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#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron Gonzalez
Lead Solution Architect
Hershey Technologies
haarongonzalez@mvps.org
http://twitter.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
The Bottom Line
 People just want to get work done
 Technology it’s a tool that enable us to achieve results
 Learning is not sequential, it’s a personal experience
 Knowledge is interactive!
 People learn things they decide to learn, no what teacher
teach, keep in mind!
 We now longer remember things we know we can find!
#SPSSD @sanspugSan Diego 2014
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd
 Blogger since 2005
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
SharePoint
 The new SharePoint is all about getting things done
together.
 SharePoint has a lot of features, capabilities, functionality
available out of the box (OOB).
 What I will cover today:
 How to simplify SharePoint and make more effective use of OOB
capabilities
 How to maximize adoption and make sure SharePoint works well
for the end user
 Focus on file management and user experience
 Lots of demos!
#SPSSD @sanspugSan Diego 2014
Common way to set up SharePoint for
dealing with documents
 Like a file share (folders and default view)
 1. Folders – lots of clicking, single dimension for viewing
 2. No metadata – no navigation, no search
 Great for contributors, a nightmare for consumers
@sjamFrom Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
Common way to set up SharePoint for
dealing with documents
 Metadata instead of folders
 1. Unfamiliar to users
 2. Forces users to add metadata (they’re lazy and will pick the 1st
choice)
 3. No good drag & drop & tag
 4. No good offline experience
 Great for consumers, a nightmare for contributors
@sjamFrom Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
The way to go
Folders Metadata
#SPSSD @sanspugSan Diego 2014
Drill down on outcomes & features
 Site Columns
 Manage Metadata
 Choice
 Document Library
 Site Columns
 Views
 Folders
 Manage Metadata Filtering
 Column default value settings
 Drag and Drop
 Permissions
 Manage Metadata
 Term Set
 Search
 One Drive for Business
 Content organization
 Content discovery
 Content consumption
 Content authoring
 Content filtering
 Content security
 Content versioning
#SPSSD @sanspugSan Diego 2014
Site Columns
 Site columns are data type
definitions at site collection
level, they are centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection.
#SPSSD @sanspugSan Diego 2014
Site Column - Examples
Name Type Group Description
Topic Manage
Metadata
Intranet Columns Column that reference the
Topic Term Store
Department Choice Intranet Columns List of departments
Policy Type Choice Intranet Columns Regulatory, Internal,
Miscellaneous
Procedure Type Choice Intranet Columns Operational, Instruction,
Manual, Recovery
Form Type Choice Intranet Columns Request, to be determine.
Report Type Choice Intranet Columns Production, Imaging,
Financial, Compliancy
Summary Text Intranet Columns General information
column.
Review Date Date Intranet Columns Review date.
Publication Date Date Intranet Columns Publication date.
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Doc Type site column
#SPSSD @sanspugSan Diego 2014
Site Content Types
 Content Types are data structures
that represent a business entity,
they group Site Columns.
 Content Types represent the
different types of information and
content existing on a site.
 Content Type is a composite of
configuration settings for your
content, settings like Information
Management, Workflows.
 Content Type support inheritance
so you can re-use and extend
settings
In order to provide meaning and context
to the content stored in the Intranet we
need to define a set of Content Types that
make sense to your business in order to
provide a consistent approach for the type
of content that the Intranet will support
today and tomorrow.
#SPSSD @sanspugSan Diego 2014
Site Content Types - Examples
Name Description
Policy A policy is a guiding principle used to set direction in an organization. It should be
used as a guide to decision making under a given set of circumstances within the
framework of objectives, goals and management philosophies as determined by
senior management.
Procedure A procedure is a particular way of accomplishing something. It should be designed
as a series of steps to be followed as a consistent and repetitive approach or cycle
to accomplish an end result. Once complete, you will have a set of established
methods for conducting the business of your organization, which will come in
handy for training, process auditing, process improvement, or compliance
initiatives.
Form An electronic document that users can enter data into and print.
Report A report is a specific form of writing that is organized around concisely identifying
and examining issues, events, or findings that have happened in a physical sense,
such as events that have occurred within an organization, or findings from a
research investigation. Reports within PEIWC can be findings documents from
analysis, white-papers and research documents, strategic plans, or data driven
automated reports.
Proposal
Human Resource
Curriculum
Marketing
#SPSSD @sanspugSan Diego 2014
XXXX Document
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
XXXX Policy
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Policy Type: Choice
 Summary: Plain Text
 Review By Date: Short date
 Publication Date
XXXX Procedure
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Procedure Type: Choice
 Summary: Plain Text
 Review By Date: Short date
XXXX Form
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Form Type: Choice
 Summary: Plain Text
XXXX Report
 Title
 Author
 Created By
 Created On
 Topic (Manage Metadata)
 Report Type: Choice
 Summary: Plain Text
 Publication Date
Site Content Types - Examples
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Human Resource Document Content Type and
configure in document library
#SPSSD @sanspugSan Diego 2014
Views
 Views allow us to visualize the
data in different way. Highly
flexible for create
representation of our content.
