? +91-120-2484404/05/06 For more information visit www.techperspect.com India B-14, Sector-67, Noida 201301,Uttar Pradesh +91-120-2484406 United States 2720 Brighton Way, St. Charles, MO 63303 +1-314-322-7189 GET IN TOUCH Skype Us techperspect
WWW.TECHPERSPECT.COM consult@techperspect.com

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Sharepoint Document Management System (DMS) Features

  • 2. WWW.TECHPERSPECT.COM Something, about us TechPerspect is a technology consulting and software services provider based out of INDIA. We are a young dynamic organization working on different IT Consultancy & Implementation Projects in India, US, Europe and Australia. We are a team of dedicated, innovative and experienced IT professionals specialized in Microsoft Business Technologies. We believe Microsoft Technologies is our forte and hence we primarily indulge in Microsoft based implementations. Microsoft Share Point, Microsoft Dynamics CRM and Microsoft .NET are technologies we excel in. “We can make your business run on the wheels of technology”
  • 3. WWW.TECHPERSPECT.COM Microsoft SharePoint Offerings WHAT WE OFFER IN SHAREPOINT CONSULTING SERVICES • SharePoint Governance ₋ Information Architecture ₋ Capacity Planning ₋ Search Architecture ₋ Security Architecture ₋ Customization Policies ₋ Custom Framework Design ₋ Compliance ₋ Branding • Go to Cloud Strategy • Enterprise Collaboration & Content Management Consulting INFRASTRUCTURE SERVICES • SharePoint Farm Creation & Configuration • Search Implementation • Performance Tuning • Business Continuity Planning • Disaster Recovery Strategy IMPLEMENTATION SERVICES • SharePoint Solution Design & Architecture • Enterprise Portals (Internet & Intranet) • Team Workspaces • Knowledge Management Portals • BI Solutions INTEGRATION SERVICES • Integration with Lotus Notes, Microsoft Exchange • ERP integration with SAP, Oracle ERP, Dynamics AX • CRM Integration with Dynamics CRM, Sales force, Sugar CRM • Integration with Custom Applications • Third party tools Integration • Legacy Applications Integration MIGRATION SERVICES • from Lotus Notes • from any CMS • from an old version to a newer version • from on premise to cloud
  • 4. WWW.TECHPERSPECT.COM SharePoint DMS 1. Content Creation & Storage 2. Column Metadata Properties 3. Review & Approval Workflow 4. Version Control 5. Access Control / Security 6. Searching / Content Indexing 7. Content Types 8. Document Sets (Group) & Linking 9. Metadata Navigation 10.Alerts & Notifications OUT OF THE BOX FEATUERS 11.Mobile Accessibility 12.Microsoft Office Integration 13.Offline Editing 14.Audience Targeting 15.Barcode / Labeling 16.Retention Policy 17.Record Archival 18.Auditing 19.Unique Document Ids 20.Default Templates
  • 5. WWW.TECHPERSPECT.COM Document Center is a collaborative repository for authoring documents within a team, or a knowledge base for documents across multiple teams. It helps authors to create, work on, and store documents. Single & Multiple Upload Find Document by ID Search / Index documents Rate Documents Versioning Customized filterable Views Document Center (Creation & Storage)
  • 6. WWW.TECHPERSPECT.COM Metadata properties allows author to store additional data with documents. These metadata properties can also be used with searching and indexing additional data. Metadata Properties
  • 7. WWW.TECHPERSPECT.COM Workflows in SharePoint provide great ways to save time, effort, and cost by automating existing business processes. Many business needs can be addressed through SharePoint out of the box workflows. Workflows (Review / Approval) 1 Approval 2 Collect Feedback 3 Collect Signatures 4 Disposition Approval 5 Three State
  • 8. WWW.TECHPERSPECT.COM Versioning stores, tracks, and restore items in a document library whenever they change. Versioning, combined with other settings, such as required check-out, gives you a lot of control of the content that is posted on your site and can provide real value if you ever have a need to look at or restore an old version of an item or file. Version Control 1 View 2 Restore 3 Delete 4.0 Major Versioning 5.1 Minor Versioning
  • 9. WWW.TECHPERSPECT.COM SharePoint 2013 supports security for user access at the website, list, list or folder, and item levels. Security management is role-based at all levels. Access Control / Security 1 Windows (NTLM / Kerberos) 2 Forms based authentication 3 User / Group Access 4 Document level access 5 Single Sign on Support
