Sharepoint 2010 enterprise content management features

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SharePoint 2010 Enterprise Content Management

By Manish Rawat

http://www.linkedin.com/in/manishra

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Agenda

‣ Data Access• Approaches• Recommended use• REST Interface• Client Side Object Model(CSOM)

‣ Document Set

‣ Routing

‣Managed Meta data Taxonomy

‣ Performance and Scalability

‣ Digital Asset Management

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Data Access – Approaches Approach Description

SharePoint REST Interface SharePoint Foundation REST interface uses WCF Data Services (formerly ADO.NET Data Services) to expose SharePoint lists and list items as addressable resources that can be accessed through HTTP requests. In keeping with the standard for RESTful Web services, the REST interface maps read, create, update, and delete operations to GET, POST, PUT, and DELETE HTTP verbs respectively.

Client side Object model(CSOM) The client-side object model (CSOM) consists of 3 separate APIs that provide a subset of the server-side object model for use in client applications. The ECMAScript object model is designed for use by JavaScript or JScript that runs in a Web page, the Silverlight client object model provides similar support for Silverlight applications, and the .NET managed client object model is designed for use in .NET client applications such as WPF solutions.

ASP.NET web services SharePoint 2010 continues to expose the ASMX Web services that were available in SharePoint 2007

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Data Access - Recommended use

Client Recommended Use

Silverlight CSOM Silverlight managed client object model

WPF CSOM .Net managed client object model

Web Page(JavaScript enabled) CSOM ECMAScript object model

Applications that can send and retrieve HTTP request REST interface

• Any data in SharePoint 2010 can be manipulated via the OData

protocol.

• ASP.NET web services are discouraged to be used and exist only for

backward compatibility with SharePoint 2007• In addition to these options, custom Windows Communication

Foundation (WCF) services can be developed to expose SharePoint functionality that is unavailable through the existing Out of the box mechanisms.

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Data Access – REST Interface• SharePoint 2010 Representational State

Transfer (REST) interface is a WCF Data Service that allows you to use constructs HTTP requests to query SharePoint list data.

• Like all RESTful Web services, the SharePoint REST interface maps HTTP verbs to data operations e.g. HTTP GET maps to Retrieve Operation exist only for backward compatibility with SharePoint 2007

• You can use Service proxy (WCF Data Services service proxy for the SharePoint REST interface) Or JavaScript REST interface.

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Data Access – Client Side Object Model(CSOM)

• CSOM actually consists of three distinct APIs—

• the ECMAScript object model

• the Silverlight client object model,

• .NET managed client object model—that target distinct client platforms.

• Of the three principal approaches to client-side data access, using the CSOM APIs is the only approach that provides the kind of hierarchical, strongly-typed representation of SharePoint objects, such as sites and Webs, that compares to server-side development.

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Document Set• Collectively group set of individuals items (e.g. files) into

single entity called Document set

• Help organize unstructured documents and enable collaboration on documents with similar metadata. It allows work stream to have

• Common metadata for related documents.

• Automatic creation of default documents (if necessary).

• A customizable welcome page that by default displaying

list of documents

• Workflow and document policies can be applied to

document set as if it is just one document.

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Routing• Unique Document ID

• SharePoint 2010 assign a unique document ID ((customizable naming convention for ID) irrespective of it location.

• Allows document access via a permalink URL irrespective of location with site’s document library.

• Metadata Routing

• SharePoint 2010 has advanced document router allowing users to submit content .

• User need not worry about identifying where to place the document.

• Top site level’s Drop-Off library and Admin defined routing rules (using Content Organizer) determines where the document actually is routed

• Content Organizer

• Administrator can configure Content Organizer settings that will determine how content upload site is routed.

• Rule Management allows creation of rules and determines whether the rule should be applied to incoming documents.

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Managed Meta data Taxonomy• SharePoint 2010 has huge investment in

metadata uniformity service called Managed Metadata

• Allows creation of hierarchical collection of centrally managed “Terms”. You define and then use as attributes for items

E.g. Terms Store -> Groups (Geography) -> Terms Set(Cities) -> Term (Atlanta)

UsageUser after entering or uploading content can

1) Tag the content with use of Managed terms (usually pre-defined, and are often organized into a hierarchy) or

2) Tag the content with Free Text entries (words or phrases) that are not part of any hierarchy. These can be promoted to Managed terms too.

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Managed Meta data Taxonomy Cont.Managing

• Terms Store Management tool provide rich interface for full managements of Terms sets.

• Terms can be imported from external file like csv.

• Tool also allow managing terms addition, synonyms (Atlanta in

above example could have ATL as synonym), Translation,

multilingual, and deprecating as required

Benefits

• Metadata services allow Metadata based

1) Navigation: Easier for users as content is more discoverable. Instead of traditional folder based navigation items showed based on tags/terms

2) Search: Users can filter search results using Metadata of

result set

3) Consistent use of terminology across organization

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Performance and Scalability

Factors influencing the topology and architecture of site structure include

• Placement of documents/assets in SharePoint libraries within Site

structure

• Optimizing Server farm with binary large object(BLOB) cache or with Bit rate Throttling

• Scaling out the Server farmSite Collection A

Content Database A

Site Collection B

Content Database B

SharePoint 2010 Web Application

Assets LibrariesStructure

Remote Blob Storage

Disk Storage

Architecture option having multiple site collections with files in Remote storage area

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Performance and Scalability Cont.

Considerations

• Multiple site collections: Allow separate SharePoint content databases (SQL Server database) and allow flexibility in storage of files in SQL database Blob (with Blob cache in web servers) Or Remote Blob storage (RBS e.g. file system)

• Disk Based Blob Cache: The disk-based BLOB cache controls the caching for binary large objects (BLOBs), such as frequently used image, audio, and video files, and other files that are used to display Web pages. The BLOB cache is enabled on a front-end Web server and reduces network traffic and load to database server.

• IIS 7 Bit Throttling: Extensions can be used that meters the download speed of media files types and data between server and client.

• Maximum Upload file size: The maximum upload file size can be set at SharePoint Server 2010 Web application level that specifies the maximum size of a file that a user can upload to the server. Default maximum upload size to 50 MB.

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Digital Asset management• A digital asset could be image, audio, video, or other rich content

• SharePoint 2010 provides assets library template that is designed

specifically for storing and cataloging rich media assets.

• Out of the box, 3 new Digital Content Types exist – Image, Audio, and

Video Image Content Audio Content Video ContentName Name NameTitle Title TitlePreview Preview Preview

Keywords Keywords Keywords

Thumbnail Preview Thumbnail Preview Thumbnail Preview

Author Author Author

Comments Comments Comments

Picture Size Preview Image URL Preview Image URL

Date Picture Taken Copyright Copyright

Copyright Length (seconds) Length (seconds)

Frame Width

Frame Height

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Digital Asset management Cont.

Design considerations

• Submission, Workflow, Navigation and Viewing

• Meta data, tagging and classification of each type of assets

• Storage and performance

• Access control

• Assets life cycle

• Any corporate guidelines/policies. e.g. audit

• Meta tags based navigation/search

• Content retrieval via industry standard