Enhance the way people collaborate with documents in SharePoint
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!
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
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How to maximize adoption and make sure SharePoint works well for the end user
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Focus on file management and user experience
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Lots of demos!
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
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2. No metadata – no navigation, no search
§ Great for contributors, a nightmare for consumers
Common way to set up SharePoint for dealing with documents § Metadata instead of folders §
1. Unfamiliar to users
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2. Forces users to add metadata (they’re lazy and will pick the 1st choice)
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3. No good drag & drop & tag
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4. No good offline experience
§ Great for consumers, a nightmare for contributors
Drill down on outcomes & features § Site Columns
§ Content organization
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Manage Metadata
§ Content discovery
§
Choice
§ Content consumption § Content authoring § Content filtering § Content security § Content versioning
§ Document Library §
Site Columns
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Views
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Folders
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Manage Metadata Filtering
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Column default value settings
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Drag and Drop
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Permissions
§ Manage Metadata §
Term Set
§ Search
Site Columns ยง 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.
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
Review Date
Date
Intranet Columns
General information column. Review date.
Publication Date
Date
Intranet Columns
Publication date.
DEMO
Create Doc Type site column
Site Content Types ยง Content Types are data structures that
represent a business entity, they group Site Columns. ยง Content Types represent the different
types of information and content existing on a site. ยง Content Type is a composite of
configuration settings for your content,In order to provide meaning and context settings like Information Management, to the content stored in the Intranet we need to define a set of Content Types that Workflows.
make sense to your business in order to ยง Content Type support inheritance so provide a consistent approach for the type of content that the Intranet will support you can re-use and extend settings today and tomorrow.
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
Site Content Types - Examples XXXX Document • • • • •
XXXX Policy • • • • • • • • •
Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date
Title Author Created By Created On Topic (Manage Metadata)
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
DEMO
Create Human Resource Document Content Type and configure in document library
Views ยง 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
DEMO
Modify All Documents view and create All Folders view
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
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Location-based default values
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SharePoint Library Sync & OneDrive for Business
DEMO
Enhance existing folder and apply permissions
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
DEMO
Enable Metadata Filtering feature and configure in document library
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
DEMO
Enable Metadata Filtering feature and configure in document library