@sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN SHAREPOINT Haaron Gonzalez Lead Solution Architect Hershey Technologies [email protected]http://twitter.com/haarongonzalez
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Enhance the way people collaborate with documents in SharePoint
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Manage Metadata It’s a service for storing Terms and use those
terms to Tag content
The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents
We can define terms in a hierarchy up to 7 nested levels
Companies use it to describe strategic terms or business topics that content can be related to
SharePoint offers a lot of integrated features for tagging content using terms and provide the basics for knowledge management
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Term Store Management options
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Site Columns
Site columns are data type
definitions, centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection or sub site.
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Site Columns
SC 1
SC 1
SC 1
SC 2
SC 1
SC 2
SC 1
SC 2
SC 1
SC 1
Site Column 1
Site Column 2
Site Collection
Subsite
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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 General information
column.
Review Date Date Intranet Columns Review date.
Publication Date Date Intranet Columns Publication date.
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Manage Metadata Term Store Create Topic site
column
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Site Content Types
Content Types are data structures that represent a business entity, they group Site Columns.
Content Types represent the different types of information and content existing on a site.
Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows.
Content Type support inheritance so you can re-use and extend settings
In order to provide meaning and context
to the content stored we need to define a
set of Content Types that make sense to
your business in order to provide a
consistent approach for the type of content
that the Intranet will support today and
tomorrow.
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Site Content Types - Examples
Name Description
Proposal We can define a content type by the type of document that we
represent, in this case a proposal.
Human Resource We can define a content type based on the Department that will
use it. So any document or file that exist in the Human Resource
site can be easily identified
Curriculum
Marketing
System Item Document Legal Document
Contract
Will
Power of Attorney
Estimate cost
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Legal Document
Title Author Created By Created On Topic (Manage Metadata)
Contract
Title Author Created By Created On Topic (Manage Metadata) Contract Type: Choice Summary: Plain Text Review By Date: Short date Publication Date
NDA
Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Review By Date: Short date
Estimate Cost
Title Author Created By Created On Topic (Manage Metadata) Estimate Type: Choice Amount: NUmber Summary: Plain Text
Lease
Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Publication Date
Site Content Types - Examples
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Create Human Resource Document Content Type and
configure in document library
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Views
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
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Modify All Documents view and create All Folders view
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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
Location-based default values
SharePoint Library Sync & OneDrive for Business
We can associate Metadata terms to a folder hierarchy for auto default metadata values in content using Default Column Values
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enhance existing folder and apply permissions
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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
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enable Metadata Filtering feature and configure in
document library
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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, content creators will just drag and