4. Sessions
Title Day / Time / Venue
16 - Enterprise Document
Management in SharePoint 2010
as You’ve Never Seen
Tuesday 3:00 pm / Reston B
52 - Best Practices for Organizing
Documents in SharePoint 2010
Wednesday 11:00 am / Reston B
119 - Best Practices for
SharePoint 2010 Search
Thursday 3:00 pm / Lake Thoreau
Ask the Experts: Information
Architecture
Thursday 1:30 pm / Reston A
5. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting
Document Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document
Management
Organizing Documents
Deploying a good Document Search
Infrastructure
6. Agenda
Introduction:Introduction:
SharePoint 2010 Capabilities forSharePoint 2010 Capabilities for
supporting Document Managementsupporting Document Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document
Management
Organizing Documents
Deploying a good Document Search
Infrastructure
7. Document Management
„A document management system (DMS)
is a computer system (or set of computer
programs) used to track and store
electronic documents and/or images of
paper documents.”
(Wikipedia)
8. Document Management
General Requirements
Store, edit, modify metadata, etc.
Version management
Permission management
Workflows
Content Types
Document Templates
Extensibility
Search – and Find...
13. Agenda
Introduction::
SharePoint 2010 Capabilities for supporting
Document Management
Best Practices:Best Practices:
Online and Offline Access to DocumentsOnline and Offline Access to Documents
Metadata Management and Document
Management
Organizing Documents
Deploying a good Document Search
Infrastructure
16. SharePoint in Browser
Enforce users visiting SharePoint in the
browser, when:
Internet/Extranet solutions
but it depends...
Unified User Interface for all content is important
No SharePoint Workspace at all
for example: branch offices
Custom User Interface
for example: custom forms, touch screen
17. Office Web Applications
Enforce using Office Web Applications,
when:
Internet/Extranet solutions
No Office Clients at all
For example, branch offices
No fix office desk for the employees
For example, Help Desk
BUT: Plan for the Performance!
18. Office Web Applications
Don’t enforce using OWA, when:
Users don’t understand it Training!!!
Cutom Office Add-ins are required
for example, Contracts App for Word
„Just for fun”
19. SharePoint Workspace 2010
Enforce using SharePoint Workspace
when:
Offline access is needed
for example, sales people or agents
Would like to access content from different
sources
BUT: Be careful and set the permissions
properly!
20. Accessing Content in SP2010 –
Decision Matrix
SharePoint 2010 + Office
2010
SharePoint 2010 + Office
Web Apps
SharePoint Workspace
2010 with Office clients
Easiest to adopt with
previous SharePoint
experience
Easiest to adopt with
Internet experience
Full Office 2010 capabilities
+ Integration
Limited Office 2010
capabilities
Full Office 2010 capabilities
+ Integration
Different sites, different
URLs
Different sites, different
URLs
Various sites can be
managed at one place
Primarily for Intranet Internet / Extranet / Intranet Intranet / Extranet
Access to the content
anywhere, anytime
Offline access to the
content
„View in Browser” for
Search Results
21. Agenda
Introduction::
SharePoint 2010 Capabilities for supporting
Document Management
Best Practices:Best Practices:
Online and Offline Access to Documents
Metadata Management and DocumentMetadata Management and Document
ManagementManagement
Organizing Documents
Deploying a good Document Search
Infrastructure
22. Metadata Management in
SharePoint 2010
Managed Metadata is much more than
Properties:
Metadata-based navigation
Filter on search results
Independent, centralized management
Metadata Hierarchy
Synonyms
Multi-language support
Metadata owners
23. Metadata Management
BUT: Not necessarily use managed
metadata, if:
No need to reuse the term set
No need to independent/centralized
management of properties
No need the multi-language support
No need the magamement of synonyms
24. Agenda
Introduction::
SharePoint 2010 Capabilities for supporting
Document Management
Best Practices:Best Practices:
Online and Offline Access to Documents
Metadata Management and Document
Management
Organizing DocumentsOrganizing Documents
Deploying a good Document Search
Infrastructure
25. Organizing Documents in
SharePoint 2010
SharePoint 2010 capabilities:
Site Collections and Sites
Document Libraries
Document Sets
Folders
Content Types and document templates
Content Organizer Rules
...
26. Organizing Documents in
SharePoint 2010
Document Library Folder Document Set
Easy to create
Easy to maintain the
permissions
Easy to create
Easy to understand
Views without folders
Easy to create
Shared Metadata
Shared Version
Shared Workflow
Permissions
Content types can be
contained
Default content
Custom Welcome Page
Hard to keep organized in
case of a large number of
documents
Tree hierarchy vs.
Managed Metadata
Hardest to understand
Sometimes the extra
features are not required
Views vithout folders show
Document Sets as well as
their content
27. Organizing Documents in
SharePoint 2010
Content Types
Reusable collection of settings:
– metadata (columns)
– document templates
– workflows
– custom Document Information Panel
– information management settings
29. Planning Content Types
Define on the proper site
Define metadata and force the users to
use them
Define custom document templates
Make a clear content type hierarchy in a
clear site hierarchy
Use different Content Types in different
Document Sets if it’s possible
Train the users
33. Agenda
Introduction::
SharePoint 2010 Capabilities for supporting
Document Management
Best Practices:Best Practices:
Online and Offline Access to Documents
Metadata Management and Document
Management
Organizing Documents
Deploying a good Document SearchDeploying a good Document Search
InfrastructureInfrastructure
34. Searching for Documents in
SharePoint 2010
Refinement
panel
Refinement
panel
Related
searches
Related
searches
Federated
results
Federated
results
Win7
Connector
Win7
Connector
Launch in
Office Web
Apps
Launch in
Office Web
Apps
35. Searching for Documents in
SharePoint 2010
Suggestion
while typing
Document
Thumbnails
Preview
Open in
Browser
Related
Searches
and People
Matches
Federated
Results
Ordering on
any property
37. Deploying a good Document
Search Infrastructure
Plan! Plan! Plan!
What to search for?
Who will search?
Best Bets, Visual Best Bets
Permissions!!!
Search Scopes and Filters
Result pages
...
38. Deploying a good Document
Search Infrastructure
Test! Test! Test!
With REAL End-users!
Learn! Learn! Learn!
The SharePoint Server has gained a lot of popularity with the release of Microsoft Office SharePoint Server 2007. With the inclusion of document management and enterprise search capabilities, as well as Records Center and Excel Services modules, more and more companies are turning toward SharePoint in search of solutions to their business problems. With this growth comes big opening for business opportunities, but those who don’t have the right training approach stand to lose out on a customer’s or internal business units satisfaction.
Some of the SharePoint environment roles are often defined as IT related, and information workers are often overlooked.
Lack of training is the number one