Use a view to display recent
documents for content
consumers and a another view
to display folder structure for
content creators
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Modify All Documents view and create All Folders view
#SPSSD @sanspugSan Diego 2014
Folders
 Folders are great for people that contribute with content.
Represent a hierarchical view of the data. Folders are not
so great for people that consume the content, they need
to drill down in order to get what they want.
 Three valid reasons for folders:
 Security – Security Trimming
 Location-based default values
 SharePoint Library Sync & OneDrive for Business
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enhance existing folder and apply permissions
#SPSSD @sanspugSan Diego 2014
Metadata Navigation and Filtering
Enables metadata-based
navigation and filtering.
Provides tree view
hierarchies and filter controls
to improve navigation and
filtering of the contained
items
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
Sync local copy
People like to work they way the know. So with
OneDrive for Business we can enable user to work
locally in offline mode
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
Human Resource
Benefits 401K Recruiting
Leave of
Absence
Training Wellness
#SPSSD @sanspugSan Diego 2014
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing
Information
Purchasing
Cost and
Pricing
Engineering
Documents
Technical
Documents
Contracts
Contractual
Documents
Subcontracts
#SPSSD @sanspugSan Diego 2014
Metadata
 Document Type
 Customer Documents
 Cost and Pricing Information
 Engineering Document
 Contracts
 Document Topic
 RFQ
 Specifications
 SOW
 Purchasing
 Cost and Price
 Technical Doc
 Contractual Doc
Proposals
Customer
Documents
RFQ
Specs
SOW
Cost and
Pricing
Information
Purchasing
Cost and
Pricing
Engineering
Documents
Technical
Documents
Contracts
Contractual
Documents
Subcontracts
#SPSSD @sanspugSan Diego 2014
Post Event: SharePint
Location: La Jolla Brewing Company
Address: 7536 Fay Ave, La Jolla, CA 92037
Phone: 858-246-6759
Immediately following event closing & prize drawings
Map and Directions on SPS Events Schedule
Google Map & directions: http://ow.ly/E164L
#SPSSD @sanspugSan Diego 2014
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd
 Blogger since 2005
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
PLEASE THANK OUR SPONSORS!
Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)

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Enhance the way people collaborate with documents in share point

  • 1. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN SHAREPOINT Haaron Gonzalez Lead Solution Architect Hershey Technologies haarongonzalez@mvps.org http://twitter.com/haarongonzalez
  • 2. #SPSSD @sanspugSan Diego 2014 The Bottom Line  People just want to get work done  Technology it’s a tool that enable us to achieve results  Learning is not sequential, it’s a personal experience  Knowledge is interactive!  People learn things they decide to learn, no what teacher teach, keep in mind!  We now longer remember things we know we can find!
  • 3. #SPSSD @sanspugSan Diego 2014 Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd  Blogger since 2005 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
  • 4. #SPSSD @sanspugSan Diego 2014 SharePoint  The new SharePoint is all about getting things done together.  SharePoint has a lot of features, capabilities, functionality available out of the box (OOB).  What I will cover today:  How to simplify SharePoint and make more effective use of OOB capabilities  How to maximize adoption and make sure SharePoint works well for the end user  Focus on file management and user experience  Lots of demos!
  • 5. #SPSSD @sanspugSan Diego 2014 Common way to set up SharePoint for dealing with documents  Like a file share (folders and default view)  1. Folders – lots of clicking, single dimension for viewing  2. No metadata – no navigation, no search  Great for contributors, a nightmare for consumers @sjamFrom Scott Jamison slides
  • 6. #SPSSD @sanspugSan Diego 2014 Common way to set up SharePoint for dealing with documents  Metadata instead of folders  1. Unfamiliar to users  2. Forces users to add metadata (they’re lazy and will pick the 1st choice)  3. No good drag & drop & tag  4. No good offline experience  Great for consumers, a nightmare for contributors @sjamFrom Scott Jamison slides
  • 7. #SPSSD @sanspugSan Diego 2014 The way to go Folders Metadata
  • 8. #SPSSD @sanspugSan Diego 2014 Drill down on outcomes & features  Site Columns  Manage Metadata  Choice  Document Library  Site Columns  Views  Folders  Manage Metadata Filtering  Column default value settings  Drag and Drop  Permissions  Manage Metadata  Term Set  Search  One Drive for Business  Content organization  Content discovery  Content consumption  Content authoring  Content filtering  Content security  Content versioning
  • 9. #SPSSD @sanspugSan Diego 2014 Site Columns  Site columns are data type definitions at site collection level, they are centrally managed and can be used to reference a data value on any a list or library in the site collection.