  • 10. WWW.TECHPERSPECT.COM Search in SharePoint 2013 enables users to find relevant information more quickly and easily. It also provides several API sets for more advanced customizations and solutions. Searching / Content Indexing  Admin Component  Crawl Component  Content Process Component  Analytics Processing Component  Index Component  Query Processing Component
  • 11. WWW.TECHPERSPECT.COM A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a SharePoint list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way Content Types  Properties  Metadata  Workflows  Information management policies  Document templates  Custom features
  • 12. WWW.TECHPERSPECT.COM A Document Set is a group of related documents that can be created in one step and then managed as a single entity. Document Sets (Group) & Linking SharePoint also allows us to create a link to document for accessing master document at various locations
  • 13. WWW.TECHPERSPECT.COM Metadata navigation makes it easier for users to find content in large lists and libraries. It enables users to dynamically filter and find content in lists and libraries by using a navigation hierarchy tree control to apply different metadata-based filters to the view. Metadata Navigation
  • 14. WWW.TECHPERSPECT.COM Alerts are a great way to keep track of the changes your teammates make to documents and lists on your site. You can use alerts to receive an email notification when content is added or modified on your site. Site administrators also have the ability create alerts for other members of the site. Alerts & Notifications
  • 15. WWW.TECHPERSPECT.COM SharePoint Server 2013 offers new, optimized viewing experiences across different mobile platforms. Mobile Accessibility 1 Contemporary view 2 Classic view 3 Full screen view
  • 16. WWW.TECHPERSPECT.COM Document libraries offer collaborative functionality in the SharePoint Web interface, but SharePoint- compatible applications such as Microsoft Office 2010, 2013 integrate closely with document libraries, and expose SharePoint functionality directly within the Office UI. Microsoft Office Integration
  • 17. WWW.TECHPERSPECT.COM SharePoint 2013 offers offline editing of documents when user is not connected to network to access the document management system. User can later on sync all the changes with the document library online version. Offline Editing
  • 18. WWW.TECHPERSPECT.COM Documents in SharePoint can be targeted to appear only to people who are members of a particular group or audience. An audience can be identified by using SharePoint groups, distribution lists, or security groups or by using a rules-based system to create a global audience. Audience Targeting
  • 19. WWW.TECHPERSPECT.COM  Label policy is the mechanism for assigning metadata-based identifiers  Barcode policy is the mechanism for assigning machine-readable identifiers Barcode / Labelling
  • 20. WWW.TECHPERSPECT.COM Retention policy is a set of rules that defines if the content is eligible for continuation at the existing location. If not then it should be marked for deletion after a certain period of time or transferred from one that location to another Retention Policy  Move to Recycle Bin  Permanent Delete  Transfer to another location  Start a workflow  Skip to next stage  Declare record  Delete previous drafts  Delete all previous versions
  • 21. WWW.TECHPERSPECT.COM SharePoint provides a capability to records in an archive, or you can manage records in the same document repository as active documents Record Archival
  • 22. WWW.TECHPERSPECT.COM The audit feature of Microsoft SharePoint Server or SharePoint Online let you track user actions on a sites content types, lists, libraries, list items, and library files within your site collections. Auditing
  • 23. WWW.TECHPERSPECT.COM Document IDs help you manage your documents by providing an easy way to track documents regardless of their location. Unique Document Ids
  • 24. WWW.TECHPERSPECT.COM SharePoint allows administrators to set default file template for document library. This way, when someone creates a new file in the library, the default template opens in the appropriate program. Default Templates
  • 25. WWW.TECHPERSPECT.COM Contact Us United Kingdom 10, E39QW, London +44-743-565-0074 Australia 7/461, Willoughby Road, Willoughby, NSW 2068 +61-401908485 Have any questions? consult@techperspect.com Call Us? +91-120-2484404/05/06 For more information visit www.techperspect.com India B-14, Sector-67, Noida 201301,Uttar Pradesh +91-120-2484406 United States 2720 Brighton Way, St. Charles, MO 63303 +1-314-322-7189 GET IN TOUCH Skype Us techperspect