This document discusses several Enterprise Content Management features in SharePoint 2010, including metadata management, term stores, content hubs, content type syndication, document IDs, document sets, and the document center. It provides an overview and agenda for the topics, compares ECM features between SharePoint 2007 and 2010, and discusses new features such as managed metadata, metadata navigation, and content organizer rules. Demo sections are included for term stores, content type syndication, document IDs, document sets, and the content organizer.

2. Explore SharePoint 2010 Enterprise & Document Management features K. Mohamed Faizal Lead Consultant NCS (P) Ltd. http://faizal-comeacross.blogspot.com/ kmdfaizal@yahoo.com @kmdfaizal

3. Agenda Enterprise & Document Management features Metadata Management Term Store, Term Sets & Terms Content Hub Content Type Syndication Document IDs Document Sets Document Center Content organizer Sent to Location

4. Enterprise Content Management

5. SharePoint 2007 vs SharePoint 2010 All the previous functionality from SharePoint 2007 has been included: Major and minor versioning Required checkout Content types Information management policies Built-in workflows Incoming e-mail support New features that have been added in SharePoint 2010 include the following: Document IDs Document sets Metadata navigation Relational lists Multiple check-in Content organizer; rule-based submission Offline management

6. Enterprise Content Management Significant investments in both platform & features for ECM in SharePoint Server 2010 Enterprise content types Define once for the enterprise, use in multiple site collections in the same or different farms Metadata everywhere Managed Metadata Document Sets Unique document ID Service Featurization of MOSS 2007 RM specific capabilities Advanced Routing Auditing, retention, expiration, reporting, eDiscovery, holds, recordization

7. Managed Metadata Service Managed Metadata Service Application Term Store Content type syndication Term Store Management Tool Term & keyword field support in Office 2010 clients Import of Metadata into a term store using CSV files New managed metadata field type bound to a term set

8. Metadata Everywhere Huge investments in metadata across the platform Metadata based navigation Easier for users as content is more discoverable Content stewards help in creating indices on metadata fields for enhanced nav. performance Users can now filter search results using metadata of result set Location based metadata Content stewards create helpers for libraries & content types

9. Term Store, Term Sets & Terms Service Application (Term Store) » Groups » Term Sets » Terms Locations » Cities » Redmond Administrators & users create term stores & terms Flat list or hierarchical list Disambiguating, reusing, merging & deprecating terms Custom properties available from OM Term store facilitates the management & retrieval of metadata & relationships Terms can belong to one or more term sets Translations & synonyms

10. Term Store Metadata Service One term store per shared service app Term Store ContentTypeHub Many groups per term store. Used as security boundary Content Types Group(s) Many term sets per group (max 1000 total per term store) Term Set(s) 30K terms per term set (max. 1m total) Synonyms Description Translations (Custom properties) Term(s)

11. Enterprise Keywords & Tags Enterprise Keywords = Term Free text entries are converted to terms in term store – not part of any hierarchy though Can be promoted to term sets Tags Can be terms or keywords Shell Tags: Kept in sync with the item’s managed keyword field Saved in the item’s managed keyword field Social Tags: Allows users to create and apply keywords to items Stored in social store, not with the item itself

12. Term Store Management Tool Provides rich interface for full management of term sets and terms Import of term sets and terms Translations & synonyms Manage term set / term languages Submission policy (open / closed) Open means users can submit terms to the term store (when adding / editing items) Regardless of the policy, users can always submit keywords

13. Term Store Management Tool

14. DEMO Managed Metadata Service and Term Store Management

15. Content Type

16. Enterprise Content Types Content types were scoped at the site-level (SPSite) in WSS 3.0 Site-level content types still exist in SPF2010 New MM Service Application allows syndication of “enterprise” content types across sites, site collections, Web apps & farms Define one site collection as the content type hub Enterprise content types are read only in sites Sites can have enterprise and local content types in sites Local content types can inherit from enterprise content types

17. Web Application 2 Web Application 1 Site Collection Site Collection Site Collection Site Collection Content Type 1 Content Type 1 Content Type 1 Content Type 1 Content Type 2 Content Type 2 Content Type 2 Content Type 2

18. Web Application 2 Web Application 1 Subscribe MDS Push Publish Site Collection Site Collection Site Collection Site Collection Content Type 1 Content Type 1 Content Type 1 Content Type 1 Content Type 2 Content Type 2 Content Type 2 Content Type 2

