EMPOWERING NON-POWER USERS TO PUBLISH AND EDIT CONTENT FROM THE TRENCHES…. MIKE KEENAN RICK KRZYMINSKI MANISH AWASTHI
Feb 25, 2016
EMPOWERING NON-POWER USERS TO PUBLISH AND EDIT CONTENT
FROM THE TRENCHES….MIKE KEENAN
RICK KRZYMINSKIMANISH AWASTHI
PRESENTERS
Mike Keenan, SharePoint Administrator, Nixon Peabody LLP, Rochester, New York, 700+ Attorneys
Richard J. Krzyminski, Assistant Director of Global Knowledge & Web Solutions, Mayer Brown LLP, Chicago, Illinois, 1600+ Lawyers
Manish Awasthi, Chief Global SharePoint Architect, Baker & McKenzie, Chicago, Illinois, 4000+ Lawyers
CURRENT ENVIRONMENTS
Nixon Peabody: SharePoint 2003 Portal with separate WSS 2.0 server (150+ sites) and separate WSS 3.0 server (1000+ sites). SharePoint 2010 build-out is in progress with plans for matter-centric environment (site for every matter) and eventual use of SharePoint as a DMS.
Mayer Brown: MOSS 2007, moving to SharePoint 2010 in July. Matter-Centric environment using iManage WorkSite 8.5. Integration with SharePoint provided by Handshake.
Baker McKenzie – Moss 2007 – Intranet, SharePoint 2010 – In production for non Intranet Applications.
STORIES FROM THE TRENCHES, “WHAT WE’VE LEARNED”….
Remember the goal: “Get the right information to the right people at the right time”
Considerations:
• Ease of publishing• Design, usability and layout• Audience targeting and regional concerns• Governance is KEY
EASE OF PUBLISHING
• CONTENT EDITOR WEB PARTS OR LISTS?• STATIC DATA OR COLLABORATION?• MASTER DATA MANAGEMENT• DATAFLOW/AUTOMATION• WORKFLOW• APPROVALS?• DATA DELIVERY
DESIGN, USABILITY AND LAYOUT
• PUBLISHERS OFTEN WANT TO BE DESIGNERS• USERS WANT PICTURES ON PAGES• USERS DON’T LIKE ENDLESS BULLETED LISTS• TEMPLATES AND STANDARDS
AUDIENCE TARGETING/REGIONAL CONCERNS
• LOCAL LAWS AND CULTURE• PERMISSIONS AND SECURITY• CREATING TEAMS• REAL-TIME SUPPORT
GOVERNANCE IS KEY
• BEST PRACTICES• AUDITING• RULES• SENIOR COMMITTEE/EVANGELISTS
DEMO
BAKER MCKENZIE INTRANET
ALLOWING END USERS TO CREATE AND MAINTAIN PAGES
A TYPICAL INTRANET SITE
GLOBAL NAVIGATION
CENTRALLY GOVERNED AREA
LOCALLY GOVERNED AREA
UNGOVERNED LIMITED OPTIONS AREA
SITE DESIGNER CREATES A PAGE
SELECT LAYOUT
ADD WEBPART
SELECT WEBPART
PUBLISH PAGE
ADD CONTENT TO PAGE
EXAMPLE ONE
EXAMPLE TWO
EXAMPLE THREE
SO, WHAT’S NEW IN SHAREPOINT 2010?
WHAT’S NEW IN 2010, AND WHY SHOULD I BE CONCERNED?
The Office style ribbon brings familiar editing controls to end users
Ability to put a page in edit mode and just start typing text
Ability to browse to an image file and automatically upload to SharePoint
SharePoint Designer 2010 is much, much more powerful than SharePoint Designer 2007
Modal Dialogs make accessing page content easier
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Text entered on a page using SharePoint
Designer cannot be styled using normal ribbon functions by default since it uses the WikiContentWebPart.
To allow users to apply styles etc. using browser, add Content Editor Web Part (CEWP) to page.
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Using SharePoint Designer 2010 you can
create content zones that can not be edited in the browser, even for those with advanced editing rights
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Our new page has no editable zones thru
browser so users can’t modify our content Normal ribbon options for editing page
are not present
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Using Publishing , Content Types and
Page Layouts, you can restrict which options show in ribbon when page is in edit mode
Normal ribbon options for editing page:
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?In Designer, Page Layout can be modified
to restrict things like font changes. When the tag properties are set to true for content sections, normal ribbon settings are in place.
Set a tag property to false….
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?
ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?The page (and any pages built in future
from this Page Layout )cannot have fonts altered.
WHAT ABOUT PUBLISHING?
2010 PERMISSION LEVELS OOTB
Full Control Has Full ControlDesign Can view, add, update, delete,
approve, and customize.Contribute Can view, add, update, and delete list
items and documents.Read Can view pages and list items and
download documents.Limited Access Can view specific lists, document
libraries, list items, folders, or documents when given permissions.
View Only Can view pages, list items, and documents. Document types with server-side file handlers can be viewed in the browser but not downloaded.
2010 PERMISSION LEVELS OOTB
Full Control Has Full ControlApprove Can edit and approve pages, list
items, and documents.Manage Hierarchy Can create sites and edit pages, list
items, and documents.Restricted Read Can view pages and documents, but
cannot view historical versions or user permissions.
Custom Permission Levels Combinations of all the above levels
TIPS THAT CAN HELP
Leverage existing data sources to make content maintenance easier
Canned SearchesBuild templates that include parts with a
variety of data sources.Build a FAQ library or video help site
MINE EXISTING DATA SOURCES FOR MATTER-CENTRIC DATA
MINE EXISTING DATA SOURCES FOR MATTER-CENTRIC DATA
DEMO
BAKER MCKENZIE PLANS TO UTILIZE SHAREPOINT 2010 OOB FEATURES TO MANAGE PAGES IN INTRANET
RESOURCES THAT CAN HELP
SharePoint -Videos.comSharePoint Governance on TechnetGovernance Planning White PaperGovernance Book on Amazon (4.5 stars)Joel Oleson Governance Slide
Presentation