SharePoint Saturday Session

Keeping it organized with SharePoint 2010 Content Organizer

Feature

Saturday November 13, 2010Roy Kim

SharePoint Saturday SPONSORS

AgendaIntroductionContent Organization OverviewBusiness ScenarioContent Organizer FunctionalityContent Organizer Settings & RulesDemoExtensibility: Custom Content RouterSummaryQuestions

IntroductionRoy KimCurrently working on implementation of

SharePoint 2010 internet site for public sector.

Several years of experience with Microsoft and .NET

2+ years with SharePointConsulting experience: Infusion

(current), Accenture (past)U of T Grad – Computer ScienceMCSD, MCTS

Content Organization Overview

Automation in the organization of documents to libraries and its folders.

Organization is executed through rules matched by content type and metadata.

One source drop off location to many destinations.

Typical Content Management Scenario

Site

Document Library A

Subfolder

Subfolder Subfolder

Subfolder

Subfolder Subfolder

Document Library B

Subfolder

Subfolder Subfolder

Subfolder

Subfolder Subfolder

Content Organization Challenges

Assumption: Content stored hierarchically◦Difficult to organize not knowing

where documents should go.◦Duplicated files in across different

folders◦Misplaced files◦Files stored many “temp” folders

Content Organizer Business ValueAutomated placement of content based on

metadata.Avoid duplicate content.Avoid misplaced content.Abstract away from destination locations for users.Support Governance policies and processes to

guide and control how the organization uses the technologies to accomplish content organization goals.

Increase ease of use of content management for content authors.

Contribute to overall information architecture effectiveness.

Scalable to Enterprise structure with many libraries.

Content Organizer FeatureWeb level Feature ActivationCreates a Drop Off LibraryCreates a Content Organizer

Rules listSite Settings

◦Content Organizer Settings◦Content Organizer Rules Settings

Content Organizer Timer Jobs

Content Organizer Feature Activated

Site

Document Library

Subfolder

Subfolder

Subfolder

Subfolder

Subfolder

Subfolder

Document Library

Subfolder

Subfolder

Subfolder

Subfolder

Subfolder

Subfolder

Drop Off Library

Content Organizer

Rules

Document Library

Document Library

Routing Scenario

Drop Off Library

Document Library

Folder A Folder B

Folder A1

Folder A2

Folder B1

Folder B2

Site

1) Upload Document

Set Content Type and metadata

2) Content Organizer

Rule Routing

3) Auto-foldering

CO Rules

Content Organizer Process

User creates document in MS Office and/or SharePoint Designer

Document Content Types- Document- Pages- Images

Content Type

Enterprise Scenario

Site

Site

Site

Site Site

Site

Site Site

Site

Site

Site Site

Site

Site Site

Drop Off Library

Target

Library

- Very Large number of sites and libraries

Demo: Drop off Library to another site

Content Organizer Configuration & SetupActivate Content Organizer Feature

for the Site (Web)Set Configuration SettingsAdd Content Types to the drop off

libraryAdd Content Types to the destination

foldersAdd “Configure Send To

Connections” (if necessary)Add Content Organizer Rules

Content Organizer Settings

Content Organizer Settings (cont’d)

Content Organizer RulesRouting mechanism to match

based on content type and metadata properties.

An implementation of a governance policy.

Rules saved in a list accessible through ‘Site Settings’ page.

Content Organizer Rules Settings

Content Organizer Rules SettingsCont’d

Demo: Setup HR Site

Extensibility:Custom Content RouterExtend the routing logic for a

content type with more functionality.Implement the CustomRouter class

and “register” through Feature Activation code

Examples◦Able to do custom auto foldering◦Populate metadata fields◦Lookup to other data sources◦Target multiple sites and folders

Custom Content Router: Code Sampleusing Microsoft.SharePoint;

using RecordsRepository = Microsoft.Office.RecordsManagement.RecordsRepository;

public class MetadataRouter : ICustomRouter

{

CustomRouterResult ICustomRouter.OnSubmitFile(

EcmDocumentRoutingWeb contentOrganizerWeb,

string recordSeries, // Content type name

string userName,

Stream fileContent,

Microsoft.SharePoint.RecordsRepositoryProperty[] properties,

SPFolder finalFolder,

ref string resultDetails)

{

…

}

}

Register Custom Router

EcmDocumentRoutingWeb contentOrganizer

= new EcmDocumentRoutingWeb(contentOrganizerSite);

contentOrganizer.AddCustomRouter(

customRouterName,

customRouterAssemblyName,

customRouterClassName );

Questions