The document summarizes a presentation given by Haaron Gonzalez at the SharePoint Saturday San Diego 2014 event. The presentation focused on enhancing collaboration with documents in SharePoint by leveraging metadata and site columns to organize content in a way that works for both contributors and consumers. It provided examples of how to set up content types and document libraries with views, folders, and metadata navigation/filtering to improve the user experience of working with documents. Several demos were included to illustrate these approaches.
UiPath Solutions Management Preview - Northern CA Chapter - March 22.pdf
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
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
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.