SP 2013: Document Management Out of the BoxSharePoint Saturday – MONTRÉAL2 février 2013 – February 2nd 2013

Ed Musters, SharePoint MVP

Twitter: @TechEdToronto

Merc i à nos commandi ta i res !Thanks to our sponsors !

{ About.Me() }

https://mvp.support.microsoft.com/profile/Ed.Musters

• Current SharePoint MVP• Author for two SP 2010 development books• SharePoint Architect for Infusion• Speaker at International Conferences on

SharePoint, at user groups, and at SharePoint Saturdays

• Certified Trainer for the industry leading SharePoint training from Critical Path Training

• Telerik “Insider”• Holds all MS certifications for SharePoint

2010

• Harley-Davidson ™ Enthusiast!

London Kraków Dubai New York Toronto Boston

6

And, yes, I do really have a Black Belt.

Published Books

Prize! Telerik DevCraft Ultimate Collection

Agenda

IntroductionTried and Failed? The good old “Team Site”Background at Deeley CanadaInformation ArchitectureSolution OverviewConclusionsQuestion and Answer

SharePoint Document Management Out of Box

What you learn in this session will apply to:

SharePoint 2013 On Premise SharePoint 2013 Online (Office 365) SharePoint 2010 SharePoint 2007 (many concepts, except

hub)

Topic

The good old “Team Site”

Tried and Failed?

The Good Old Team Site!

TopicCase Study: Deeley Harley-Davidson Canada

Who is Deeley Canada?

• Manufacturer – USA

• Importer – Distributor

• Independent Retailer

The Challenge – Typical!

• Quarterly Business Planning Exercise• Sensitive information for senior management• Secured on a file share• Changes e-mailed in password protected files• Cut and paste to Excel and PowerPoint• “Versions” postfixed with dates / initials• Where is the definitive version?• Where is the latest version?

Solution is SharePoint! – Right?

• Team Site thrown up for collaboration• Information dumped into document library• Not much thought or planning to the site• SP is just a glorified web based file share• Little governance of the activity being performed• People still e-mail around and edit docs offline• Site becomes yet another content “ghost town”• Failure!

Topic

Solution Overview

Information Architecture

• Site Collection: A boundary for a site hierarchy, starting with the top level site (root site)

• Content Type: A defined schema for your content (think database schema), that includes meta data, documet template, and workflow

Content Type Hub

• Defined Site Collection to specify content types• Enterprise wide sharing of SharePoint schema• Other site collections can subscribe to content type hub

Site Collection or Site?

• Create a new boundary (site collection) if:– A unique group of collaborators (i.e. Security)– A singular purpose for collaborations– Site Administration and Ownership of content– Large size for content database (or quota)

Governance!

• Get Executive sponsorship and participation• Define your document lifecycle and workflow• Define everybody’s role (and security)• Define responsibilities and accountability• Define policies and procedures• Define communications, operations, and support plans• Conduct role specific training

Topic

Information Architecture

Content Type Hub – How To

• Create dedicated site collection with blank site template – define content types– Control publishing of content types

• Designate site collection as content type hub in Managed Metadata Service

• Timer Jobs Content Type Hub and Content Type Subscriber drive publishing

• From Site Collection Admin, one can view “Content type publishing”

Managed Meta Data Service

• Content Type Hub is part of the Managed Meta Data Service, and the web application “attached” to it

• You can have multiple defined Managed Meta Data Services if you need to partition Content Type Hub and/or certain taxonomies.

Deeley Content Types

Content Types in Hub

Key Content Type Settings

• Advanced Settings– Document Template

• Workflow Settings– Associate workflow templates

• Information Management Policy– Define retention stages– Enable Auditing

Content Types in Hub

• Control of Publishing content types

Demo

Using Content Types

Document Management Site

Doc Management Site Settings

• Site Collection Administration -> Content type publishing

Business Planning Document Library

Document Library Settings

• Allow Management of Content Types• Configure only specific content types• Require content approval for submitted items• Configure OOTB approval workflow• Create major and minor versions– Set limits for major versions and drafts!

• Draft Item security – only users who can edit• Require document check out

Demo

Document Management Site

Topic

Conclusions

Conclusions

• Top down executive support• Define document schema enterprise wide in a content type

hub• Define a site collection for collaboration with a singular

purpose in mind• Define poeple’s roles and implement using SharePoint groups• Define document libraries that use only specific content types• Role specific training!

Remerc iements / ThanksQuest ions et réponses / Q&A

Ed Mustersemusters@infusion.com@TechEdToronto

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