  • 10. #SPSSD @sanspugSan Diego 2014 Site Column - Examples Name Type Group Description Topic Manage Metadata Intranet Columns Column that reference the Topic Term Store Department Choice Intranet Columns List of departments Policy Type Choice Intranet Columns Regulatory, Internal, Miscellaneous Procedure Type Choice Intranet Columns Operational, Instruction, Manual, Recovery Form Type Choice Intranet Columns Request, to be determine. Report Type Choice Intranet Columns Production, Imaging, Financial, Compliancy Summary Text Intranet Columns General information column. Review Date Date Intranet Columns Review date. Publication Date Date Intranet Columns Publication date.
  • 11. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Create Doc Type site column
  • 12. #SPSSD @sanspugSan Diego 2014 Site Content Types  Content Types are data structures that represent a business entity, they group Site Columns.  Content Types represent the different types of information and content existing on a site.  Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows.  Content Type support inheritance so you can re-use and extend settings In order to provide meaning and context to the content stored in the Intranet we need to define a set of Content Types that make sense to your business in order to provide a consistent approach for the type of content that the Intranet will support today and tomorrow.
  • 13. #SPSSD @sanspugSan Diego 2014 Site Content Types - Examples Name Description Policy A policy is a guiding principle used to set direction in an organization. It should be used as a guide to decision making under a given set of circumstances within the framework of objectives, goals and management philosophies as determined by senior management. Procedure A procedure is a particular way of accomplishing something. It should be designed as a series of steps to be followed as a consistent and repetitive approach or cycle to accomplish an end result. Once complete, you will have a set of established methods for conducting the business of your organization, which will come in handy for training, process auditing, process improvement, or compliance initiatives. Form An electronic document that users can enter data into and print. Report A report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. Reports within PEIWC can be findings documents from analysis, white-papers and research documents, strategic plans, or data driven automated reports. Proposal Human Resource Curriculum Marketing
  • 14. #SPSSD @sanspugSan Diego 2014 XXXX Document  Title  Author  Created By  Created On  Topic (Manage Metadata) XXXX Policy  Title  Author  Created By  Created On  Topic (Manage Metadata)  Policy Type: Choice  Summary: Plain Text  Review By Date: Short date  Publication Date XXXX Procedure  Title  Author  Created By  Created On  Topic (Manage Metadata)  Procedure Type: Choice  Summary: Plain Text  Review By Date: Short date XXXX Form  Title  Author  Created By  Created On  Topic (Manage Metadata)  Form Type: Choice  Summary: Plain Text XXXX Report  Title  Author  Created By  Created On  Topic (Manage Metadata)  Report Type: Choice  Summary: Plain Text  Publication Date Site Content Types - Examples
  • 15. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Create Human Resource Document Content Type and configure in document library
  • 16. #SPSSD @sanspugSan Diego 2014 Views  Views allow us to visualize the data in different way. Highly flexible for create representation of our content. Use a view to display recent documents for content consumers and a another view to display folder structure for content creators
  • 17. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Modify All Documents view and create All Folders view
  • 18. #SPSSD @sanspugSan Diego 2014 Folders  Folders are great for people that contribute with content. Represent a hierarchical view of the data. Folders are not so great for people that consume the content, they need to drill down in order to get what they want.  Three valid reasons for folders:  Security – Security Trimming  Location-based default values  SharePoint Library Sync & OneDrive for Business
  • 19. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enhance existing folder and apply permissions
  • 20. #SPSSD @sanspugSan Diego 2014 Metadata Navigation and Filtering Enables metadata-based navigation and filtering. Provides tree view hierarchies and filter controls to improve navigation and filtering of the contained items
  • 21. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enable Metadata Filtering feature and configure in document library
  • 22. #SPSSD @sanspugSan Diego 2014 Sync local copy People like to work they way the know. So with OneDrive for Business we can enable user to work locally in offline mode
  • 23. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enable Metadata Filtering feature and configure in document library
  • 24. #SPSSD @sanspugSan Diego 2014 Human Resource Benefits 401K Recruiting Leave of Absence Training Wellness
  • 25. #SPSSD @sanspugSan Diego 2014 Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  • 26. #SPSSD @sanspugSan Diego 2014 Metadata  Document Type  Customer Documents  Cost and Pricing Information  Engineering Document  Contracts  Document Topic  RFQ  Specifications  SOW  Purchasing  Cost and Price  Technical Doc  Contractual Doc Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  • 27. #SPSSD @sanspugSan Diego 2014 Post Event: SharePint Location: La Jolla Brewing Company Address: 7536 Fay Ave, La Jolla, CA 92037 Phone: 858-246-6759 Immediately following event closing & prize drawings Map and Directions on SPS Events Schedule Google Map & directions: http://ow.ly/E164L
  • 28. #SPSSD @sanspugSan Diego 2014 Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd  Blogger since 2005 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
  • 29. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension PLEASE THANK OUR SPONSORS! Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)

Notas do Editor

  1. Speaker “Quiet/Prep” Room is 302 – also the break room behind the Registration table is for speakers and volunteers only – It will be monitored so you may leave valuables/luggage there safely.