19. Content Type Content type hub / Content Type Syndication Maximum of 1 Hub per Metadata Shared Application Service Content Type with all the corresponding columns Including Document Set Content Type Policies And workflow associations (not the workflows) From the hub Publish Unpublish Republish Roll-up errors from consuming site collections

20. ‟Content Type Syndication … How it Works” Farm 1 Farm 2 Metadata Service Site Collections 1a/b Web App 1a Web App 2a Connection Proxy Site Collections 2a Site Collections 2b Site Collections 1c Web App 1b Web App 2b

21. DEMO Content Hub / Content Type Syndication

22. Document ID provider

23. Unique Document ID Service Business case Unique numbering for documents which I can format in any way Store documents in any location and referenced by the original URL that assigned From an compliance, Records Management and Document Management perspective ensure a unique identifier that can trace the document, through the entire DM lifecycle. Documents required to keep their original ID across Sites, Site Collections and even Web Applications.

24. Unique Document ID Service New site collection Feature: Document ID Service Adds unique ID for all documents throughout the site collection Documents can be retrieved regardless of the current of future location based on their unique ID, which does not change after initially set for the document

26. Limitations ONLY content types that are derived from the Document Content Type will have unique ID’s

27. Creating custom document ID provider Custom document provider can be implemented to replace the OOB funcitonality Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdProvider Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider() Applies change in Site Collection level

28. DEMO Document ID provider

29. Document Sets

30. Introducing Document SetsScenario Overview New object to manage work products made up of multiple documents Think Folder++ Key Scenarios Tight collection of documents A sales proposal that includes documents (proposal), spreadsheets (quotation), and presentations Heterogeneous file types not usually assembled Compound documents A user manual that is an assembled roll-up of separate sections How can doc sets manage the unmanaged? Automate repetitive content creation Guide users through complex processes Provide process insights Manage related work products Foundation for document assembly

31. Document SetsFeatures Deep Dive Document Set Features

32. Example document set

33. Document Sets – Templates, Versioning Document Templates: Admins can provide users document templates for creating new items for the work product Document Set Versioning: Set owners can capture the state of the set at different points in the lifecycle Ability to see point-in-time history of the set Set owners can restore to a previous version of the set

34. Document Sets - Workflow Special OOTB activities for working with document sets provided for SharePoint Designer authored workflows OOTB workflow provided for working with document sets

36. Navigation

37. No In-Place Records Management

38. Creating document sets declaratively Document sets are content types Additional xml element structures available to define and customize the behavior

39. Can Document set contain other document sets? Unfortunately it doesn't Can we Download all documents of a document set compressed into a ZIP file ? Out of the box “No” Deploy SharePoint SDK provide sample code

40. DEMO Creating document sets

41. Content organizer

42. Content organizer Enable Content Organizer feature Drop Off Library (DOL). Automatically routes documents that are based on the Document content type Documents can be automatically routed to different libraries, and folders within those libraries Control the number of documents in a specific folder

43. Content organizer Users typically need a good understanding of the site / library structure to know where to save documents Content organizer - users upload to sites Routing rules will determine where the document is saved Routing rules defined by site administrators

44. Content Organizer Settings Redirect Users to theDrop Off Library Sending to Another Site Folder Partitioning Duplicate Submissions Preserving Context Rule Managers Submission Points

45. Limitations Supports only document content type

46. Send to Location

47. DEMO Send to Location

48. Document Center

49. SP 2007 DM Recap Repository services (adjustable) Recycle Bin Check-in/out Major/minor versioning (with trimming) Item-level permissions Content Types Policy per Content Type Workflow Document libraries offline in Outlook

50. Document Center:Scenario Overview Content Reasonably large number of documents (500-500,000) Active – still being Authored AND Consumed Typical examples RFP response library for a global sales force Spec library for and engineering team Brand image repository for a marketing team Contracts Consulting engagements Management Usually has a “content steward” defining the library structure, metadata, templates, business process, etc. Note: Nothing you can’t do in a team collab site!

51. Document Center:Feature Review Tag cross farm with shared hierarchal taxonomies and types automatically with location based metadata defaults Discover with metadata based navigation in client and server with location based view definitions the best content with Ratings the latest version with Unique Document IDs repositories with ties to Office Client New/Open/Save Manage with Metadata based content organizer with Multi-stage retention policies with Location/Folder based policies

52. DEMO Document Center

53. Q&A Questions & Answers

54. Resources Required slide SharePoint Developer Centre Learn about ECM http://chrislcap.spaces.live.com/ http://faizal-comeacross.blogspot.com/ Custom Document ID http://www.zimmergren.net/

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