#SPSSD @sanspug San Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension SharePoint Saturday San Diego November 15, 2014 UCSD Extension.

#SPSSD @sanspugSan Diego 2014

SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension

ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN

SHAREPOINT

Haaron GonzalezLead Solution Architect

Hershey Technologies

[email protected]

http://twitter.com/haarongonzalez

mailto:[email protected]

http://twitter.com/haarongonzalez


The Bottom Line People just want to get work done Technology it’s a tool that enable us to achieve results Learning is not sequential, it’s a personal experience

Knowledge is interactive! People learn things they decide to learn, no what teacher

teach, keep in mind! We now longer remember things we know we can find!


Haaron Gonzalez

Consultant Lead Solution Architect at Hershey

Technologies Independent Consultant & Instructor in

Mexico

Microsoft MVP ASP/ASP.NET (2004 – 2008) SharePoint Server (2009 until now)

Speaker/Community Mexico SharePoint User Group San Diego SharePoint User Group Staff at Microsoft TechEd Blogger since 2005

[email protected]/haarongonzaleztwitter.com/haarongonzalezfacebook.com/haarongonzalez


SharePoint The new SharePoint is all about getting things done

together. SharePoint has a lot of features, capabilities, functionality

available out of the box (OOB).

What I will cover today: How to simplify SharePoint and make more effective use of OOB

capabilities How to maximize adoption and make sure SharePoint works well

for the end user Focus on file management and user experience Lots of demos!


Common way to set up SharePoint for dealing with documents

Like a file share (folders and default view) 1. Folders – lots of clicking, single dimension for viewing 2. No metadata – no navigation, no search

Great for contributors, a nightmare for consumers

@sjam From Scott Jamison slides

https://twitter.com/sjam



Common way to set up SharePoint for dealing with documents

Metadata instead of folders 1. Unfamiliar to users 2. Forces users to add metadata (they’re lazy and will pick the 1st

choice) 3. No good drag & drop & tag 4. No good offline experience

Great for consumers, a nightmare for contributors

@sjam From Scott Jamison slides




The way to go

Folders Metadata


Drill down on outcomes & features Site Columns

Manage Metadata Choice

Document Library Site Columns Views Folders Manage Metadata Filtering Column default value settings Drag and Drop Permissions

Manage Metadata Term Set

Search One Drive for Business

Content organization Content discovery Content consumption Content authoring Content filtering Content security Content versioning


Site Columns

Site columns are data type definitions at site collection level, they are centrally managed and can be used to reference a data value on any a list or library in the site collection.


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.



DEMOCreate Doc Type site column


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 in the Intranet 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.


Site Content Types - ExamplesName Description

Policy A policy is a guiding principle used to set direction in an organization. It should be used as a guide to decision making under a given set of circumstances within the framework of objectives, goals and management philosophies as determined by senior management.

Procedure A procedure is a particular way of accomplishing something. It should be designed as a series of steps to be followed as a consistent and repetitive approach or cycle to accomplish an end result. Once complete, you will have a set of established methods for conducting the business of your organization, which will come in handy for training, process auditing, process improvement, or compliance initiatives.

Form An electronic document that users can enter data into and print.

Report A report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. Reports within PEIWC can be findings documents from analysis, white-papers and research documents, strategic plans, or data driven automated reports.

ProposalHuman Resource

Curriculum

Marketing


XXXX Document

Title Author Created By Created On Topic (Manage Metadata)

XXXX Policy

Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date

XXXX Procedure

Title Author Created By Created On Topic (Manage Metadata) Procedure Type: Choice Summary: Plain Text Review By Date: Short date

XXXX Form

Title Author Created By Created On Topic (Manage Metadata) Form Type: Choice Summary: Plain Text

XXXX Report

Title Author Created By Created On Topic (Manage Metadata) Report Type: Choice Summary: Plain Text Publication Date

Site Content Types - Examples



DEMOCreate Human Resource Document Content Type and

configure in document library


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



DEMOModify All Documents view and create All Folders view


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



DEMOEnhance existing folder and apply permissions


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



DEMOEnable Metadata Filtering feature and configure in

document library


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



DEMOEnable Metadata Filtering feature and configure in

document library


Human Resource

Benefits

401K

Recruitin

g

Leave of

Absence

Training

Wellness


Proposals

Customer Documents

RFQ Specs SOW

Cost and Pricing Information

Purchasing Cost and Pricing

Engineering Documents

Technical Documents

Contracts

Contractual Documents Subcontracts


Metadata Document Type

Customer Documents Cost and Pricing Information Engineering Document Contracts

Document Topic RFQ Specifications SOW Purchasing Cost and Price Technical Doc Contractual Doc

Proposals

Customer Documents

RFQ

Specs

SOW

Cost and Pricing

Information

Purchasing

Cost and Pricing

Engineering Documents

Technical Document

s

Contracts

Contractual

Documents

Subcontracts


Post Event: SharePint

Location: La Jolla Brewing Company

Address: 7536 Fay Ave, La Jolla, CA 92037

Phone: 858-246-6759

Immediately following event closing & prize drawings

Map and Directions on SPS Events ScheduleGoogle Map & directions: http://ow.ly/E164L

http://ow.ly/E164L


Haaron Gonzalez

Consultant Lead Solution Architect at Hershey

Technologies Independent Consultant & Instructor in

Mexico

Microsoft MVP ASP/ASP.NET (2004 – 2008) SharePoint Server (2009 until now)

Speaker/Community Mexico SharePoint User Group San Diego SharePoint User Group Staff at Microsoft TechEd Blogger since 2005

[email protected]/haarongonzaleztwitter.com/haarongonzalezfacebook.com/haarongonzalez



PLEASE THANK OUR SPONSORS!

Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)

http://ntx.lv/lwGlKl1

#SPSSD @sanspug San Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension SharePoint Saturday San Diego November 15, 2014 UCSD Extension.

Documents

sanspug san diego

sharepoint server

new sharepoint

sure sharepoint

comhaarongonzalez slide

site columns site columns

ucsd extension sharepoint

foldersmetadata slide